HCM: Guide for HR Managers

Transcription

1 HCM: Guide for HR Managers Version 22 SP-HCM-HRM-UG R022.00

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

3 Contents Contents About this Guide 8 Related Guides 8 Feedback 9 Frequently Asked Questions 10 How do I change a Team Member picture? 11 How do I apply a change to a large number of people? 11 How do I create a Job History record to be processed on a future date? 11 How do I award a percentage salary increase to several people? 11 What is the difference between a Salary Award Date and a Salary Start Date? 11 How do I create a new Policy? 11 How do I create a new HR Department? 12 Introduction 13 WX 14 HR Manager Portal 15 Moving Between Portals 16 From HR Manager Portal to WX 16 From WX to HR Manager Portal 17 Adding the Administration Link to WX 17 Logging in to Sage People 18 For the First Time 19 After You Have Changed Your Password 20 Login with Single Sign-On 21 Sage

4 Contents Finding Your Way Around the HR Manager Portal 22 HR Manager Portal Home Page 23 Sage People HCM Terminology 24 HR Manager Portal Tabs 25 Display All Tabs 25 Customize Your Tab Bar 26 Available Tabs 27 Related Lists Available For HR Manager Portal Tabs 31 Search for a Team Member 35 Team Members Home Page 36 Using Views 37 Creating a New View 37 Team Member View 41 Team Member View Buttons 42 Viewing Recent Items 53 Viewing Next Due Dates for Team Member Processes 54 Review Your Personal Setup 55 Reviewing Your Outstanding Tasks 58 Automatic Related Records 59 Different Views of a Team Member 60 Policies, HR Departments, and General Configuration 61 Policies 61 HR Departments 65 General Configuration Settings 67 Sage

5 Contents Maintaining Team Member Records 68 Team Member Related Lists 69 Changing Which Related Lists Are Displayed 70 Changing Related List Content 71 Employment Record Related Lists 73 Job History 74 Creating a Future Dated Job History Record 75 Handling Notes and Attachments 77 Adding Notes and Attachments while Using Sage People 77 Adding Attachments by 78 Team Member Detail Buttons 79 Edit 79 Delete 80 Profile 80 Org Chart 81 Change User 83 Reset Password 85 Change Picture 86 Change Position 87 Transfer 88 Terminate 89 Send Form 90 Send PDF 91 Adding an Employee to Sage People 94 Create a New Team Member 95 Create a New Employment Record 97 Assign a Job to a Team Member 98 Create Salary and Other Related Records 99 Link Team Member to User Record 101 Send a Welcome to Sage People 101 Add New Hires through a Single Page 101 Validating Team Member Social Security Numbers 106 Adding a Job Description for a Team Member 108 Creating a Task for a Team Member 109 Adding or Changing a Primary Manager 111 Adding an HR Manager 112 Setting Up Cross Reporting 114 Transferring Team Members Between Departments and Managers 116 Using the Organization Home Page 117 Using Filters 118 Using the Team Member Transfer Wizard 120 Setting up the Organization page 122 Setting up Future Dating for Team Member Transfers 123 Sage

6 Contents Setting Up Groups and Teams 125 Adding a New Group 126 Adding a Team Member to a Group 128 Adding a Group Type 129 Maintaining Groups 130 Deactivating a Team Member 131 Removing a Team Member from a Group 131 Deactivating a Group 132 Deleting a Group 133 Viewing Team Member Group Membership 134 Approving and Finalizing HR Requests 135 Maintaining Timesheets 137 Creating a Timesheet 137 Editing a Timesheet 138 Creating a Time Report 138 Editing a Time Report 140 Viewing, Editing, and Adding Timesheet Comments in the HR Manager Portal 141 Maintaining Passport and Visa Records 142 Creating a New Passport Record 142 Updating a Passport Record 143 Deleting a Passport Record 144 Creating a New Visa Record 144 Updating a Visa Record 146 Deleting a Visa Record 146 Maintaining Stock Options 147 Creating a New Stock Option Pattern 149 Awarding a Stock Option to a Team Member 153 Recording Options Exercised 158 Maintaining the Stock Price 159 Maintaining Team Member Tax Status 160 Creating a New Tax Status Record 160 Maintaining Targets 162 Creating a New Target 162 Setting Up Performance Review Templates 164 Creating a Performance Review Template 165 Defining Constraints 169 Linking Templates and Constraints 171 Editing a Template 173 Copying a Template 174 Deleting a Template 175 Bulk Performance Review 176 Sage

7 Contents Maintaining Supporting Processes 178 HR Noticeboard 179 Adding a New HR Notice 180 Editing a Notice 184 Copying a Notice 185 Adding WX Fields to HR Noticeboard Page Layout 186 Adding the HR Noticeboard Related List 187 Salary Planning 188 Salary Bands 189 Salary Projections 190 Reports and Dashboards 191 Pre-defined Reports and Dashboards Supplied with Sage People HCM 191 Running a Pre-Defined Report 225 Report Folders 226 Report Buttons 227 Report Formats 227 Building a Custom Report 228 Running a Pre-Defined Dashboard 235 Building a Custom Dashboard 236 Edit Custom Dashboards 245 Using Libraries 246 The Job Library 247 The Job Profile Library 256 The Job Description Library 259 The Scales Library 260 The Skills Library 264 The Competency Library 266 The Metrics Library 268 The Training Library 273 The Template Library 276 The Constraint Library 276 The Work Location Library 277 Approval Processes 280 Showing Sage People Recruit Vacancies on HCM 281 Glossary of Terms 282 Index 294 Sage

8 About this Guide This Sage People HCM Guide for HR Managers provides a comprehensive how to... guide to Sage People HCM for the HR Manager and HR professional using the Sage People HR Manager's Portal. Enhancements in this release are shown: indicates a completely new feature for this release. Highlighted text indicates other enhancements. Related Guides WX: Guide for Users Coverage summary How to use Sage People WX for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, and recording changes to your personal circumstances. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports. HCM Configuration Guide Coverage summary How to set up, manage, and maintain the Sage People HCM system. Includes detailed configuration information. Typical target audience You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers. WX Configuration Guide Coverage summary How to set up, manage, and maintain the extra functionality delivered with Sage People WX. Includes detailed configuration information. The information builds on the HCM Configuration Guide. Typical target audience You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers. Sage

9 About this Guide Feedback Resource Manager: A Complete Guide Coverage summary How to use Sage People Resource Manager. Covers Resource Plan creation through automatic generation of Resource Needs based on an existing organization, and by entry of individual Resource Needs. Includes a complete list of available fields and brief descriptions of the pre-configured reports supplied with the package. Typical target audience You have a role including resource planning, creating what-if resourcing models, or resource analysis within your organization. Time: A Complete Guide Coverage summary How to set up and use Timesheets on Sage People. Covers Timesheet completion and approval through WX, and maintenance through the HR Manager's Portal. Includes step by step guidance for setting up Pay Codes, Overtime Rules, Timesheet Patterns, and Work Allocations, and reference tables of field names and profile settings. Typical target audience You have responsibility for supporting Sage People Time within your organization. Compensation & Benefits: Stock Options Coverage summary How to set up, view, and maintain Stock Options on Sage People. Covers creating a Stock Option Pattern to include the vesting schedule, awarding Stock Options, recording exercises, and maintaining the stock price. Also includes full configuration instructions. Typical target audience You have responsibility for supporting the Stock Options process within your organization. Feedback Feedback from you on our products and on our documentation is important to us. We seek to incorporate your ideas in future enhancements to our products, and only by understanding your requirements can we hope to meet or exceed your expectations. To provide comments and suggestions on any aspect of Sage People please us: feedback@support.fairsail.com To provide specific feedback on our documentation please our documentation team: documentation@fairsail.com Thank you! Sage

10 Frequently Asked Questions Sage

11 Frequently Asked Questions How do I change a Team Member picture? How do I change a Team Member picture? Use the Change Picture button on the Team Member Detail page (see page 86), or a picture to an address supplied by Sage People for automatic loading to the Team Member record (see page 86). How do I apply a change to a large number of people? Team Member View Buttons, Mass Update (see page 44) How do I create a Job History record to be processed on a future date? Creating a Future Dated Job History Record (see page 75) How do I award a percentage salary increase to several people? Team Member View Buttons, Mass Update (see page 44) 1. Select the people. 2. Select Mass Update. 3. Select Update Salary Records. 4. Select Indexation Increase. 5. Specify the percentage increase, start date, and a reason for the change. 6. Update. What is the difference between a Salary Award Date and a Salary Start Date? Salary Award Date is the date the Team Member is informed about a change to their salary; Salary Start Date is the date the new salary starts to be paid to the Team Member (see page 99). How do I create a new Policy? Defining a New Policy (see page 62) Sage

12 Frequently Asked Questions How do I create a new HR Department? How do I create a new HR Department? Create a completely new HR Department (see page 66), or copy an existing HR Department (see page 67). Sage

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

14 Introduction WX WX WX provides access to the following information and processes: People Management o Education o Employment Details o Forms o Manager Notes o Work History/Experience o Job Description o Organization Chart o Passports & Visas Time & Attendance o Check In/Out o Timesheets o Vacation & Absence People Science & Analytics o WX Reports Talent Acquisition o Current Internal Vacancies o Hiring Manager Performance Management o Competency Assessment o Development Plan o Manager Notes o Metrics Review o Objectives o Performance Review o Skills o Talent Plan o Succession Plan o Targets o Training Compensation & Benefits o Benefits & Open Enrollment o HR Requests o Compensation Planning o Stock Options Your organization may not subscribe to the full range of services and some services may have restricted visibility within your organization. Sage

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

16 Introduction Moving Between Portals Moving Between Portals To access Sage People HCM, use your unique login ID and password. Your initial view of the system depends on your Sage People security profile; the higher your level of access, the more you will be able to see. A standard employee will access WX and never have any access to the HR Manager Portal. As an HR Manager you are likely to have access to the HR Manager Portal and WX. Login to Sage People HCM using your unique login ID and password. From HR Manager Portal to WX To move from the HR Manager Portal to WX use one of the following links: Select the tab: Select Your Profile in the Custom Links panel on the left of the HR Manager Portal: Select Profile on a Team Member Detail page: Select a photo icon on the Team Member home page: Sage

17 Introduction Moving Between Portals From WX to HR Manager Portal To move from WX to the HR Manager Portal: Select Administration at the top right of the WX page: The Administration link is visible only if your security profile gives you access to the HR Manager Portal. If the Administration link is not displayed you can add it (see page 17). To add the Administration link for a Team Member, the Team Member must be linked to an existing user. or you must create a new user using an existing User Profile with an available license. Adding the Administration Link to WX To enable access from Sage People WX directly to the HR Manager Portal you can add a link to the Team Member interface: To add the link: 1. Open the Team Member record for the person you want to grant access. 2. Select Change User. Sage People displays the Team Member User page. To add the Administration link, the Team Member must be linked to an existing User, or you must create a new user using an existing User Profile and an available license. 3. Select the Salesforce Access checkbox: 4. Select Save. Next time the Team Member views or refreshes WX, the Administration link is displayed. Sage

18 Logging in to Sage People Sage

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

20 Logging in to Sage People After You Have Changed Your Password After You Have Changed Your Password 1. Go to the Sage People login page: Sage People displays the customer login page: 2. Enter your unique user name and password. 3. Select Login. Sage People takes you straight to your Sage People system. Sage

21 Logging in to Sage People Login with Single Sign-On Login with Single Sign-On If your organization uses single sign-on technology your login process is: 1. Go to the web address provided by your organization. 2. Use your company provided single sign-on credentials to get access to Sage People. Your browser may need additional configuration so that you can take full advantage of single sign-on. Refer to your System Administrator or HR representative for more information. When you have successfully logged in you are redirected to the Home Page. Sage

22 Finding Your Way Around the HR Manager Portal The HR Manager Portal provides access to employment details, including salary, salary related, and benefits information, as well as induction and termination workflows, reports and dashboards, and consolidated cross-team, multi-location information. Sage

23 Finding Your Way Around the HR Manager Portal HR Manager Portal Home Page HR Manager Portal Home Page Sage

24 Finding Your Way Around the HR Manager Portal Sage People HCM Terminology Sage People HCM Terminology Sage People HCM uses standard Salesforce terms, so if you're familiar with Salesforce you'll find your way around the HR Manager Portal more easily. Key terms you will find useful are: Term Tab Record Related List Field Link Description Used to organize information stored in Sage People into groups. By selecting a tab at the top of the Portal, you get access to all the data related to that tab. When you select a tab, the page displays information in rows. The information for each row is held in a record. For example, the Team Members tab groups all team member records together, with each record displayed on a separate row. Information that is not part of a selected record, but is related to it. For example, the employment, objectives, and targets information for a team member record. Each record contains a number of fields, with each field describing an attribute of that record. Each field contains data of a particular kind, such as text, numeric, a picklist, a check box. A hyperlink providing a jump to more information such as another record, a report, or a website. You will also find brief definitions of many terms in the Glossary - Salesforce, Sage People, and industry-specific (see page 282). Sage

25 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs HR Manager Portal Tabs Tabs group related information together. Each tab gives access to a group of records and where relevant, associated information through Related Lists (see page 31). You can: Display a list of all tabs for quick access to those that are not part of your regular view (see page 25). Customize your display to show just the tabs you use most often (see page 26). Display All Tabs On the right of the Tab bar, select +: Sage People displays the All Tabs page: The tabs you can see depend on the packages you have installed and on the Profile assigned to you: If you have just Sage People HCM, you can see HCM tabs; with HCM and Recruit you can see the Recruit tabs too. The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Sage People configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Select any tab in the list to display that page. To add a tab to your tab bar select Customize My Tabs (see page 26). Sage

26 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Customize Your Tab Bar 1. On the All Tabs page (see page 25), select Customize My Tabs: Sage People displays the Customize My Tabs page: 2. Select the tabs and use Add or Remove to build your list of Selected Tabs. 3. Select a Tab in Selected Tabs and use Up or Down to change the order - Up moves a tab to the left in the Tab Bar, Down moves a tab to the right. 4. Select Save. Sage

27 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Available Tabs Tab visibility is controlled by the Profile assigned to you: The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Sage People configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Tab Displays Key Tabs Home Workforce experience Team Members The landing page when you open the HR Manager Portal. The Home page includes a dashboard, which you can select, the My Tasks list, Items to Approve, and your Calendar (see page 23). Your own view of information about yourself and your team, with options for updating. The Team Member records for each employee in your organization. All employee information is accessible through their Team Member records (see page 36). Other Tabs, alphabetical order Absence Accrual Patterns Action Event Patterns Actions Digests Competency Library Constraint Library Dashboards DocuSign Envelopes Sets of rules defining how absence and vacation accrues. Rules can cover each absence type and multiple Patterns can be defined, enabling you to use different models for different groups of employees such as by country or by seniority. Patterns can be assigned to policies or to Employment Records. Not displayed with the Fairsail HR Manager Profile. Action Events are sent to HCM users at various points in a process in response to specific events, and the Action Events are grouped into sets known as Action Event Patterns. Action Event Patterns are linked to policies and you can link one Pattern to multiple policies, or to a single policy. Action Event Patterns can be exported and imported to enable copying between organizations. Not displayed with the Fairsail HR Manager Profile. Actions Digests are daily s sent to all Team Members who have process related actions raised for them. The Actions Digests tab lists the Digests sent, with options to display the number of actions included in each Digest for each process. The qualities used to assess how well an individual performs a job for a specific job profile. The Competency Library stores a record for each competency used in defining a job profile. For example, flexibility, initiative, or personal organization (see page 266). Conditions that can be applied to other items, such as Templates, to restrict availability of those items. For example, Start and End Dates set as Constraints mean that the item using the Constraint is only available between the Start and End Date. Pre-defined graphical summaries of underlying reports. A dashboard can have up to 20 component charts or tables, each one providing a visual summary of report data. The Dashboards tab has options for cloning and editing existing dashboards. Use the Reports tab for an option to create your own dashboards (see page 191). DocuSign Envelopes are created when you use DocuSign Templates to send forms to Team Members for completion. Not displayed by default. Sage

28 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab visibility is controlled by the Profile assigned to you: The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Sage People configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Tab DocuSign Templates Exchange Rates Groups Group Types HCM Form Definitions HCM Forms HR Departments HR Noticeboard HR Requests Internal Communications Job Description Library Job Library Job Profiles Displays Templates available to use as DocuSign forms for sending to Team Members for completion. Data can be extracted automatically from completed forms and added to Team Member records. Not displayed by default The fixed exchange rates used by your organization for calculating currency conversions. Each currency is represented by a rate to enable standardized conversion to a base currency. Defined groups of Team Members brought together for a range of organizational needs. Groups are visible through the WX People Bar and the Team Absence Calendar (see page 125). A means of classifying Groups. Related Groups can share a Group Type (see page 129). All HCM Form templates set up for your organization, such as exit interview or Equal Employment Opportunity Reporting forms. Every HCM form that you use is based on an HCM Form Definition. Not displayed with the Fairsail HR Manager Profile. All HCM Forms set up for use in your organization. Each HCM Form is based on an HCM Form Definition and defines who is to receive the request to complete the form, and the dates applied to start, remind, and close the form. Not displayed with the Fairsail HR Manager Profile. The Team Member groups. Each HR Department is a group of Team Members managed by an HR Manager. An HR Department can align with an organizational department, or it can be some other grouping such as a site, region or country (see page 65). The notices you have defined for displaying on specific WX pages (see page 179). Changes to Team Member records requested by their managers, such as salary or job profile changes. Each request follows an approval process before HR implementation (see page 135). The Internal Communications available in your organization. Internal Communications are WX Processes delivered in text, video, or website form. Each Internal Communication can be associated with one or more WX Services and have localized versions for locale-specific display throughout your organization. Not displayed with the Fairsail HR Manager Profile. The roles and responsibilities for each job. Job Descriptions are typically prepared in advance and provided as templates to Team Members and Managers (see page 259). Not displayed with the Fairsail HR Manager Profile. Standard information about jobs such as title, grade, and salary ranges (see page 247). Profiles for each job, defined using the competences, skills, and indicators needed to perform a job. For example, the job profile for a Sales Director typically includes flexibility, personal impact, pace setting, initiative, and so on. Competency assessments are performed against job profiles (see page 256). Sage

29 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab visibility is controlled by the Profile assigned to you: The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Sage People configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Tab Metrics Library Organization Overtime Rules Pay Codes PDF Templates Policies Reports Roles Salary Bands Salary Projections Scales Displays Items that are measured for a Metrics Review. Metrics can be Number, Scale or Text (see page 268). Access to all Team Members in your organization, with options to filter the view on a range of fields and to transfer selected Team Members between HR Departments and managers (see page 116). Supplied with the Sage People Time package. Collections of one or more Overtime Conditions applying to a specific timespan, such as a day, a week, or that defined by a Timesheet. Overtime Rules are allocated to one or more Timesheet Patterns and used to support the Timesheets process (see page 137). Supplied with the Sage People Time package. Codes allocated to specific pay rate, such as standard time or double time. Each Pay Code has a name, which is used on Timesheets, and a code, which is used within the system (see page 137). Pre-configured Adobe Portable Document Format (PDF) templates supporting Sage People functionality enabling you to create and send PDF files from within Sage People packages. PDF files in Sage People are typically used for employment contracts, amendments to terms and conditions, other formal letters to Team Members, branded company-wide announcements and so on. PDF templates can use formulas for conditional and tailored content. The sets of Sage People HCM processes defined for your organization. Separate Policies can be defined for each location, HR Department, or other grouping of Team Members. Settings control the visibility of processes in Sage People WX. (see page 61) Not displayed with the Fairsail HR Manager Profile. Pre-defined reports for reviewing and managing stored employee information. The Reports tab also includes an option for creating your own custom reports and dashboards. (see page 191) Roles defined to execute actions on behalf of someone else. Roles enable you to map one or more people to act as delegates for one or more others. Top, bottom and quartile currency amounts used to define the salaries paid in your organization. Bands can be allocated to salary families. (see page 189) Not displayed with the Fairsail HR Manager Profile. Planned or what-if percentage salary increases by salary band and fiscal quarter, enabling low and high percentage rates to be applied. (see page 190) Not displayed with the Fairsail HR Manager Profile. The scales used in measuring indicators of competency and skill. For example, the scale used in measuring the frequency of an activity might use the terms Never, Occasionally, Often, Usually, and have the respective scores 1, 2, 3, 4. (see page 260) Not displayed with the Fairsail HR Manager Profile. Sage

30 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab visibility is controlled by the Profile assigned to you: The Fairsail Administrator Profile gives access to all tabs. The Fairsail HR Manager Profile excludes access to tabs controlling Sage People configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections. Tab Skill Library Stock Options Patterns Template Library Timesheet Patterns Timesheets Training Library Displays The knowledge needed for a job profile. The Skills Library stores a record for each skill used in defining a job profile. Skills can be grouped into areas: a Management area might include mentoring, delegation, coaching, appraising performance (see page 264). Not displayed with the Fairsail HR Manager Profile. Groups of parameters that define how a Stock Option based on the Pattern will behave. Stock Option Patterns support Sage People Stock Options functionality (see page 147). Not displayed with the Fairsail HR Manager Profile. Reusable pages for driving a process such as Performance Review. Templates are defined for a process and can be versioned. Templates can share a version number to form Template Version Streams; updating a Template Version updates all templates in the same stream. Supplied with the Sage People Time package. Definitions of timesheet periods and the time reporting timespan, supporting the Timesheets process. Timesheet Patterns have an associated Overtime Rule which defines the conditions under which overtime is payable to Team Members working under the Pattern. Timesheet Patterns can be assigned to Policies and to individual Team Members (see page 137). Records of work time over a defined period for Team Members. A Sage People Time timesheet has defined start and end dates and comprises one or more Time Reports. Typically completed through Team Members' WX pages, Timesheets can also be created and edited through the HR Manager Portal. When complete, the timesheet enables calculation of total work duration and amount of pay due (see page 137). All training courses and types of intervention that may be helpful when addressing skill or competency gaps. (see page 273) Not displayed with the Fairsail HR Manager Profile. Work Allocations Work Days Patterns Work Locations WX Reports WX Services Tasks, projects, customers or other entities against which Team Members book their time, supporting the Timesheets process. Sage People enables you to define Work Allocations as a hierarchy, for example from a geographical region, through customers in that region, to projects and sub-projects within customers (see page 137). Definitions of the working week as used in different parts of your organization, including recurring holidays, such as bank or public holidays, and how vacation days are treated when they fall on public holidays. Typically used to define practices in different countries or regions. Standard information about your organization's locations, such as address, zip or postal code, and country (see page 277). Tabular and graphical reports set up for displaying data through WX. WX Reports are based on underlying Salesforce reports using Sage People data, with field content and filters tailored to your requirements. The Sage People WX Services available in your organization. WX Services host the WX Processes used by your Team Members, and can be named to suit the needs of your organization Not displayed with the Fairsail HR Manager Profile. Sage

31 Related Lists Available For HR Manager Portal Tabs Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs This table gives the key Related Lists available for the records displayed through each of the HR Manager Portal Tabs. To add or remove lists from your HR Manager Portal display use the Customize Page link at the top of each page (see page 70). Customize Page gives you access to the selectable set of Related Lists that have been made available through Setup. You can select, deselect, and change the order of those that are displayed. To add or remove Related Lists from the Customize Page selectable set you must have Administrator access and use Setup. To add or remove fields displayed as columns in a related list use the Edit Layout link at the top of each page (see page 71). Tab Absence Accrual Patterns Key Related Lists Absence Accrual Rules Policies Action Event Patterns Action Events Competency Library Policies Competencies Competency Library Languages Competency Training Options Indicator Library Job Needs Constraint Library Dashboards Recognition Templates Exchange Rates Benefits HR Requests Salary Bands Salary History Targets Groups Child Groups Group To Group Memberships Group Types HCM Form Definitions Internal Communications Multi Filters Groups Internal Communications Multi Filters HCM Forms HR Departments HR Managers HR Noticeboard Team Members Sage

32 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab HR Requests Internal Communications Key Related Lists Actions Approval History Internal Communication Instances Internal Communication Languages Internal Communication Score Results Job Description Library Job Library Job Profiles Metrics Library Internal Communications Multi Filters Job Library Job Needs Job Needs Overtime Rules Overtime Conditions Pay Codes PDF Templates Overtime Conditions Policies Reports Roles Salary Bands Salary Projections Scales Job History Job Library Indicator Library Metrics Metrics Library Scale Languages Scale Responses Scale Response Languages Skill Library Skill Library Job Needs Skill Library Languages Skill Training Options Skills Stock Options Patterns Stock Option Periods Survey Dimensions Survey Dimension Mappings Surveys Internal Communication Instances Survey Dimension Mappings Survey Questions Survey Responses Sage

33 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab Key Related Lists Team Members Activity History Applications (available if you also subscribe to Sage People Recruit) Candidates (available if you also subscribe to Sage People Recruit) Competency Assessments Dependants Development Needs Development Needs (Mentor) Education Emergency Contacts Employment (see page 73) Experiences HCM Forms HR Requests Internal Communications (for Team Members using Sage People WX) Internal Communication Score Results (for Team Members using Sage People WX) Job Descriptions Management (Cross Reporting) Metrics Metrics Reviews Notes & Attachments Objective Reviews Objectives Open Activities Passports Performance Reviews Recognition (for Team Members using Sage People WX) Recognition (Giver) (for Team Members using Sage People WX) Resource Needs (for organizations using Resource Manager) Resource Needs (Manager) (for organizations using Resource Manager) Self Performance Reviews Skills Skills (Approver) Successors (Successor) Successors (Team Member) Talent Assessments Talent Plans Targets Team Member Pictures Team Members Training Sage Visas WX Process Confirmations (for Team Members using Sage People WX)

34 Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs Tab Template Library Key Related Lists Constraints Policies Timesheet Patterns Timesheets Training Library Template Versions Work Allocation Assignments Timesheet Comments Time Reports Competency Training Options Notes & Attachments Skill Training Options Work Allocations Work Days Patterns Training Time Reports Work Allocation Assignments Policies Work Days Holidays Work Locations Check Ins WX Reports WX Report Fields WX Services WX Report Filters HR Noticeboard WX Processes WX Service History Sage

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

36 Finding Your Way Around the HR Manager Portal Team Members Home Page Team Members Home Page Select the Team Members tab: Sage People displays the Team Members home page: Use the filter towards the top right of the page to change the view to Recently Created, Modified, or Viewed: Sage

37 Finding Your Way Around the HR Manager Portal Using Views Using Views Views enable you to apply a set of filters to your Sage People data so that you can focus in on a subset of all the records. Views: Support data from a single object (tab) at a time. Can be printed. Cannot be transformed into a report. Can be cloned and then edited to produce a new view. For example, you could create a view to show you all the Team Members with a Talent Plan, or all the Team Members called Smith with a home address in the United Kingdom. Views can be created for use only by you, or to be shared with a defined group of users. To see the views you have available, go to the top of any tab home page and select the View picklist: Creating a New View You can create a new view by: Copying an existing view by saving it under a new name, editing it to make the changes you want. Creating a new view from scratch. To copy and rename an existing view: 1. At the top of the list page or tab home page hosting the view you want to copy, select the View picklist, select the view on which you want to base your new view, and select Edit: Sage People opens the Edit View page. 2. In View Name enter a new name for your new view to prevent the original from being overwritten, or the new view being saved with the same name as the original. 3. Make the changes you need to create your new view. 4. Select Save As. If you have not entered a new name for your view: o Selecting Save As saves the new view with the same name as the original and both will appear in the list of available views. You can change a view name by selecting it, selecting Edit, and renaming it. o Selecting Save instead of Save As overwrites the original view. Sage

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

39 Finding Your Way Around the HR Manager Portal Using Views 2. Complete the fields as follows: Field Description Step 1. Enter View Name section View Name View Unique Name Enter the name to appear in the View picklist If you have Customize Application permission, enter a unique name to be used by the system. The View Unique Name: Must begin with a letter. Must use only alphanumeric characters and underscrores. Must not end with an underscore. Must not use two consecutive underscores. If you leave this field blank, Sage People constructs a unique name from the View Name you have entered. Step 2. Specify Filter Criteria section Filter By Owner Select the radio button corresponding to the set of records you want to filter against. The options vary depending on the kind of record. For Team Member views you will see: All Team Members Select to create a view that filters data for all Team Members. My Team Members Select to create a view that filters data for Team Members reporting to you. Filter By Additional Fields Select your filter criteria. This is optional. The fields and values available to you vary depending on the kind of record. You can apply multiple filters to act on your data. As an example, to create a view to display all Team Members without a photo: In the first Field select the picklist and choose Picture: In Operator select the picklist and choose equals: As we're filtering for those Team Members without a photo, leave Value blank: Sage

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

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

42 Finding Your Way Around the HR Manager Portal Using Views Team Member View Buttons You can use the action buttons displayed above the Team Member view to perform actions on all selected Team Members at once. Bulk Bulk enables you to send a stored Template to multiple Team Members. 4. Select or create a Team Member View (see page 37) to display the people you wish to send the Select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list: 6. Select Bulk . Sage People displays the Team Member Send page: 7. Complete the fields as follows: Field Template From Description Select the picklists and select the template you want to send. Select the picklist and select the sender as it will appear on the . This can be your personal or an organization-wide address. 8. Select Send. Sage

43 Finding Your Way Around the HR Manager Portal Using Views Reset Passwords Reset Passwords enables you to issue s with temporary passwords to a group of Team Members so that they can login to Sage People and change their own passwords. For example, you could use Reset Passwords when you are creating a lot of new Team Members but want to delay sending their login details until after you have set up their Team Member records and the links to the correct profiles. Do not use this action for users logging in with Single Sign-On. Single Sign-On passwords are issued outside Sage People. 1. Create a Team Member View (see page 37) showing all those whose passwords you wish to reset. 2. Select all those members by selecting the Action check box at the head of the list. 3. Select Reset Passwords. Sage People displays the Reset Passwords page, prompting you to confirm your action: 4. Select Reset Passwords to confirm. Sage

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

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

46 Mass Update Example: Award % Salary Increase to Multiple Team Members Finding Your Way Around the HR Manager Portal Using Views You want to award a fixed percentage cost of living salary increase to all Team Members in your Paris office: 1. Create a Team Member View of all those with Location: Paris. 2. Select all those members by selecting the Action check box at the head of the list. 3. Select Mass Update. 4. In the Mass Update Wizard, select Update Salary Records: The Mass Update Wizard prompts you for the field you want to change. 5. Select the Indexation Increase checkbox and select Next: The Mass Update Wizard prompts you for the new value of the field. 6. Enter the Percentage Increase you want to award, the Start Date for the new salaries, and a Change Reason: The percentage you specify is applied to the Team Members' old salary to calculate the new salary. These values will be applied to all selected Team Members. Select Next. The Mass Update Wizard prompts you to confirm before applying the change. To make adjustments, select Previous; to drop out of the Wizard and cancel the change, select Cancel. You cannot stop the change when you complete step 4 of the Wizard. Sage

47 Finding Your Way Around the HR Manager Portal Using Views 7. Select Update to make the changes: Sage

48 Finding Your Way Around the HR Manager Portal Using Views Bulk Send Form Bulk Send Form enables you to send a stored form to up to 200 Team Members in a single operation. You can choose a form from the Form Definitions you have available. Contact Sage People Support if you need to define a new form. 1. Select or create a Team Member View to display the people you wish to send the form. 2. Further select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list: Sage People displays the Team Member Send Form page 3. In Form To Initiate use the picklist to select the form you wish to send. 4. Select Send. Sage

49 Finding Your Way Around the HR Manager Portal Using Views Bulk Competency Assessment Bulk Competency Assessment enables you to start Competency Assessments for up to 200 Team Members in a single operation. You can use Bulk Competency Assessment for Team Members with no active Competency Assessment. Competency Assessments are made against the competencies held in a Job Profile - when using Bulk Competency Assessment you can choose the Job Profile to use: The Job Profile assigned to each Team Member. A single Job Profile for all Team Members. All assessments are assigned common End and Close Dates, so make sure the dates can be met by all assessors. To use Bulk Competency Assessment: 1. Select or create a Team Member View (see page 37) to display the people you want to assess. 2. Select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list. 3. Select Bulk Competency Assessment. Sage People displays the Start Competency Assessment page: Complete the fields as follows: Job Profile Picklist. Select the picklist and choose from: Use Default Team Member Profile. Assessments are made using the competencies held in the Job Profile assigned to each Team Member selected for Bulk Competency Assessment. o If the Team Member has no directly assigned Job Profile, the Assessment uses the default Job Profile assigned to the Policy used by the Team Member. o If the Policy has no default Job Profile, the Assessment uses the default Job Profile assigned to the Team Member's HR Department. If no Job Profile can be found for the Team Member, the process displays an error message with the record IDs of all Team Members without Job Profiles; to link to a Team Member, copy and paste each record ID into the browser address bar. Any of the listed Job Profiles. Assessments are made using the competencies held in the single Job Profile you choose for all Team Members selected for Bulk Competency Assessment. Job profile containing the competencies and indicators to be assessed. Sage

50 Finding Your Way Around the HR Manager Portal Using Views End Date Close Date Date when assessors are asked to complete feedback. Set this a few days before the Close Date to give time to chase stragglers. The Sage People configurable workflow can send reminders before and immediately after the End Date. Date after which the competency assessment may be completed and outstanding feedback requests canceled. Make this shortly after the End Date to give a grace period for feedback to be completed. The Close Date is not normally revealed to the assessors but it is the date up to which you will wait for them to supply feedback. You cannot cancel assessments to see your results until the Close Date, but you can see the results before the close date if all assessments are complete. 4. Select Initiate. Sage People creates actions for the Team Member's managers to start the Competency Assessments. Sage

51 Finding Your Way Around the HR Manager Portal Using Views Bulk Performance Review Bulk Performance Review enables you to start Performance Reviews for up to 200 Team Members in a single operation. Bulk Performance Review enables you to use the single operation to combine reviews using Performance Review Templates and legacy (non-template) reviews. Team Members cannot have more than one active performance review at any one time, so make sure that the Team Members you select for Bulk Performance Review have no reviews in Draft, Approved, or Revealed status. To use Bulk Performance Review: 1. Select the people you want to review or create a Team Member View (see page 37) to display the people you want, then select them. You can select all by selecting the Action check box at the head of the list. 2. Select Bulk Performance Review: Sage People displays the Start Performance Review page: The Start Performance Review page enables you to control the Reviews, and summarizes the type of Review - Legacy or Performance Review Template - to be used for each of the people you have selected. Sage

52 Finding Your Way Around the HR Manager Portal Using Views 3. Complete the fields as follows: Manager Review Only Mid-Year Review Template Library Item Checkbox. If checked, the Self Performance Review is not created. Only the manager participates in the performance review. Team Members you want to participate must be registered users of Sage People. If not checked and the Team Member is a registered user of Sage People, the self performance review is created for the team member. Checkbox. If checked, the performance reviews use the Mid-Year Review process. Overridden by a Template selected in Template Library Item. Picklist. If you are using Performance Review Templates, select the picklist and choose the Template. A Template selected here overrides: The Mid-Year Review checkbox; the Template is used in preference to the Mid-Year Review process. Any Default Performance Review Templates defined on the Policies assigned to the Team Members selected for Review. If you are using Performance Review Templates for any of the people you have selected for Review, you must select a Template. Until you select a Template, the Summary (Templates) section carries the message: The following Team Members will be skipped (no Template selected): When you select a Template, the Summary (Templates) section is updated: 4. Select Initiate. Sage

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

54 Finding Your Way Around the HR Manager Portal Viewing Next Due Dates for Team Member Processes Viewing Next Due Dates for Team Member Processes The Team Member Detail page Process Control section includes dates for: Next Performance Review Calculated from the last completed Performance Review for the team Member and the Performance Review Repeat value on the Policy. Next Job Description Job Descriptions need periodic review to keep them current. Next Job Description Date is calculated from the date of the last completed Job Description for the Team Member and the Job Description Repeat value on the Policy. Next Skills Team Member skills need periodic review to keep records up to date. Next Skills Date is calculated from the Skill Created Date and the Skills Repeat value on the Policy. Next Competency Assessment Calculated from the last completed Competency Assessment and the Competency Assessment Repeat value on the Policy. Next Successors Where a successor has been nominated for a Team Member, the Next Successor Date is calculated from the Created Date and the Succession Repeat value on the Policy. Next Talent Plan Where a Talent Plan has been created for a Team Member, the Next Talent Plan Date is calculated from the Created Date and the Talent Plan Repeat value on the Policy. Next Development Needs Where a Development Plan exists for a Team Member, the Next Development Needs Date is calculated from the Plan Created Date and the Development Need Repeat value on the Policy. You can manually set Next... dates for Team Members using Mass Update (see page 44). Sage

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

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

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

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

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

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

61 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Policies, HR Departments, and General Configuration Policies Policies, also known as HR policies, define the Sage People functionality you want to use. Every Team Member in your organization must be assigned to one Policy so that they can use the functionality defined by the Policy. You can have multiple policies in a single organization. If you have an organization comprising a number of different logical parts, you can define each part as a separate HR Department and apply a unique policy to each department. Team Members assigned to each HR Department then have access to the features defined by the Policy applied to the Department. The size and complexity of your HR policies can help you decide on the best way of introducing functionality: Simple systems with limited functionality defined through a single Policy can be introduced to all Team Members at one time. More complex systems implemented through multiple Policies can have functionality introduced in stages, one Policy at a time. Sage

62 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Defining a New Policy Your organization will have at least one Policy defined as part of initial implementation. There are three ways to define a new Policy: Create a completely new Policy. There are approximately 190 settings available in a Policy, so setting one up can be time consuming. Ensure all settings are as required by your organization. A new policy has some default values set - check all defaults and reset them if necessary. To define a completely new Policy: a. Select the Policies tab. b. Select New. Sage People displays the Policy Details page, with default values completed. c. Enter a Policy Name. Choose a Policy Name that makes it easy for you to identify how the Policy is to be used. For example, use a country or region name if the Policy is to be used by Team Members in that country or region; use the HR Department name if the Policy is to be used by Team Members in that Department; use the name of a division or group within your company if the Policy is to be used just for that group. d. Work through the settings, changing them as necessary. e. Select Save Copy an existing Policy within an organization and change it as necessary. Copying is usually the quickest and most effective way to set up a new Policy, particularly if your organization uses a core set of functionality across all teams, with some local variations. To copy an existing Policy: a. Select the Policies tab. b. Select a View that shows the Policy you want to copy c. Select the Policy Name. Sage People displays the Policy Details page for the Policy you selected. d. Select Clone: Sage People copies the Policy and displays the Policy Details page for the new Policy with the Policy Name highlighted for you to enter a new name. e. Enter a Policy Name. Choose a Policy Name that makes it easy for you to identify how the Policy is to be used. For example, use a country or region name if the Policy is to be used by Team Members in that country or region; use a HR Department name if the Policy is to be used by Team Members in that Department; use the name of a division or group within your company if the Policy is to be used just for that group. f. Work through the settings, changing them as necessary. g. Select Save. Export an existing Policy from another organization and import it into the organization where you want to create the new Policy (see page 63). Sage

63 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Policy Group Field The Policy Details page has a Policy Group field: Use Policy Group in workflows and conditions in Action Events. For example: 1. Use a country name in the Policy Group field for all policies that relate to that country. 2. In workflows relating to policies for a country use the Policy Group value to set a condition, so that the workflow only operates on the correct policies. Policy Group is also a formula field in Team Member that looks up the Policy Group for that Team Member. Exporting and Importing Policies Policies can be exported and imported, enabling you to copy a Policy between orgs. Exported Policies do not include any associated patterns, such as Action Event, Absence Accrual, or Work Days Patterns. Patterns can be exported and imported separately. Exported Policies are saved as.fs files which can then be imported without conversion. To export a Policy: 1. Select the Policies tab. Sage People displays the Policies Home page. 2. Select the name of the Policy you want to export: Sage People displays the Policy Details page. 3. Select Export: Sage People creates an export file from your Policy using the Policy name as the file name and adding a.fs extension. 4. Save the file. Policy import uses the standard Sage People Import Data page; there is no dedicated Policy Import option. Sage

64 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration To import a Policy: 1. Select the Policies tab. Sage People displays the Policies Home page. 2. Select any Policy name: Sage People displays the Policy Details page. 3. Select an Import link: Sage People displays the Import Data page. 4. Select Browse: 5. Navigate to find and select the.fs file for the Policy you want to import. 6. Select Import: Sage People displays the Policy Details page to enable you to rename the Policy and change any other settings, creating the new Policy you need. 7. Select Save. Sage

65 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration HR Departments HR Departments are used to organize Team Members and their Managers into groups of people with the same policy. An HR Department can be: A conventional organizational unit comprising people working on the same broad function. A geographical region. Some other grouping of people that makes sense in the context of your organization. Each HR Department: Can be managed by a different HR Manager, or you can set up a single HR Manager to manage more than one HR Department. Can have a default Approver for processes associated with the HR Department. HR Administrators have access to all HR Departments. To define a new HR Department you can: Create it as a completely new HR Department (see page 66). Copy an existing HR Department within your organization and change it as necessary (see page 67). Copying an HR Department copies the Policy assignment and the Approver of the original HR department but does not copy any associated HR Managers, Action Roles, or Team Members - you must re-assign these after copying the HR Department. Sage

66 Creating a Completely New HR Department To create a completely new HR Department: 1. Select the HR Departments tab. 2. Select New. Sage People displays the HR Department Edit page: Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration 3. Complete the fields as follows: Field HR Department Policy Description A name for the HR Department. Choose a name that makes it easy for you to identify how the HR Department is to be used. For example, use a country or region name if the HR Department is to be used to group Team Members by country or region; use an organizational department or division name name if the HR Department is to be used to group Team Members by organizational unit. The Policy to be used by the Team Members assigned to this HR Department. Select Policy Lookup to find and select the Policy. Approver The default Approver for processes associated with this HR Department. Select Approver Lookup to find and select a default approver. Sage People displays the HR Department Detail page for the new HR department together with its empty related lists, typically including: HR Managers An HR Manager can see, and optionally change, any information held about Team Members within their HR Departments. Assign at least one HR manager to the new HR Department (see page 112). HR Managers can be set up with Sage People WX access to selected processes: o By default, HR Managers have access through Sage People WX to the same processes as Managers. o By adding access to personal profile processes such as Benefits or Dependants, HR Managers can use Sage People WX to view or edit these processes for Team Members in their HR Departments. Action Roles Action Roles added for this HR Department receive Action Events set up with matching Action Roles. For example, an Action Event set up with recipients including Finance and IT Action Roles will be sent to the defined User or associated address for all HR Departments that include Finance and IT in their lists of Action Roles. Team Members. Assign at least one Team Member to the new HR Department. Sage

67 Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration Copying an Existing HR Department Copying an HR Department copies the Policy assignment and the Approver of the original HR department but does not copy any associated HR Managers, Action Roles, or Team Members - you must re-assign these after copying the HR Department. To copy an existing HR Department: 1. Select the HR Departments tab. 2. Select a View that shows the HR Department you want to copy. 3. Select the HR Department Name. Sage People displays the HR Department Detail page for the HR Department you selected, along with its related lists: o Data for Team Members o HR Managers o Action Roles o Team Members The content of the related lists is not copied as part of the HR Department copy process. 4. Select Clone: Sage People copies the HR Department and displays the HR Department Edit page with the HR Department name field highlighted for you to enter a new name. 5. Enter a name for the HR Department. Choose a name that makes it easy for you to identify how the HR Department is to be used. For example, use a country or region name if the HR Department is to be used to group Team Members by country or region; use an organizational department or division name name if the HR Department is to be used to group Team Members by organizational unit. 6. Check the Policy field. Policy displays the Policy assigned to the original HR Department; you can use this for the copy, or assign a different Policy. To assign a different Policy, select Policy Lookup used by the Team Members assigned to this HR Department. 7. Select Save. to find and select the Policy to be Sage People displays the HR Department Detail page for the new HR department together with its empty related lists for HR Managers, Action Roles, and Team Members. Assign at least one HR Manager and one or more Team Members. General Configuration Settings To control which Sage People processes are available to different groups of users in Sage People WX: Use policy settings to switch processes on or off. Go to Setup > App Setup > Deploy > Installed Packages > Fairsail HCM > Configure to control which processes are visible to each type of user. Sage

68 Maintaining Team Member Records All employees in your organization will have their own Team Member records. Your role as an HR Manager is likely to include maintaining the Team Member records for the employees who are your responsibility. Sage

69 Maintaining Team Member Records Team Member Related Lists Team Member Related Lists Team Member records have a number of related lists with each list containing information related to the Team Member. You can find links to all related lists at the top of the Team Member record: Hover your mouse on a link to display the related list section - you can then select any links it contains: You can customize Related List display to control: Which lists are displayed (see page 70). The order in which the lists are displayed (see page 70). The fields displayed in each List (see page 71). Sage

70 Maintaining Team Member Records Team Member Related Lists Changing Which Related Lists Are Displayed Most HR Manager Portal tabs have a number of Related Lists available for display (see page 31). You can control which related lists are displayed on a page, and the order in which they appear: 1. Go to the page you want to customize. 2. Select Customize Page: Sage People displays the Customize My Page dialog: 3. Move lists between the Available List panel and the Selected List panel until you have defined the page content you want: o To add a list to the page, select an Available List and select Add panel. to move it to the Selected List o To remove a list from the page, select a Selected List and select Remove to move it to the Available List panel. o To select multiple items, use Ctrl + select 4. Sort the order of the displayed Related Lists by selecting a list in the Selected List panel and using the Up and Down arrows. 5. Select Save. Sage

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

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

73 Maintaining Team Member Records Employment Record Related Lists Employment Record Related Lists Employment Records have a number of related lists. You can find links to all related lists at the top of the Team Member record: Hovering your mouse on a link displays the related list section and enables you to select any links it contains: Use the Customize Page link to control which related lists are visible on the Employment Record page and the order in which they are displayed (see page 70): The following Employment Record related lists are available: HR Requests Job History Salary History Benefits Bonuses Stock Options Google Docs, Notes & Attachments Manager Notes Timesheets Absences Disciplinary Actions Grievance Actions Incident Reports Open Activities Activity History Approval History Employment Record History HCM Forms Team Members Sage

74 Maintaining Team Member Records Job History Job History Job History is a table linked to the Employment Record. Job History stores the history of key job details for a Team Member. Job History records are automatically generated when a change is made to Job Effective Date in the Employment Record. Selected fields held in the Team Member and Employment records are then used to supply values for the Job History. When implementing Sage People, existing employment history can be used to populate Job History. You can also create a new Job History record manually and give the record an Effective Date in the future - the related change is processed on the Effective Date (see page 75). By default, Job History tracks changes to these fields: Manager Job Job Title Job Profile Function Grade Salary Band You can extend this list with more fields if you need to track them too. Job Effective Date is set by: Creating a new Team Member. The Start Date value is mandatory and is copied to the Job Effective Date for both the Team Member and Employment Records. Entering a Job Change. Job Effective Date is a mandatory field and is copied to both the Team Member and Employment Records. Finalizing an HR Request. The HR Request effective date is copied to the Job Effective Date for both the Team Member and Employment Records. Creating a New Job History record directly, with an explicit Job Effective Date which can be in the future. Each of these actions creates a new Job History record. Sage

75 Maintaining Team Member Records Job History Creating a Future Dated Job History Record You can create changes to employment details with an effective date in the future - the changes are implemented by daily batch on the effective date. Your org must be configured to enable future dated job histories using options available to your Sage People Administrator. When configured, to create a future dated job history record for a Team Member: 1. Go to the Team Member's Employment Record Detail page and scroll down to the Job History Related List. If the Job History Related List is not displayed: a. Select Edit Layout at the top of the page. b. In the left panel, select Related Lists. c. Drag and drop Job History on to the page layout. d. Select Properties for the Job History Related List. e. Expand the Buttons display. f. In the Standard Buttons list check New. g. Select OK. Sage People adds the New button to the Job History Related List. h. Select Save. 2. In the Job History Related List, select New Job History. Sage People displays the Job History Edit page. If there are pending changes to the Job History for the Team Member, the page includes a warning: Pending changes entered as HR Requests or Job History changes are displayed at the bottom of the page: Check pending changes for any conflicts with the new change you want to make. Use the links to HR Requests and Job History to see the detail. Sage

76 3. On the Job History Edit page enter the values you want, including the Effective Date. 4. Select Save. Maintaining Team Member Records Job History The new Job History record is added to the Job History Related List and is processed on the Effective Date. Sage

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

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

79 Maintaining Team Member Records Team Member Detail Buttons Team Member Detail Buttons At the top of each Team Member record in the Team Member Detail section you can find buttons that enable you to perform day-to-day Team Member maintenance tasks: Your Sage People Administrator can edit the Team Member Detail page layout to add or remove buttons, so some of the functionality described in this section may not be available in your organization. Edit Edit enables you to view and change Team Member and Employment record details: When you have made the changes you want, select Save. Sage

80 Maintaining Team Member Records Team Member Detail Buttons Delete Delete enables you to remove an entire record. Use this with care, and only to correct mistakes. Delete permanently removes all data for that Team Member. It is good practice to archive data for Team Members at regular intervals. Profile Profile enables you to view the Team Member's home page in Sage People WX. To return to the Team Member's detail page: From Sage People WX use the Administration link. Sage

81 Maintaining Team Member Records Team Member Detail Buttons Org Chart Org Chart enables you to display the Team Member's position in the company in an organization chart. The button is a link to the WX Classic org chart: Sage

82 Maintaining Team Member Records Team Member Detail Buttons Org charts show current team members. TBA (To Be Announced) Team Members resulting from Team Members who have left are shown only if the leaver was a manager with Team Members who are still employees, and who have not yet been transferred to another manager. Select anyone in the org chart to change the focus to that person. To create a print ready version of the org chart, select the number of levels you want the chart to show: then select Print: For more information, refer to the WX Guide for Users. Sage

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

84 Maintaining Team Member Records Team Member Detail Buttons 2. Complete the fields as follows: Field User User Profile Salesforce Access Description For a new Team Member, leave blank. For an existing Team Member who you wish to link to an existing, unassigned User Record, select User Lookup and select the User Record you need. Do not re-assign an existing User if it has previously been assigned to another Team Member - always deactivate or delete the previously assigned User and create a new one. For a new Team Member, select the picklist and choose the Platform Team Member Profile. For an existing Team Member who you wish to link to a newly created User, leave blank. Uncheck. Single Sign-On User Details section Federation Id If you are using Single Sign-On enter your federation id. If you are not using Single Sign-On, leave blank. 3. Select Save. You can confirm that Team Members have links to User Records by looking in the User column on the Team Member Home page: The User column displays the User Record name linked to each Team Member. Sage

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

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

87 Maintaining Team Member Records Team Member Detail Buttons Change Position Change Position enables you to change a Team Member's job as recorded on Sage People. On the Team Member Job Change page: 1. Select the Job Effective Date field and use the date picker to select the start date for the new job. All job changes must have a Job Effective Date. Dates can be in the past, today, or in the future (see page 75). 2. Complete any other fields as necessary. To apply changes stored in a Job Library Item, complete the Job field. If the Job Library Item is linked to a Job Description, changing the Job field changes the linked Job Description too. 3. Select Save. Fields displayed on the Team Member Job Change page can be configured - ask your Sage People Administrator to modify the Job Change Field Sets on the Team Member and Employment Record objects. Sage

88 Maintaining Team Member Records Team Member Detail Buttons Transfer Transfer enables you to move a Team Member from: One HR Department to another. One Manager to another. Selecting Transfer starts the Transfer Wizard (see page 120). Sage

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

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

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

92 Maintaining Team Member Records Team Member Detail Buttons 3. Complete the fields as follows: PDF section PDF Template Picklist. Select from the PDF Templates you have available in your organization. Use PDF Template OR or Previous PDF; you cannot use both. Select Preview to view and edit a draft of the document. (see page 92) or Previous PDF Select New to create a new template. Picklist. Select from PDF documents you have previously generated and sent. Covering section To Team Member To Team Member Home To Manager CC Subject Covering Checkbox. Check to send the and attached PDF to the Team Member's company address as held on your Sage People system. Checkbox. Check to send the and attached PDF to the Team Member's home address as held on your Sage People system. Checkbox. Check to send the and attached PDF to the Team Member's manager. The address of anyone you want to receive a copy of the and attached PDF. The subject of the . The content of the covering Select Send. The is sent with the document attached, and a copy of the document is added to the Notes and Attachments related list for the record from which it was sent. Using Preview Before sending a PDF document from a record you can preview the document and edit it if necessary, changing details or adding further customization. Any changes you make are unique to the document you edit - they do not affect the underlying PDF Template. To preview a document: 1. On the Send PDF page, when you have selected the PDF Template, select Preview: Sage People displays a preview of the body of the document based on the template, with merge fields and formulas resolved, and conditional sections only included if they apply to the record from which you are sending the document. Sage

93 Maintaining Team Member Records Team Member Detail Buttons The preview does not include page header and footer sections - you cannot edit these in Preview: 2. Use the content editor to make any changes you need. 3. Enter Covering details. 4. Select Send. Sage

94 Maintaining Team Member Records Adding an Employee to Sage People Adding an Employee to Sage People To add an employee to Sage People: 1. Create a new Team Member. Go to Team Members, select New (see page 95). 2. Create a new Employment Record. From Team Member record, go to Employment related list, select Employment Record, select Edit (see page 97). 3. Assign a Job to the Team Member. In the Employment Record, select Job Lookup against the Job field (see page 98). 4. Create Salary and other related records. From Employment Record, go to related lists, select New... as required (see page 99). 5. Create a User Record. For a new employee combine this with step 6: go to Team Member record select Change User (see page 101). 6. Link the Team Member to the User Record. For a new employee combine this with step 5: go to Team Member record select Change User (see page 101). 7. Send a Welcome to Sage People to the new employee. Go to Team Member record, select Reset Password (see page 101). 8. Train the new employee in using Sage People WX and explain HR processes. If you have the Single Page New Hire process enabled, you can complete steps 1 to 4 though a single page (see page 101). Sage

95 Maintaining Team Member Records Adding an Employee to Sage People Create a New Team Member 1. Select the Team Members tab. Sage People displays the Team Members Home page: 2. Select New: Sage People opens the Team Member New Hire page: Fields displayed can be configured to your requirements. Social Security Number validation can be enabled (see page 106). If you have the Single Page New Hire process enabled, Sage People displays a tabbed page enabling you to enter Team Member, Employment, Salary, Benefits, and top level Absence details (see page 101). Sage

96 Maintaining Team Member Records Adding an Employee to Sage People 3. Select the Start Date field to display the date picker and select the new employee's start date. This can be: o A past date o Today o A future date 4. In the Team Member Details section, complete the fields required by your organization. You must complete at least: o First Name o Surname o if you want this Team Member to use Sage People WX. If you complete the Manager field, give the name of the Team Member's primary, one up manager. If the Team Member is the CEO or equivalent, leave Manager blank. You can also specify the Policy to be used by this Team Member; this is optional. If you do not specify a policy here, the HR Department policy is used as a default. For larger organizations with several different HR Departments operating different policies, the policy field eases the mapping between Team Member and Policy. Use Policy Lookup if necessary. 5. In the Employment Details section, complete the fields required by your organization: Work Location is a required field if you want to use Social Security Number validation (see page 106). Completing fields in the Team Member Details and Employment Details sections creates a skeleton Employment Record for the new employee. 6. Select Save. Sage

97 Maintaining Team Member Records Adding an Employee to Sage People Create a New Employment Record When you create a New Team Member record, a skeleton Employment record is also created. To add more detail to the Employment record: 1. Go to the Team Member record. 2. Hover over the Employment link at the top of the page and select Edit: Sage People displays the Employment Record Edit page: 3. Complete the sections and fields required by your organization. 4. Select Save. Sage

98 Maintaining Team Member Records Adding an Employee to Sage People Assign a Job to a Team Member 1. Go to the Team Member record. 2. Hover over the Employment link at the top of the page and select Edit: Sage People displays the Employment Record Edit page: 3. In the Job field, select Job Lookup and select a job from the Job Library to assign to the new employee. The job you assign sets the values for these fields: o Job Title o Grade o Salary Band o Job Profile o Function If you change any of these fields for an individual team member and the job changes, they are set back to the values held for the job in the Job Library. When the team member is assigned a new job from the Job Library, the values in these fields are set to the values held for the new job, over-writing any changes you might have made. 4. Select Save. Sage

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

100 Maintaining Team Member Records Adding an Employee to Sage People 3. Complete the fields required by your organization: Team Member section Employment The Team Member's Employment Record number. Completed for you by Sage People. Information section Active Award Date Check box. If checked, the salary record is active and the salary it defines is paid to the Team Member from the Start Date. For a new employee, check Active. The date when the Team Member is informed about the salary you are defining. For a new employee, the same as the Start Date. For an existing employee: Award Date can be before Start Date if the revised salary is to be paid from a future date. Start Date Change Reason Award date can be after Start Date if the revised salary is to be back-dated. The date when the salary you are defining is to start. For a new employee, the date they started working for your company. To back-date a salary for an existing employee, Start Date can be before Award Date. Picklist. Select the picklist and select the reason for the salary revision. Values can be tailored to meet the needs of your organization but by default include: Regular Increase Promotion Role Change Employment Change Cost of Living Merit Increase For a new employee, leave as None. Period Optional. The salary period. Period value can be passed to your payroll system as an indicator; amounts are calculated based on the Amount and Annual Multiplier fields. For employees on an annual salary, Period is Year. Alternatively, you can set Period to Month, Week, Day, or Hour. Additional values, such as Bi-week, can be added to the picklist by your Administrator. Currency The currency used tp pay the salary. Use lookup to select from available currencies. Amount Annual Multiplier The salary amount to be multiplied by Annual Multiplier to calculate the annual salary. If you are using Period to send a value to your Payroll system, set Amount to the amount to be paid per Period. If you are not using Period, typically set Amount to the annual salary amount, with Annual Multiplier set to 1. The factor by which Amount must be multiplied to give the annual equivalent. For example: enter 1 for an annual salary; enter 12 for a monthly salary; enter 52 for a weekly salary. Annual Salary section Annual Reporting Used when the salary amount for financial reporting purposes differs from the value entered in the Amount field. Typically used when the reporting currency differs from the currency used to pay the salary and an exchange rate is used to apply a conversion. Unless you have a specific reason for using this field, leave it blank. 4. Select Save. Complete other related records as dictated by your organization's requirements. Sage

101 Maintaining Team Member Records Adding an Employee to Sage People Link Team Member to User Record Linking a Team Member to a User Record is essential if you want an employee with a Team Member record to be able to see their own pages through Sage People WX. For a new Team Member, on the Team Member record select Change User. Change User enables automatic creation of the User Record, establishing the link between the Team Member and the User Record. Send a Welcome to Sage People A Welcome to Sage People is sent automatically to a new Team Member when you use Reset Password on the Team Member's record. Every Team Member needs a password to login to Sage People. Reset Password enables you to send an to a Team Member inviting them to login and change their passwords. Do not use Reset Password for Team Members if your company is using Single Sign-On. Single Sign-On passwords are set outside Sage People. HR users can be set up with both a Sage People password and and Single Sign-On password, enabling them to sign on to Sage People with either. Add New Hires through a Single Page Use a single page on the Sage People HCM HR Manager Portal to: Create the Team Member record. Create the Employment Record. Create the link to the line manager. Create initial compensation records including: o Salary amount o Salary start date o Projected bonus as a percentage of salary Allocate a Benefit Set. Calculate the pro-rata vacation allowance for new hires who start part way through a leave year. Select the process by checkbox - you can revert to the alternative multi-page New Hire entry by unchecking. Sage

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

103 Maintaining Team Member Records Adding an Employee to Sage People 4. Select Save and Continue to create the basic Team Member record and continue with the New Hire Process. Sage People displays the Team Member New Hire tab page: o Team Member, Employment Details, Salary, and Benefits tabs use existing Field Sets to control content, so the fields you see depend on the Field Sets. o Complete the fields you need to add detail to the new Team Member records. o To delete all your entries including the basic Team Member record at any stage of the process, select Delete. You are asked to confirm: Select Yes to delete the New Hire. Sage

104 Maintaining Team Member Records Adding an Employee to Sage People o If you enter dates that are incompatible, for example, a salary start date that is before the employment start date, Sage People displays a Warning: You can Confirm that the dates are as you intend and continue the process, correct the date(s) and then Confirm, or Delete the complete record. If the warning relates to the Continuous Service Date and you change the date before Confirming, select Save and then Confirm again to create the Team Member. 5. On the Team Member tab: o You can edit the Start Date, First Name, and Last Name you entered on the first page. o You cannot change Policy or Department. Team Members link to a Policy through an HR Department. To set a different Policy or Department for the New Hire, Delete the New Hire and start again. 6. On the Salary tab: o If you enter a value in Currency, Amount, or Annual Multiplier, you must enter values in all three. Sage

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

106 Maintaining Team Member Records Validating Team Member Social Security Numbers Validating Team Member Social Security Numbers The Social Security Number (SSN) field on the Team Member object can be validated at the point of entry in WX and the HR Manager portal. Validation is applied when the Team Member's Work Location is set to a value with the Country set to United States. Validation checks for the correct number format: [3 numeric characters]-[2 numeric characters]-[3 numeric characters] It does not check that the number is the Team Member's genuine SSN. To set up validation: 1. Go to Setup > App Setup > Installed Packages. 2. For the Human Capital Management package select Configure. 3. On the HCM Configure page scroll to the bottom of the Setup section and check Enforce SSN Validation: 4. Select Save. 5. Ensure Team Members have a Work Location set with Country = United States (see page 277). Validation in WX: In the Personal Details, Social Security Number field, entering a value that does not conform to the correct number format results in an error message when you select Save: You cannot save your entry - correct the format or delete your entry and select Save. Validation in the HR Manager portal: In the Team Member Details, Social Security Number field, entering a value that does not conform to the correct number format results in a popup warning message when you select Save: Select: o Cancel to return to the Team Member Details page and correct the format. o Yes to save the Team Member with an incorrectly formatted Social Security Number. Sage

107 Maintaining Team Member Records Validating Team Member Social Security Numbers In Team Member Details, leaving the Social Security Number field blank results in a popup warning message when you select Save: Select: o Cancel to return to the Team Member Details page and enter a value. o Yes to save the Team Member with a blank Social Security Number. When using the Team Member New Hire process, leaving Work Location blank, then entering a Social Security Number results in a banner warning message when you select Save: Select: o Save to save the Team Member with the Social Security Number value you entered. o Delete to delete the Team Member. You are asked to confirm. When using the Team Member New Hire process, setting Work Location to a value with the Country set to United States, then entering a Social Security Number that does not conform to the correct number format results in a banner warning message when you select Save: Select: o Confirm to save the Team Member with an incorrectly formatted Social Security Number. o Delete to delete the Team Member. You are asked to confirm. When using the Team Member New Hire process, setting Work Location to a value with the Country set to United States, then leaving the Social Security Number field blank results in a banner warning message when you select Save: Sage

108 Maintaining Team Member Records Adding a Job Description for a Team Member Adding a Job Description for a Team Member s an HR Manager, you can use the HR Manager's Portal to add Job Descriptions to any Team Member in your HR Department. Sage People can also be set up so that Managers can add Job Descriptions for their direct reports through Sage People WX, or so that Team Members can add their own Job Description. You can use any Job Description from your Job Description Library (see page 259). If the Team Member's job has not yet been described and added to the Library, you can: Copy a near match or generic Job Description from the Library and edit the detail to match the needs of the Team Member's role. Ask your Sage People Administrator to switch on the Permit Job Description Changes option in the Policy for your HR Department if you want to do this. Any changes you make are stored for the Team Member alone, and do not change the details of the Job Description in the Library. Create the Job Description in the Library (see page 259). You can then assign the same basic Job Description to multiple Team Members. To add a Job Description for a Team Member through the HR manager's Portal: 1. Open the Team Member record. 2. Select Profile: Sage People displays the WX home page for the Team Member. 3. Go to the Job Description Detail view in WX and select New. Sage People WX displays the New Job Description view. If the text editor is not displayed and you want to copy a Job Description from the Library and edit it, ask your Sage People Administrator to switch on the Permit Job Description Changes option in the Policy for your HR Department. 4. Use the picklist to select the Job Description you want to use for this Team Member. Sage People copies the details from the generic Job Description stored in the Job Description Library and displays them in the Details section of the WX view. 5. Make any changes you need to align this Job Description with the Team Member's role. Any changes you make are stored for the Team Member alone, and do not change the details of the Job Description in the Library. 6. Select Activate Without Confirm to save the Job Description to the Team Member's record. The Job Description is now visible in the Team Member's WX page and in the Job Descriptions Related List on the Team Member's record in the HR Manager Portal. Sage

109 Maintaining Team Member Records Creating a Task for a Team Member Creating a Task for a Team Member 1. Go to the My Tasks list on your Home page and select New: Sage People displays the New Task page: Sage

110 Maintaining Team Member Records Creating a Task for a Team Member 2. Complete the fields as follows: Field Assigned To Subject Related To Name Due Date Comments Status Priority Send Notification Create Recurring Series of Tasks What to enter The person expected to complete the task. By default the new task is assigned to you. To assign the task to another Team Member, select Assigned To Lookup Team Member. and select the The type of action, such as call, send , or send quote. Type directly in the field or select Subject Lookup to select from a predefined list. The thing or person related to this task. If relevant, select the picklist and choose an object. In the second field select Related To Lookup task. to select the instance to be related to the For example, for tasks relating to a Team Member, select Team Member from the picklist. Select Related To Lookup and select the Team Member. Leave blank.. The date on which the task falls due. Any comments required to clarify the task. The current status of the task. Select the picklist and select from the predefined list. The importance attached to the task. Select the picklist and select from the predefined list. Check to send an to the Team Member named in Assigned To. The contains a link to the Task Detail page (see page 58). Check to make the task recur. When checked, additional fields are displayed: Reminder Select the radio buttons and set the values appropriate to the task. You must set an End Date for recurring tasks. Select Calculate max end date to set the end date to the latest date allowed based on the frequency you have set. Check to generate a reminder and enter a date and time for the reminder. If the task is recurring, select the picklist to select an appropriate timing for the reminders, such as on the occurrence date, or 1 or 2 days before: Attach File Select to attach a file related to this task., 3. Select Save to save the task, or select Save & New Task to create a further task related to the same Team Member. Sage

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

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

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

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

115 Maintaining Team Member Records Setting Up Cross Reporting 3. Complete the fields as follows: Cross Reporting Team Member Type The name of the Team Member who cross reports to this manager. Use Cross Reporting Team Member Lookup if you need to. Picklist: Each Type can be given different access to HR processes, controlled by visibility switches on the Sage People HCM Configure page. For example: Manager can have access to all available processes. Supervisor can have access to Absence and Vacation reporting, but not Performance Reviews. Mentor can have access to Skills, Competencies, and Development Needs. Project Manager can have access to Timesheets, and Work History/Experience. Select the Type appropriate to this cross reporting manager. Access Level Picklist: Defines the type of access the cross reporting manager will have to the Team Member's records. Select Read or Edit. Cross Reporting Manager The manager to whom this Team Member cross reports. Automatically completed by Sage People when you enter this page from the cross reporting manager's Team Member detail page. 1. Select Save to save the record and display the Management Detail page, or select Save & New to add more cross reporting Team Members to this manager. Sage

116 Maintaining Team Member Records Transferring Team Members Between Departments and Managers Transferring Team Members Between Departments and Managers The Transfer Wizard enables you to transfer selected Team Members: From one HR Department to another. From one manager to another. You can execute transfers immediately, or on specified future dates. You can start the Transfer Wizard: From the Organization Home page (see page 117). Use Organization: o For access to all Team Members in your organization. o To apply filters to the list of Team Members so you can focus on a subset. o To transfer multiple Team Members in a single operation. From the Team Member Detail page. There are two configuration steps enabling you to refine the process: Set up the Organization page to display the columns and filters you want (see page 122). Set up Future Dating for the Transfer Wizard (see page 123). You can use the Transfer Wizard without implementing future dating - all transfers are then immediate. Sage

117 Maintaining Team Member Records Transferring Team Members Between Departments and Managers Using the Organization Home Page Select the Organization tab. Sage People displays the Organization Home page: By default the Organization page displays for each Team Member in your organization: Name Thumbnail Job Title Country HR Department Manager Name Your Sage People Administrator can change the information displayed, adding or removing columns as necessary (see page 122). Selections you make are preserved as you page through the display. Organization enables you to page through up to 2000 Team Members - refine the list if you are working with a larger organization. You can refine the list of Team Members displayed by using Filters (see page 118). Sage

118 Maintaining Team Member Records Transferring Team Members Between Departments and Managers Using Filters Each column on the Organization page has a corresponding filter - display filters by selecting Show Section - Filters: The Filters section expands: Enter the values you want to use to select a subset of Team Members to display, then select Apply Filters. Sage

119 Maintaining Team Member Records Transferring Team Members Between Departments and Managers For example, as the HR Manager for all UK based HR departments, filtering on HR Department with the value UK (Head Office): When you have a display including the Team Members you want to transfer, select the Team Member(s) you want to transfer: Select Transfer. Sage People opens the Transfer Wizard (see page 120). Sage

120 Maintaining Team Member Records Transferring Team Members Between Departments and Managers Using the Team Member Transfer Wizard You can start the Transfer Wizard: From the Organization Home page (see page 117). From the Team Member Detail page (see page 88). The process is the same in both cases - use the Organization page to transfer more than one Team Member at a time. Images in this section show a transfer of two Team Members and follow selection of the Transfer button on the Organization page. 1. To start the Transfer Wizard, select Transfer. Sage People displays step 1 of the Transfer Wizard: 2. Check you selected the correct Team Members. Select: o Next to continue with the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete list of Team Members redisplayed. Selecting Next displays Step 2 of the Transfer Wizard: If future dating is not enabled, the Job Effective Date step is not displayed. Sage

121 3. Enter the date you want to transfer to take effect. Maintaining Team Member Records Transferring Team Members Between Departments and Managers o Select today's date to the right of the field if you want the transfer to be immediate. o You can select a future date if future dating has been configured for Team Member transfers (see page 123). Select the field to display a date selector. Select: o Previous to step back through the Transfer Wizard. o Next to continue with the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete list of Team Members redisplayed. Selecting Next displays Step 3 of the Transfer Wizard: 4. Check the transfer date is correct. If the Team Members are transferring to: o A new HR Department: select Department Lookup, find and select the destination department. o A new manager: start typing the new manager name to display a shortlist of matching names, then select the destination manager. Select: o Previous to step back through the Transfer Wizard. o Next to continue with the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete list of Team Members redisplayed. Selecting Next displays Step 4 of the Transfer Wizard: Sage

122 5. Check all details are as you want them. Select: o Previous to step back through the Transfer Wizard. o Update to commit the transfer. Maintaining Team Member Records Transferring Team Members Between Departments and Managers o Cancel to return to the Home page and change your selection. The filters are cleared and the complete list of Team Members redisplayed. Selecting Update completes the Transfer Wizard. Sage People displays a confirmation message:...and a confirming is sent to the address associated with your User. The confirms the number of Team Members to be transferred and includes the Job ID of the transaction. If the is not received, ask your Sage People Administrator to check the status of the Trigger Action field on the Employment Record. If set to Change, the is not sent. The field must be reset to Start. On completion, if Job History is enabled a new Job History record is created for each Team Member who has been transferred. Setting up the Organization page By default the Organization Home page includes the following Team Member information: Name Thumbnail Job Title Country HR Department Manager Name Each field is displayed in columns and is also available as a filter - supply values for the filters to focus the display on Team Members who match the criteria you specify. To change the fields displayed, edit the Team Member Organization Field Set: 1. Go to Setup > App Setup > Create > Objects and select the Label for the Team Member object. 2. Select the Field Sets Related List. 3. For the Organization Field Set, select Edit. 4. Select the fields you want to add to the Organization Home page, drag and drop them into the Field Set. The Organization Home page displays the fields in the order shown in the Field Set panel - top to bottom in the Field Set panel is rendered left to right in the columns on the Home page. Move the fields in the Field Set panel into the order you want. 5. Select Save to save your changes and return to the Team Member Field Sets list. Sage

123 Maintaining Team Member Records Transferring Team Members Between Departments and Managers Setting up Future Dating for Team Member Transfers The Transfer Wizard enables you to transfer Team Members immediately or, if configured, at a specified date in the future. To enable future dating for Team Member transfers: 1. Ensure the Department and Manager fields are in the Employment Record Job History Field Set: a. Go to Setup > App Setup > Create > Objects and select the Label for the Employment Record. b. Select the Field Sets Related List. c. For the Job History Field Set, select Edit. d. If the Team Member > Department and Team Member > Manager fields are not in the Field Set: In the left panel, select Team Member. Drag and drop the Department and Manager fields into the Field Set. e. Select Save. The Job History Field set contains the fields copied to create a new Job History record whenever any of the fields change in the Employment or Team Member records. 2. Ensure the Job History object includes Department and Manager fields of the same name and same type as those fields in the Employment Record Job History Field Set, enabling new Job History records to be created: a. Go to Setup > App Setup > Create > Objects and select the Label for the Job History object. b. Go to the list of Custom Fields and Relationships. c. If Department and Manager are not in the list of Custom Fields, add them: Select New. Use the following settings for each field: Department Manager Step 1 Data Type Lookup Relationship Step 2 Related Object HR Department Team Member Step 3 Label Name Child Relationship Name HR Department Department Job_History Manager Manager Job_History Step 4 Security Step 5 Page Layouts Step 6 Related Lists Visible to Fairsail Administrator Visible to Fairsail HR Manager Visible to System Administrator All other Profiles unchecked. Add field to Job History Layout Add Job History to Department and Department Layout Select Save. Sage

124 3. On the HCM Configure page ensure: o Use Job History is checked. o Use Future-Dated Job Histories is checked. Maintaining Team Member Records Transferring Team Members Between Departments and Managers o Handle Future Job History Dating is set to run daily at a time of your choice. Sage

125 Maintaining Team Member Records Setting Up Groups and Teams Setting Up Groups and Teams Sage People enables you to set up and maintain groups of team members brought together to meet a range of organizational needs. Group members do not need any formal reporting or organizational relationship and can be drawn from any part of the business - if they are visible through the People Bar, they can be included in a group. Examples include: Project teams comprising people from a range of business areas. Agile tribes and squads brought together for specific developments. Special interest groups. Use Groups with the People Bar and Absence Calendar. You can: Define parent and child Groups. One level of relationship - a parent group can have multiple child groups but you cannot define grandparent, grandchild, or other levels of group relationship. Add the same people to more than one Group. Use Group Types to define a number of related Groups. Report on Groups and Group Types. Set up and maintain Groups through the HR Manager Portal. Active Groups are visible through WX. To set up Groups: 1. Define the Group (see page 126). 2. Add Team Members (see page 128). When set up, you can: Maintain Groups by adding, deactivating, or removing Team Members, defining parent or child Groups, and adding Group Types (see page 130). Deactivate a Group (see page 132). Delete a Group (see page 133). View Group membership for Team Members through the HR Manager portal (see page 134). View Groups through WX. Sage

126 Maintaining Team Member Records Setting Up Groups and Teams Adding a New Group Sage People Groups are available in addition to Salesforce groups. As an administrator you may have access to both - for Sage People Groups select these tabs from the All Tabs page: To set up a new Group of Team Members: 1. Select the Groups tab. Sage People displays the Groups Home page. The default view includes the Group ID. To display more information, such as Group Name, Start and End Dates, select Edit to modify the default View or Create New View: 2. Select New. Sage People displays the Group Details page: Sage

127 Maintaining Team Member Records Setting Up Groups and Teams 3. Complete the fields as follows: Field Description Information section Group Name Description Group Type Parent Group Start Date The name you want to use for this Group. Up to 255 characters, not case sensitive. Group Names must be unique. Group Name is displayed in the HR Manager portal and in WX. A brief description of the role of the Group to help you identify it. Up to 255 characters. The name of the Group Type. Group Types enable you to associate multiple Groups under a single name. Select Group Type Lookup To define Group Types, use the Group Types tab., find and select the Group Type you want. The name of the higher level Group of which this Group forms a part. Parent and child Groups are displayed in a hierarchy in the People Bar. A Group can have a single Parent Group; Parent Groups can have multiple child Groups. The first date this Group is available for use. Select the field to display a calendar and select a date, or select today's date to the right of the field. Set Start Date: Blank, today, or a past date The Group is immediately available. A future date The Group is not visible until the future date is today. You can continue to add Team Members to the Group before it becomes current. Use Start Date and End Date to control Group visibility for a defined period - for example, scratch teams for a specific company event or reporting period. End Date The last date this Group is available for use. Select the field to display a calendar and select a date, or select today's date to the right of the field. Set End Date: Blank The Group remains current until it is deleted or an End Date is added and is today. A past date The Group ceases to be visible in WX immediately. Today The Group remains available until the end of the day. A future date The Group remains available until the end of day of the future date. Use Start Date and End Date to control Group visibility for a defined period - for example, scratch teams for a specific company event or reporting period. Active Checkbox. If checked, the Group is visible in WX. If unchecked, the Group remains available through the HR Manager portal but is not visible in WX. 4. Select: o Save, to save your changes. Sage People displays the Group Detail page for you to define Group members and child groups. o Cancel, to discard your changes and return to the Groups Home page. o Delete, to delete this Group. Sage

128 Maintaining Team Member Records Setting Up Groups and Teams Adding a Team Member to a Group To define Group Membership: 1. On the Group Detail page, go to the Group to Group Memberships Related List and select New Group Membership. Sage People displays the Group Membership Details page: 2. Complete the fields as follows: Field Description Information section Team Member Group Start Date The Team Member you want to allocate to this Group. Select Team Member Lookup, find and the select the Team Member. The Group you want to host this Team Member. Automatically populated with the Group identifier for the Group you created at the start of this procedure. To specify a different Group, select Group Lookup, find and select the identifier for the Group you want. The date this Team Member joined the Group. Select the field to display a calendar and select a date, or select today's date to the right of the field. Set Start Date: Blank, today, or a past date The Team Member is added to the Group immediately. A future date The Team Member is not visible as a member of the Group until the future date is today. End Date The date after which this Team Member ceases to be an active member of the Group. Select the field to display a calendar and select a date, or select today's date to the right of the field. Set End Date: Blank The Team Member remains an active member of the Group as long as the Group is current. A past date The Team Member ceases to be an active member of the Group immediately. Today The Team Member remains an active member of the Group until the end of the day. A future date The Team Member remains an active member of the Group until the end of day of the future date. Sage

129 3. Select: o Save to save the Team Member as a member of this Group. Sage People displays the Group Membership Detail page for the Team Member. o Cancel to discard your changes and return to the Group Detail page. o Delete to remove this Team Member from the Group. Maintaining Team Member Records Setting Up Groups and Teams Adding a Group Type Use Group Types to classify Groups, enabling you to associate Groups with similar characteristics. When defined, you can: Define and add Groups to a Group Type through the Group Types tab Add a Group Type to a Group through the Groups tab. Use Group Types in Reports. To add a new Group Type: 1. Select the Group Types tab. Sage People displays the Group Types Home page. The default view includes the Group Type ID. To display more information, such as Group Type Name and Description select Edit to modify the default View or Create New View: 2. Select New. Sage People displays the New Group Type Edit page: 3. Complete the fields as follows: Field Description Information section Group Type Name Description The name you want to use for this Group Type. Up to 255 characters, not case sensitive. Group Type Names must be unique. Group Type Name is displayed in the HR Manager portal and in WX. A brief description of the role of the Group Type to help you identify it. Up to 255 characters. Sage

130 4. Select: o Save to save your changes and display the Group Type Detail page. o Save & New to save this Group Type and create another. o Cancel to discard your changes and display the Group Types Home page. Maintaining Team Member Records Setting Up Groups and Teams When you have set up a Group Type, the Group Type Detail page includes the Groups Related List. When you use the Groups tab to add a Group Type to a Group, the Groups Related List shows the Groups within the Group Type: You can also define a new Group from the Group Type Detail page - on the Groups Related List select New Group, then follow the procedure for Adding a New Group (see page 126). Maintaining Groups When you have set up one or more Groups with membership, you can: Add more Team Members to existing Groups. Follow the procedure for adding Team Members to a new Group (see page 128). Deactivating a Team Member in a Group, without removing them from the Group (see page 131). Remove Team Members from an existing Group (see page 131). Deactivate a Group Deactivating a Group makes it invisible through WX but keeps it in the HR Manager portal for possible future use (see page 132). Delete a Group (see page 133). Create and apply Group Types to help classify Groups (see page 129). Sage

131 Maintaining Team Member Records Setting Up Groups and Teams Deactivating a Team Member By setting an End Date for a Team Member's Group Membership you can specify the date after which they cease to be active members of the Group. They remain listed as members of the Group for historical purposes and can be re-activated at a future date by removing or changing the End Date: 1. Select the Groups tab. 2. Select a View including the Group you want to modify. 3. Select the Group. 4. On the Group Detail page, scroll down to the Group To Group Membership Related List. 5. Select Edit against the Name of the Team Member you want to deactivate. Sage People displays the Group Membership Details page for the Team Member. 6. Set the End Date to the date you want to be the last day of their active membership of the Group. 7. Select Save. You can also use the Start Date for Group Membership to set a future date for active membership to start for a Team Member. Removing a Team Member from a Group Removing a Team Member from a Group means that you can no longer report on Group history for that Group - consider preserving Group history by deactivating a Team Member (see page 131), in preference to removal. To remove a Team Member from a Group: 1. Select the Groups tab. 2. On the Groups Home page, select the Name of the Group you want to modify. 3. In the Group To Group Memberships Related List, select Del for the Team Member you want to remove from the Group: You are asked to confirm: 4. Select OK. The Team Member is removed from the Group and the Group Detail page is redisplayed. Sage

132 Maintaining Team Member Records Setting Up Groups and Teams Alternatively, you can remove a Team Member from a Group through the Team Member Detail page: 1. Select the Team Members tab. 2. Select the Team Member you want to remove from the Group. 3. On the Team Member Detail page, scroll down to the Group Memberships Related List. If the Group Membership Related List is not displayed: a. Select the Edit Layout link at the top of the page. b. In the left panel of the Team Member Layout, select Related Lists. c. Drag and drop the Group Memberships Related List where you want it on the page layout. d. Select Save. The Related List is added to the Team Member Detail page. 4. In the Group Memberships Related List, select Del for the Group you want. You are asked to confirm: 5. Select OK. The Group is removed from the Group Memberships Related List for the Team Member and the Team Member Detail page redisplayed. Deactivating a Group Deactivating a Group makes it invisible through WX but retains it in the HR Manager portal for possible future use. As an alternative to deactivation, consider using the Start and End Dates for the Group to control visibility for a defined period (see page 126). To deactivate a Group: 1. Select the Groups tab. 2. On the Groups Home page select a View including the Group you want to deactivate. 3. In the list of Groups, select Edit for the Group you want to deactivate: Sage

133 Maintaining Team Member Records Setting Up Groups and Teams 4. On the Group Details page, uncheck the Active checkbox: 5. Select Save. The Group is retained in the list of Groups but is no longer active. To re-activate a deactivated Group, check the Active checkbox on the Group Detail page. Deleting a Group You can delete a Group when it is no longer required. Bear in mind that deactivating a Group also makes it invisible through WX but keeps it in the HR Manager portal for possible future use. To delete a Group: 1. Select the Groups tab. 2. On the Groups Home page select a View including the Group you want to delete. 3. In the list of Groups, select Del for the Group you want to delete: You are asked to confirm: 4. Select OK. The Group is deleted and the Groups Home page redisplayed. Sage

134 Maintaining Team Member Records Setting Up Groups and Teams Viewing Team Member Group Membership 1. In the HR Manager portal, select the Team Members tab. 2. Select the Team Member you want to view. 3. On the Team Member Detail page, scroll down to the Group Memberships Related List. If the Group Membership Related List is not displayed: a. Select the Edit Layout link at the top of the page. b. In the left panel of the Team Member Layout, select Related Lists. c. Drag and drop the Group Memberships Related List where you want it on the page layout. d. To change the fields displayed in the Related List, select Properties on the Related List and move the fields you want to display from Available Fields to Selected Fields. Select OK. e. Select Save. The Related List is added to the Team Member Detail page. The Group Memberships Related List shows all the Groups for the Team Member: You can: Edit Group Membership details - add or change start and end dates for Group membership. Select Edit. Remove the Team Member from Group Membership. Select Del. Add the Team Member to another Group. Select New Group Membership. Sage

135 Maintaining Team Member Records Approving and Finalizing HR Requests Approving and Finalizing HR Requests HR Requests - also known as Personnel Action Forms - can be raised by managers through Sage People WX to change Team Member records. Changes requested typically include salary details and job profile changes. Change requests can include a primary reason for the change - such as promotion, job change, or cost of living. Each request follows an approval process to ensure that changes are fully authorized before employment records are updated. Typically, approvers receive requests to approve through Sage People Actions and use WX to approve - or reject - HR Requests. The approval process may include HR as one of the approval stages before HR finalization. A primary reason selected for a salary change is copied to the Change Reason field on the Salary record when the HR Request has been finalized. To view HR Requests for a Team Member, go to the Team Member's Employment Record and scroll down to the HR Requests related list. You can edit or delete individual requests from here. To approve and finalize HR Requests singly or in bulk go to the HR Requests tab: 1. Select a View that shows the type of request you want to approve or finalize: Sage People displays the requests in list view: You can sort the display on column by selecting the column heading. 2. Select the Requests you want to approve or finalize by selecting the Action checkbox on each row: Sage

136 3. To provide HR approval for requests as part of an approval process, select Approve. Maintaining Team Member Records Approving and Finalizing HR Requests Sage People displays the Approve HR Requests screen for you to confirm your action: o Select Approve Changes. Sage People confirms that the approval has been applied and the status of the requests changes to Approved in the HR Requests List view. To finalize HR Requests, click Finalize. Sage People displays the Finalize HR Requests screen for you to confirm your action: o Select Finalize Changes. Sage People confirms that the changes have been finalized and the status of the requests changes to Finalized in the HR Requests List view. The changes are applied immediately to the Team Member's Employment Records. Sage

137 Maintaining Team Member Records Maintaining Timesheets Maintaining Timesheets If enabled through the Policy, WX displays Timesheets. Team Members can enter time worked and managers can approve Timesheets for their teams. As an HR Manager you can also enter and maintain Timesheets through the HR Manager Portal. Creating a Timesheet When you have set up a Timesheet Pattern, Timesheets are automatically created for Team Member completion in WX. Each Timesheet hosts one or more Time Reports for a Team Member for a defined time period. To create a Timesheet in the HR Manager's Portal: 1. Select the Timesheets tab. 2. Select New. WX displays the Timesheet Edit page: 3. Complete the fields as follows: Field Employment Start Date End Date Submitted Date Approved Date Paid Date Description The Employment Record for the Team Member. Select Employment Lookup select the Employment Record by Team Member name. The first day of this Timesheet period. The last day of this Timesheet period. to find and The date the complete Timesheet is submitted for approval. All component Time Reports must be complete before the Timesheet is submitted. The date the submitted Timesheet is approved for payment. The date of payment of any overtime included in this Timesheet. 4. Select: o Save to save the Timesheet and display the Timesheet Detail page. o Save & New to save the Timesheet detail and open a new Timesheet Edit page with all fields cleared. o Cancel to discard the Timesheet and return to the Timesheets Home page. Created Timesheets are displayed on the Team Member's Employment Record, Timesheets related list. Sage

138 Maintaining Team Member Records Maintaining Timesheets Editing a Timesheet To edit an existing Timesheet for a Team Member: 1. Go to the Team Member's Employment Record. 2. In the Timesheets related list section, select Edit for the Timesheet you want to change: WX displays the Timesheet Edit page. 3. Edit the fields you want to change (see page 137). Creating a Time Report Each Time Report is a record of work time on a specific date for one Team Member. The Time Report includes the rate of pay to be applied to the time worked, such as standard time or time and a half, and the currency amount the Team Member is paid for each unit of time worked. One or more Time Reports contribute to a single Timesheet. Before a Time Report can be created, the Timesheet must exist for the period including the Time Report. Time Reports are automatically created by Sage People when Team Members complete Timesheets in WX. One Time Report is created for each completed Timesheet column on each day, so a day with Team Member entries for three Pay Codes generates three Time Reports for that day for the Team Member. To create a Time Report in the HR Manager Portal: 1. Select the Timesheets tab. 2. Select a View that shows the Timesheet for the period for which you want to create the Time Report. 3. Select the Timesheet name. WX displays the Timesheet Detail page. Sage

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

140 6. Select: o Save to save the Time Report and display the Time Report Detail page. Maintaining Team Member Records Maintaining Timesheets o Save & New to save the Time Report and display a new Time Report Edit page for the same Timesheet. o Cancel to discard the page and return to the Timesheet Detail page. Editing a Time Report To edit an existing Time Report for a Team Member: 1. Go to the Team Member's Employment Record. 2. In the Timesheets related list section, select the Timesheet containing the Time Report you want to edit. 3. Select the Timesheet name. Sage People displays the Timesheet Detail page. 4. In the Time Reports related list section select Edit for the Time Report you want to change: Sage People displays the Time Report Edit page. 5. Edit the fields you want to change (see page 138). 6. Select: o Save to save the Time Report and display the Time Report Detail page. o Cancel to abandon your changes and return to the Timesheet Detail page. You can also display and edit an existing Time Report through the Timesheets tab: 1. Select the Timesheets tab. 2. Select a View that shows the Timesheet containing the Time Report you want to edit. 3. Select the Timesheet name to display the Timesheet Detail page, then select the Time Report from the Time Reports related list section. Sage

141 Maintaining Team Member Records Maintaining Timesheets Viewing, Editing, and Adding Timesheet Comments in the HR Manager Portal As an HR Manager or HR Administrator you have access to Timesheet Comments added to your Team Member's Timesheets. You can also add new comments. To access Timesheet Comments: If you know the Timesheet code Select the Timesheets tab. Select the Timesheet. If you do not know the Timesheet code Select the Employment Record for the Team Member. Go to the Timesheets Related List. Select the Timesheet you want to view. Use the Start Date or Submitted Date to help identify the right Timesheet Sage People displays the Timesheet Detail page. On the Timesheet Detail pages scroll down to the Timesheet Comments Related List: Timesheet Comments are numbered and listed in date and time order. If the Timesheet Comments Related List is not displayed by default you can add it to the page layout: a. Select Edit Layout at the top of the page. a. On the Timesheet Layout page in the left panel select Related Lists. b. In the list of Related Lists drag and drop Timesheet Comments into the Related Lists section of the page layout. c. To make it easier to identify comments, select Properties for the Related List and add fields for Author, Comment Date, and Comment Text. d. Select Save. 6. Select: Edit to change the Author or text of the comment. Delete to remove a comment. You are asked to confirm. New Timesheet Comment to add a comment. Sage

142 Maintaining Team Member Records Maintaining Passport and Visa Records Maintaining Passport and Visa Records Passport and Visa details can be recorded for each Team Member. If enabled through the Policy, Sage People WX displays Passport information. Team Members can enter and maintain their own passport details and view their visa details through WX, but visa details must be maintained through the HR Manager Portal. You can link visas to specific passport records, or enter them as separate records; visas that are not linked to passports are visible through the HR Manager's Portal and not through WX. The fields displayed in WX for passports and visas are controlled by field sets. Passports and Visas are displayed in related lists on the Team Member Detail page - use Customize Page (see page 69) to change the order in which they are displayed. If the Passports or Visas related lists are not visible on the Team Member Detail page ask your HR Administrator to make them available by editing the page layout. Action Events can be set up to trigger: When passport records are created or changed by a Team member. On a passport or visa expiry date. At a period of time before or after a passport or visa expiry date. As an HR Manager you can: Create new passport (see page 142) and visa (see page 144) records for Team Members. Update existing passport (see page 143) and visa (see page 146) records. Delete passport (see page 144) and visa (see page 146) records. Creating a New Passport Record 1. Go to the Team Member record. 2. Select the Passports link at the top of the page, or scroll down to find the Passports related list. 3. Select New Passport: Sage People displays the Passport Edit page. Sage

143 Maintaining Team Member Records Maintaining Passport and Visa Records 4. Complete the fields as follows: Field Team Member Passport Number Country Issue Date Place of Issue Expiry Date First Name Middle Name Surname Description The Team Member's name. Automatically completed for you by Sage People. The full passport number as displayed in the passport. The country issuing the passport. Select the picklist and select the country. The date the passport was issued, as displayed in the passport. Select in the field to display a calendar and select the date. Where the passport was issued, as displayed in the passport. When the passport expires. Select the field to display a calendar and select a date. The Expiry Date can trigger a reminder when a passport is about to expire. As displayed in the passport. 5. Select: o Save to save the details and display the Passport Detail page. You can enter visa details from the Passport Details page. o Save & New to save the details and display another Passport Edit page for the same Team Member. o Cancel to discard your changes. Updating a Passport Record 1. Go to the Team Member record. 2. Select the Passports link at the top of the page, or scroll down to find the Passports related list. 3. Select Edit next to the Passport record you want to modify: Sage People displays the Passport Edit page. 4. Update the fields as described for Creating a New Passport Record (see page 142). 5. Select: o Save to save your changes and return to the Team Member Detail page. o Save & New to save the details and display another Passport Edit page. o Cancel to discard your changes. Sage

144 Maintaining Team Member Records Maintaining Passport and Visa Records Deleting a Passport Record 1. Go to the Team Member record. 2. Select the Passports link at the top of the page, or scroll down to find the Passports related list. 3. Select Delete next to the Passport record you want to delete: Sage People asks you to confirm. 4. Select: o OK to permanently delete the passport record. o Cancel to cancel the deletion and return to the Team member record. Deleting a passport record does not delete any associated visa records - it just sets the Passport field to blank for those visas. Creating a New Visa Record 1. Go to the Team Member record. 2. Select the Visas link at the top of the page, or scroll down to find the Visas related list. 3. Select New Visa: Sage People displays the Visa Edit page. Sage

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

146 Maintaining Team Member Records Maintaining Passport and Visa Records Updating a Visa Record 1. Go to the Team Member record. 2. Select the Visas link at the top of the page, or scroll down to find the Visas related list. 3. Select Edit next to the Visa record you want to modify: Sage People displays the Visa Edit page. 4. Update the fields as described for Creating a New Visa Record (see page 144). 5. Select: o Save to save your changes and return to the Team Member Detail page. o Save & New to save the details and display another Passport Edit page. o Cancel to discard your changes. Deleting a Visa Record 1. Go to the Team Member record. 2. Select the Visas link at the top of the page, or scroll down to find the Visas related list. 3. Select Delete next to the Visa record you want to delete: Sage People asks you to confirm. 4. Select: o OK to permanently delete the visa record. o Cancel to cancel the deletion and return to the Team member record. Sage

147 Maintaining Team Member Records Maintaining Stock Options Maintaining Stock Options Employee Stock Options can be granted by a company to employees as part of an overall compensation and benefits package. A stock option grants an employee a conditional right to buy company stock, typically at a pre-determined grant price, and at a future date or over a range of dates. Rights to buy an option are typically phased, with portions of the complete grant becoming available for purchase, or vesting, in line with a vesting schedule. Each stock purchase by the employee is known as exercising the option. No portion of the option can be exercised until after the first vesting date This example shows a Stock Option that: Vests in three portions, of 25%, 25% and 50%. Has a vesting schedule with vesting dates at regular intervals. Is exercised by the employee in five portions of different amounts and at irregular intervals. Sage People enables you to set up, grant, and maintain Employee Stock Options. You can: Configure Stock Options to display the information you need in the HR Manager's Portal and in WX. Set up one or more Stock Option Patterns, with each Pattern defining the basic parameters for a stock option, including the stock price against which the value of the option is to be calculated (see page 149). Each Pattern defines how Stock Options are handled for Team Members who leave your organization during the life of a Stock Option. Each Pattern includes one or more Stock Option Periods, defining the vesting schedule for the option. Configure an automated Stock Option Vesting Time to set the time of day when options with a vesting date of today will vest. Grant Stock Options based on a Pattern to Team Members (see page 153). Record each exercise made by the Team Member when an option has vested (see page 158). Sage

148 Maintaining Team Member Records Maintaining Stock Options View the current status of a Team Member's Stock Options through their Employment Record. Information displayed includes: o Details of the original grant, including the currency equivalent of the grant. o The vesting schedule for the option. o Quantities vested and exercised. o Values of the quantities vested and exercised, giving a quick view of the notional gain over the grant. Enable Team Members to view their Stock Options through WX. Sage

149 Maintaining Team Member Records Maintaining Stock Options Creating a New Stock Option Pattern A Stock Option Pattern defines the parameters for one or more stock options and includes the vesting schedule defined with one or more Stock Option Periods. 1. Select the Stock Option Patterns tab. Sage People displays the Stock Option Patterns Home page. 2. Select New Stock Option Pattern. Sage People displays the Stock Option Pattern Edit page: 3. Complete the fields as follows: Field Stock Option Pattern Name Period After Leaving To Vest Period After Leaving To Exercise Stock Price Description Mandatory. A name for this Stock Option Pattern. Typically, the Name follows a standard convention established for stock options in your organization and may include the year of issue and a price indicator. For Team Members who have left your organization, the number of Period Units To Vest after the leaving date after which stock options based on this Pattern no longer vest. Typically defined by legislative requirements. For Team Members who have left your organization, the maximum number of Period Units to Exercise that can pass after the leaving date before stock options based on this Pattern must be exercised. Typically defined by legislative requirements. The Stock Price to be used to value stock options based on this Pattern. Typically Stock Price is the current market price, or a recently determined price of the stock. Individual Stock Options are awarded at a separately defined Grant Price. You can alter Stock Price through the life of the Stock Option Pattern, enabling the calculated value of the grant to be updated over time. Stock Price is displayed using the currency symbol for the currency defined as your organization's reporting currency, regardless of the Stock Price Currency. The currency symbol does not affect the underlying currency values. For multi-currency orgs, Sage People recommends setting the Currency Locale for your reporting currency to Montenegrin (Montenegro) - USD to generate a neutral currency symbol. Stock Price Currency Mandatory. The currency this Stock Option Pattern uses for all Stock Options it hosts. The Stock Price Currency must be one of the currencies you have defined using Exchange Rates. It does not have to be the reporting currency used by your organization. Select Stock Price Currency Lookup to find and select the currency you want. Sage

150 Maintaining Team Member Records Maintaining Stock Options Field Period Units Description The units of time to be used for the period(s) between vesting dates. Select the picklist and choose from: Day Period Units To Vest Month The units of time to be used for the period between grant date and vesting date, and between leaving date and vesting date. Select the picklist and choose from: Day Period Units To Exercise Month The units of time to be used for the period between grant date and exercise date, and between leaving date and exercise date. Select the picklist and choose from: 4. Select: Day Month o Save to save the Pattern and display the Detail page for the Stock Option Pattern you have defined. o Save and New to save the Pattern and display a blank Stock Option Pattern Edit page o Cancel to discard your changes and display the Stock Option Pattern Home page. The Stock Option Pattern Detail page shows the information you have entered as well as: The Total Percentage for which Stock Option Periods have been defined. For a newly defined Stock Option Pattern, Total Percentage is 0.00%. As you add Stock Option Periods, the percentage increases until you have defined periods totaling 100%. A completed Stock Option Pattern must have a Total Percentage of 100% before it can be used. The Stock Option Periods related list. You are now ready to define the Stock Option Periods for this Pattern. Sage

151 Maintaining Team Member Records Maintaining Stock Options Creating a New Stock Option Period Stock Option Periods define the vesting schedule for the Pattern. Create as many Stock Option Periods as you need to define the complete vesting schedule for each Stock Option Pattern. 1. Select the Stock Option Patterns tab. Sage People displays the Stock Option Patterns Home page. 2. Open the Stock Option Pattern you want to host a new Stock Option Period. 3. In the Stock Option Periods Related List select New Stock Option Period. Sage People displays the Stock Option Period Edit page: 4. Complete the fields as follows: Field Stock Option Pattern Period Percentage Description The name of the Stock Option Pattern for which you want to create this Stock Option Period. Automatically completed for you with the name of the Pattern you selected. To change to a different Pattern, select Stock Option Pattern Lookup want., find and select the Pattern you The number of Period Units between the grant date and the vesting date for this part of the Stock Option. Period Units are defined in the Stock Option Pattern. The percentage of the total Stock Option that vests after the Period. Percentages are summed for all Stock Option Periods defined for a Pattern and the Total Percentage displayed on the Stock Option Pattern Detail page. When completely defined, percentages for all Periods in a Stock Option Pattern must total Select: o Save to save the Period and display the Stock Option Period page for the Period you have defined. o Save and New to save the Period and display a blank Stock Option Period Edit page o Cancel to discard your changes and display the Stock Option Pattern Detail page. Sage

152 Maintaining Team Member Records Maintaining Stock Options Repeat the procedure to create all the Stock Option Periods you need to define the vesting schedule for this Pattern. Sage

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

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

155 The Stock Option Detail page displays the detail for the newly granted Stock Option: Maintaining Team Member Records Maintaining Stock Options As well as the information you entered for the Stock Option, the detail page displays: Status section Total Grant Quantity Vested Total Vested Quantity Exercised Total Exercised The currency equivalent of the stock option, calculated as: Quantity x Grant Price The number of shares available for the Team Member to purchase. For a newly granted Stock Option, Quantity Vested is likely to be zero. As the vesting schedule progresses, Quantity Vested increases until all granted shares are vested. The currency equivalent of the Quantity Vested, calculated as: Quantity Vested x Grant Price The number of shares the Team Member has bought. For a newly granted Stock Option, Quantity Exercised is likely to be zero, and it is always less than or equal to Quantity Vested. The currency equivalent of the Quantity Exercised, calculated as: Quantity Exercised x Grant Price Sage

156 Maintaining Team Member Records Maintaining Stock Options Value section Grant Value Vested Value Exercised Value The difference between the currency values of the stock option at the Stock Price defined in the Stock Option Pattern and the Grant Price. Calculated as: Quantity Granted x (Stock Price - Grant Price) Represents the potential total monetary gain for the holder of the stock option when all options are vested and exercised. The difference between the currency values of the vested part of the stock option at the Stock Price defined in the Stock Option Pattern and the Grant Price. Calculated as: Quantity Vested x (Stock Price - Grant Price) Represents the potential monetary gain from the vested part of the stock option for the holder of the stock option. The currency value of the exercised part of the stock option at the Stock Price defined in the Stock Option Pattern. Calculated as: Quantity Exercised x Stock Price The Related Lists display: Stock Vesting You can configure the columns displayed: Select Edit Layout at the top of the page. Select Properties on the Stock Vesting related list. This example describes a typical layout. Stock Vest Vesting Date Quantity Total Price Vested A unique reference ID for for this Vesting record. Each Stock Vest record represents one line in this Stock Vesting table. The date this vesting becomes available for purchase by the Team Member. The number of shares made available in this vesting. The total cost to the Team Member of this vesting. Calculated as: Quantity x Grant Price. Checkbox. Checked when the Vesting Date is past and this part of the option has vested. Stock Exercises You can configure the columns displayed: Select Edit Layout at the top of the page. Select Properties on the Stock Exercises related list. This example describes a typical layout. Stock Exercise Exercise Date Quantity Total Price A unique reference ID for for this Exercise record. Each Stock Exercise record represents one line in this Stock Exercises table The date the purchase was made. The number of shares purchased in this Exercise. Subject to the rules of the Stock Option scheme, Team Members can purchase part or all of the currently vested stock in a single transaction, and use multiple Exercises to purchase the total vested quantity. The total cost to the Team Member of this Exercise. Calculated as: Quantity x Grant Price Sage

157 Maintaining Team Member Records Maintaining Stock Options Creating a New Stock Vesting You can create a new stock vesting for a Stock Option granted to a Team Member. The New Stock Vesting is applied in addition to the vesting schedule defined through the Stock Option Periods for the Pattern and is typically used to make part of the option available to that Team Member at a date other than those defined in the schedule. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Select the Stock Option reference for the Option you want to modify: Sage People displays the Stock Option Detail page. 4. Scroll down to the Stock Vesting related list and select New Stock Vesting: Sage People displays the Stock Vesting Edit page: 5. Complete the fields as follows: Field Stock Option Vesting Date Quantity Vested Description The Stock Option to which this vesting applies. Automatically completed by Sage People. The date you want this portion of the Stock Option to vest. Select the field to display a date picker and select the date you want or select today's date beside the field. The quantity of stock you want to vest on the Vesting Date. Checkbox. If checked, the vesting date has passed and this portion of the Stock Option has vested. Sage

158 Maintaining Team Member Records Maintaining Stock Options Recording Options Exercised When an employee decides to exercise an option you must enter the details of their purchase on the Stock Option record. 1. Open the Employment Record for the Team Member who has been granted the stock option. 2. Scroll down to the Stock Options related list section. 3. Select the Stock Option reference for the option the Team Member wants to Exercise: Sage People displays the Stock Option Detail page. 4. Scroll down to the Stock Exercises Related List. 5. Select New Stock Exercise: Sage People displays the New Stock Exercise Edit page: 6. Complete the fields as follows: Field Stock Option Exercise Date Quantity Description The number of the Stock Option to which this Exercise applies. Defaults to the Stock Option record you selected. To change to a different option, select Stock Option Lookup, find and select the option you want. The date the transaction to purchase is passed. A past date or today's date, typically not a future date. The number of shares purchased in this Exercise. Less than or equal to the outstanding balance of vested options. Sage

159 7. Select: Maintaining Team Member Records Maintaining Stock Options o Save to save the stock exercise you have entered. Sage People displays the Stock Exercise Detail page. o Save & New to save the stock exercise and enter another Stock Exercise for this option. Sage People redisplays the New Stock Exercise page. o Cancel to discard your changes. Sage People returns you to the Stock Option Detail page. Stock Option Exercises are added to the Stock Exercises related list for the Stock Option: Maintaining the Stock Price The Stock Price is used to calculate a financial value for granted stock options: Grant Value = Quantity x Stock Price Vested Value = Quantity Vested x Stock Price Exercised Value = Quantity Exercised x Stock Price You define an initial Stock Price when you create a Stock Option Pattern (see page 149). The initial Stock Price can be, for example: Your organization's quoted stock price at the date the Stock Option scheme is set up. Determined by a formula, based on the stock price at a specific date, and typically defined in the scheme rules. You can leave the Stock Price at its initial value through the life of an option, or, more typically, maintain it over time to reflect the changing market value of your organization's stock. To change the Stock Price: 1. Select the Stock Option Patterns tab. Sage People displays the Stock Option Patterns Home page. 2. Select Edit in the Action column next to the Stock Option Pattern you want to maintain. Sage People displays the Stock Option Pattern Edit page. 3. Change the Stock Price to the value you want. 4. Select Save. Sage People displays the Stock Option Patterns Home page. Sage People automatically recalculates the values based on the new Stock Price. Sage

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

161 Maintaining Team Member Records Maintaining Team Member Tax Status 3. Complete the fields as follows: Field Employment Effective Date Type Locality Code Amount Percentage Allowances Description The Employment Record you selected at the start of this procedure. Sage People automatically completes this field for you. To change Employment Record, select Employment Lookup you want., find and select the Record The date you want this Tax Status to start. Can be a past date, today, or a future date. Select the field to display a calendar and select the date you want, or select today's date to the right of the field to select today. Picklist. Select the picklist and select the type of tax to which this record applies: Country For example Federal or national tax. Region For example State tax. City Text. Optional. Enter the name of the country, region, or city imposing the tax, or some other identifier that clearly identifies the tax. Text. Optional. Enter the code associated with the tax. Currency amount. Optional. Enter an amount if the tax is charged at a fixed value for each period. You can alternatively enter a value in Percentage. Percentage rate, up to two decimal places. Optional. Enter a percentage if the tax is charged at a fixed rate. You can alternatively enter a value in Amount. The value of any allowances the Team Member can deduct from the tax. 1. Select: o Save, to save the Tax Status record and display the Tax Status Detail page. o Save & New to save the Tax Status record and display a new Tax Status Edit page for you to enter another record. o Cancel to discard your changes and display the Employment Record. Completed Tax Status records are added to the Tax Statuses Related List on the Team Member's Employment Record: Sage

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

163 Maintaining Team Member Records Maintaining Targets Field Basis Description Picklist. The time basis used for setting Targets and measuring actuals. A default value can be set in the Policy; you can override the default displayed here if you need to. Select the picklist and choose from: Month Quarter Team Member Is Private Year The Team Member holding this Target. Automatically completed by Sage People with the name of the Team Member you selected. You can change to another Team Member if you need to - select Team Member Lookup Checkbox., find and select the Team, Member. If checked, this Target is visible through WX to the Team Member and their upward management chain only. If unchecked, this Target is visible to anyone who can view the Team Member's Quarterly Amounts section Target Q1 to Target Q4 Actual Q1 to Actual Q4 The currency amounts to be used as revenue targets by the Team Member for each of the four quarters of the financial year. After saving, any changes to these amounts must be confirmed by the Team Member. The currency amounts actually realized by the Team Member for each of the four quarters of the financial year. Progress section Progress Picklist. The current status of work towards this target. Select the picklist and choose from: Ongoing: Above Track Ongoing: On Track Manager Comments Team Member Comments Ongoing: Below Track Text. Comments by the manager on the Team Member's progress towards this target. Text. Comments made by the Team Member on their own progress towards this target. 1. Select: o Save to save the Target and display the Target Detail page. o Save & New to save the target and enter a new target. o Cancel to discard your changes and return to the Team Member record. Sage

164 Maintaining Team Member Records Setting Up Performance Review Templates Setting Up Performance Review Templates Performance Review Templates enable you to create multiple, reusable varieties of Performance Review. Incorporate the fields you need to capture the data you want to store and analyze for your teams, and maintain the integrity of historical reviews by creating new versions as your processes evolve. You can apply conditions - Constraints - to control when Templates are available. Templates are held in the Templates Library, Constraints in the Constraint Library. Performance Review Templates offer a more flexible alternative to Field Sets for configuring the fields displayed to managers and Team Members through WX Performance Reviews. Use Templates to support periodic, fixed interval formal reviews, continuous feedback, or a combination of the two. To set up Performance Review Templates, follow these steps: 1. Create one or more Performance Review Templates (see page 165). You can refine your Templates iteratively. When ready publish your draft Templates. 2. Define the Constraints (see page 169). 3. Link Templates to the Constraint(s) you want to apply (see page 171). 4. Set Configure page and Policy options as required. o Use the Configure page option to switch on Performance Review Templates across your organization and to define the type of review you want to implement, overriding any Policy settings. o With the Configure page option unchecked, use the Policy option to switch on Performance Review Templates for users assigned to individual Policies. You can: Edit Templates to change names, fields, or Constraints (see page 173). Editing a published Template automatically creates a new Template version, including the Manager Review, Self Review, and Additional Details field definitions, preserving the earlier version. Copy Templates and apply changes to the copies to quickly build your Template Library (see page 174). Delete Templates when they are no longer required (see page 175). When completed and published, Templates can be selected by the manager in WX when creating a new Performance Review. Performance Review Templates are fully integrated in the Bulk Performance Review process - selected Team Members are analyzed and legacy or Template Reviews applied as appropriate (see page 51). You can use templated Performance Reviews in parallel with legacy, non-template Reviews - use Policy settings to switch on templates for targeted groups of employees. Employees transitioned to templated reviews can still access their legacy reviews, which remain unchanged. Sage

165 Maintaining Team Member Records Setting Up Performance Review Templates Creating a Performance Review Template To create a new Template: 1. Select the Template Library tab. 2. On the Template Library Home page, select New. Sage People displays the New Template Library Item page: 3. Complete the fields as follows: Template Type Description A name for the Template. The Template Name is displayed in WX for managers and employees to select when running a Performance Review. Use a name that makes the Template easy to identify in a list, such as Full Year Review Finance. Picklist. Select the picklist and choose Performance Review. A brief description of the Template. Sage

166 Maintaining Team Member Records Setting Up Performance Review Templates 4. Select Next. Sage People displays the Performance Review Template Edit page: Sage

167 Maintaining Team Member Records Setting Up Performance Review Templates 5. For each section - Manager Review, Self Review, Additional Details, and Continuous Feedback - build the Performance Review Template by dragging Available Fields from the list on the left and dropping them into the Selected Fields list on the right. Smaller screen sizes may display Selected Fields below Available Fields within each section. o Drag Selected Fields into the order you want them to appear on the review form. o Each section - Manager Review, Self Review, Additional Details, and Continuous Feedback - is stored as a separate and unique Template Version. o Mark fields that must be completed for the review by checking the Required checkbox: o When setting up a Template for Continuous Feedback, select exclusively from the Available Fields displayed in the Continuous Feedback section: T You cannot add your own Custom Fields to provide Continuous Feedback. o You can move Selected Fields back into the Available Fields list, but bear in mind that once a Template has been used as the basis for a Review you cannot delete from the Performance Review object any custom fields used in a Template. Deleting fields used in Performance Reviews stops the Performance Review process from working. Sage

168 Maintaining Team Member Records Setting Up Performance Review Templates 6. Select Save. Sage People creates the necessary Template Versions and Template Field objects, and displays the Template Library Item Detail page: The Template Versions Related List shows the Manager, Self, and Additional Details component Versions for the Template. Newly created Templates are saved in Draft status, and must be published before you can use them for Performance Reviews. You can edit a template in Draft status (see page 173). 7. When the Template is ready to use for Performance Reviews, select Publish: The Template is converted to Published status and the Publish button is replaced with Unpublish: You can now use the Template for Performance Reviews. To add conditions to control when the Template can be selected, define Constraints (see page 169) and link them to the Template (see page 171). You can return a published Template to Draft status by selecting Unpublish on the Template Library Item Detail page. Sage

169 Maintaining Team Member Records Setting Up Performance Review Templates Defining Constraints Constraints apply conditions to Templates enabling you to control when a Template can be used. You can set up multiple Constraints to apply to a single Template, and you can also use one Constraint for multiple Templates. All conditions specified in a single Constraint must be satisfied for the Constraint to apply. When a Template has multiple Constraints, if any Constraint is satisfied the Template can be selected for a Performance Review. Constraints are held in the Constraint Library. To define Constraints: 1. Select the Constraint Library tab. 2. On the Constraint Library Home page, select New. Sage People displays the New Constraint Library Item page: 3. Complete the fields as follows: Constraint Start Date A name for the Constraint. The Constraint Name is displayed in the Constraints Related List on the Template Library Item Detail page. Use a name that makes the Constraint easy to identify in a list. The date you want this Constraint to take effect. The constraint is satisfied when today is on or after the Start Date. Select the picklist and choose from the available values: Current Year Start Date As set in the Policy. Current Year End Date Employment Start Date Probation End Date If the picklist does not display the full set of values, you can add them; in summary: 1. Go to Setup > App Setup > Create > Objects and select Constraint Library Item. 2. In the list of Custom Fields & Relationships, select the Start Date Field Label. 3. In the Values Related List, select New. 4. Add the missing values exactly as given. Sage

170 Maintaining Team Member Records Setting Up Performance Review Templates Start Date Modifier End Date Number of days you want added to or subtracted from the Start Date to offset the effective start date for this Constraint. Unsigned numbers are taken as positive offsets. Use - to indicate a negative offset. The date you want this Constraint to stop taking effect. The constraint is satisfied when today is on or before the End Date. Select the picklist and choose from the available values: Current Year Start Date As set in the Policy. Current Year End Date Employment Start Date Probation End Date If the picklist does not display the full set of values, you can add them; in summary: 1. Go to Setup > App Setup > Create > Objects and select Constraint Library Item. 2. In the list of Custom Fields & Relationships, select the End Date Field Label. 3. In the Values Related List, select New. End Date Modifier 4. Add the missing values exactly as given. Number of days you want added to or subtracted from the End Date to offset the effective end date for this Constraint. Unsigned numbers are taken as positive offsets. Use - (minus sign) to indicate a negative offset. 4. Select: o Save to save the Constraint and return to the Constraint Library Home page. o Save & New to save the Constraint and display a blank Constraint Library Item Edit page to create another Constraint. o Cancel to discard your changes and return to the Constraint Library Home page. Saved Constraints are immediately available to use with Templates. To use Constraints with your Templates you must link them together (see page 171). Sage

171 Maintaining Team Member Records Setting Up Performance Review Templates Linking Templates and Constraints You can use Performance Review Templates without Constraints, or you can apply one or more Constraints to act as conditions controlling when the Template can be used. To use Templates with Constraints, make sure that the Constraints you want to use are defined, then: 1. Select the Template Library tab. 2. Select the Template you want to link to one or more Constraints. 3. On the Template Library Item Detail page,scroll down to the Constraints Related List and select New Template Constraint Association. Sage People displays the Template Constraint Association Edit page: 4. In the Constraint field, select Constraint Lookup, find and select the Constraint you want to associate with this Template. 5. Select: o Save to save this association and display the Template Constraint Association Detail page: o Cancel to discard your changes and return to the Template Library Item Detail page. o Create New Template to open a tab for you to create a new Template. The original tab remains open for your return, enabling you to select the new Template. o Create New Constraint to open a tab for you to create a new Constraint. The original tab remains open for your return, enabling you to select the new Constraint. Sage

172 Maintaining Team Member Records Setting Up Performance Review Templates When you next display the Template Library Item Detail page, the Constraints Related List includes the Constraints you have associated with the Template: Sage

173 Maintaining Team Member Records Setting Up Performance Review Templates Editing a Template 1. Select the Template Library tab. 2. On the Template Library Home page, select the Template you want to edit. Draft Templates have the Published checkbox unchecked: 3. On the Template Library Item Detail page, select Edit: Sage People displays the Performance Review Template Edit page. 4. Make the changes you want - edit the Template name or Description, or move fields between Selected and Available lists. 5. When you have completed your changes, select Save. If the Template is Published, a new version of the Template is created, including the Manager Review, Self Review, and Additional Details field definitions, preserving the earlier version: Do not delete Custom Fields from the Performance Review object if they are included in a Template that has been used as the basis for one or more Performance Reviews. Deleting fields used in Performance Reviews stops the Performance Review process from working. Sage

174 Maintaining Team Member Records Setting Up Performance Review Templates Copying a Template You can copy Templates in Draft and Published status. Copying a Template creates a Draft copy of the original Template including new versions of the Manager Review, Self Review, and Additional Details fields as defined for the original. Constraints are not copied - you must associate the Constraints you wish to apply to the new Template. To copy a Template: 1. Select the Template Library tab. 2. On the Template Library Home page, select the Template you want to copy. 3. On the Template Library Item Detail page, select Clone: Sage People displays the Performance Review Template Edit page with the Template name selected. 4. Enter a new name for the copied Template. The new name enables you to easily identify the copy 5. Change any of the Manager Review, Self Review, and Additional Details field content you want to use for the new Template. 6. Select Save to Save the new Template. The new Template includes unique versions of the Manager Review, Self Review, and Additional Details fields, even if you have not changed the field content for the copy. You can now link Constraints to the Template (see page 171) - Constraints are not copied as part of the clone. Sage

175 Maintaining Team Member Records Setting Up Performance Review Templates Deleting a Template You can delete unused Draft and Published Templates. An unused Template: Has no current or previous Performance Reviews based on it. Is not assigned to a Policy as the Default Performance Review Template. You cannot delete a Template when it has been used for a Performance Review that still exists - all associated Reviews must first be deleted. To delete a Template: 1. Select the Template Library tab. 2. On the Template Library Home page, select the Template you want to Delete. Sage People displays the Template Library Item Detail page. 3. Check you have selected the right Template, then select Delete: The Template is deleted and the Template Library home page redisplayed with the deleted Template removed. Do not delete Custom Fields from the Performance Review object if they are included in a Template that has been used as the basis for one or more Performance Reviews. Deleting fields used in Performance Reviews stops the Performance Review process from working. Sage

176 Maintaining Team Member Records Setting Up Performance Review Templates Bulk Performance Review Bulk Performance Review enables you to start Performance Reviews for up to 200 Team Members in a single operation. Bulk Performance Review enables you to use the single operation to combine reviews using Performance Review Templates and legacy (non-template) reviews. Team Members cannot have more than one active performance review at any one time, so make sure that the Team Members you select for Bulk Performance Review have no reviews in Draft, Approved, or Revealed status. To use Bulk Performance Review: 1. Select the people you want to review or create a Team Member View (see page 37) to display the people you want, then select them. You can select all by selecting the Action check box at the head of the list. 2. Select Bulk Performance Review: Sage People displays the Start Performance Review page: The Start Performance Review page enables you to control the Reviews, and summarizes the type of Review - Legacy or Performance Review Template - to be used for each of the people you have selected. Sage

177 Maintaining Team Member Records Setting Up Performance Review Templates 3. Complete the fields as follows: Manager Review Only Mid-Year Review Template Library Item Checkbox. If checked, the Self Performance Review is not created. Only the manager participates in the performance review. Team Members you want to participate must be registered users of Sage People. If not checked and the Team Member is a registered user of Sage People, the self performance review is created for the team member. Checkbox. If checked, the performance reviews use the Mid-Year Review process. Overridden by a Template selected in Template Library Item. Picklist. If you are using Performance Review Templates, select the picklist and choose the Template. A Template selected here overrides: The Mid-Year Review checkbox; the Template is used in preference to the Mid-Year Review process. Any Default Performance Review Templates defined on the Policies assigned to the Team Members selected for Review. If you are using Performance Review Templates for any of the people you have selected for Review, you must select a Template. Until you select a Template, the Summary (Templates) section carries the message: The following Team Members will be skipped (no Template selected): When you select a Template, the Summary (Templates) section is updated: 4. Select Initiate. Sage

178 Maintaining Supporting Processes Sage

179 Maintaining Supporting Processes HR Noticeboard HR Noticeboard The Sage People HR Noticeboard enables you to set up text and image messages for display on specific WX pages. These HR Notices can be used for a range of purposes. For example: A reminder for managers to use SMART objectives when creating a new objective for a team member. The notice would appear on the New Objective page and be visible to managers. A reminder for all team members that the process for booking training in your organization has changed. The notice would appear on the New Training page and be visible to all Portal users. A notice for all Team Members that your organization is now using Sage People Timesheets for time logging. The notice would appear at the top of every team member's WX Service hosting Timesheets. You can use the HR Noticeboard to display notices in the header and footer areas of WX pages: Each HR Notice: Is for display on specific WX pages. Can include formatted text, images, and links. Sage

180 Maintaining Supporting Processes HR Noticeboard Can be time limited, with start and end dates. Can be displayed to all WX users, just to Team Members, or just to managers. Can apply to a single Policy, Policies within a Policy Group, or to all Policies. Can apply to a single locale, or to all. Can be one of several messages displayed on the same page. You control the order in which they are displayed. Adding a New HR Notice You can add HR Notices independently to WX Services and WX Processes - there is no link between Service and Process for HR Notices. You can also reuse existing, pre-wx HR Notices in WX. Some pre-configuration is needed - ask your Administrator if you do not have access: Add the WX Service and WX Process fields to the HR Notice page layout (see page 186). Add the HR Noticeboard Related List to the WX Service Detail page (see page 187). When configured, you can add a new HR Notice from the HR Noticeboard tab or from the HR Noticeboard Related List displayed on the WX Service Detail page. Both paths give you access to the same HR Notice Add page, with some fields pre-filled for you when you use the Related List displayed on the WX Service Detail page. Sage

181 Maintaining Supporting Processes HR Noticeboard To add a new notice: 5. Using the HR Noticeboard tab Select the HR Noticeboard tab. Sage People displays the HR Noticeboard Home page. Using the WX Service Related List Select the WX Services tab. To add an HR Notice to a specific WX Service, select that Service. To add an HR Notice to a WX Process, select any Service. Sage People displays the WX Service Detail page with the HR Noticeboard Related List. 6. Check the list of existing notices to see if there is a similar notice you can copy as a starting point for the one you want to create. If there is, go to Copying a Notice for the HR Noticeboard (see page 185). If there is no similar notice, select New. Sage People displays the HR Notice Add page: On the WX Service Detail page, go to the HR Noticeboard Related List and select New HR Notice. Sage

182 Maintaining Supporting Processes HR Noticeboard 3. Complete the fields as follows: Information section HR Notice Name Fairsail Page Location Order Locale Policy Policy Group WX Service WX Process Text. A unique name for this Notice. Use a name that makes the Notice easy to find for future use. Not used. Picklist. Select from: Header Footer SubHeader and SubFooter are not used. Number. When there is more than one Notice to appear in the same location on the same page, notices are displayed at the same time, in numerical order from top to bottom. Picklist. If you want this Notice to be displayed to Team Members with a particular locale setting, select the picklist and choose the locale. If you want the Notice to be displayed to Team Members with any locale setting, leave Locale set to None. If you want this Notice to be displayed to Team Members assigned to a specific Policy, select Policy Lookup, find and select the Policy you want. If you want the Notice to be displayed to Team Members assigned to any Policy, leave Policy blank. Use either Policy or Policy Group; do not complete both fields. If you want this Notice to be displayed to Team Members assigned to all Policies within a Policy Group, enter the Policy Group name. If you want the Notice to be displayed to Team Members regardless of their Policy Group, leave Policy Group blank. Use either Policy Group or Policy; do not complete both fields. The name of the WX Service you want to host the Notice. Automatically completed for you with the name of the Service you selected at the start of this procedure. To choose a different WX Service, select WX Service Lookup Service you want., find and select the To add a Notice to a WX Process rather than a WX Service, leave this field blank and complete WX Process. If you specify a WX Service and leave WX Process blank, the Notice is displayed on the Service page and not on the pages for the underlying Processes. If you leave WX Service blank and specify a WX Process, the Notice is displayed on the Process page and not on the Service page. The WX Process you want to host the Notice. Select WX Process Lookup, find and select the Process you want. To add a Notice to a WX Service rather than a WX Process, leave this field blank and complete WX Service. If you specify a WX Process and leave WX Service blank, the Notice is displayed on the Process page and not on the Service page. If you leave WX Process blank and specify a WX Service, the Notice is displayed on the Service page and not on the Process page. Sage

183 Maintaining Supporting Processes HR Noticeboard Notice to be displayed section Notice Type Picklist. Select the picklist and choose the type of notice you want to display: Image When selected, displays Image and Image Aspect Ratio fields. Plain Text When selected, displays Plain Text field. Image and Plain Text When selected, displays Plain Text, Image, and Image Aspect Ratio fields. Plain text is displayed below the image on the WX page. Rich Text When selected, displays Text field with text controls. Image Displayed if you select Image or Image and Plain Text as the Notice Type. Select Choose file, find and select the image you want. A preview of the image is displayed below Image Aspect Ratio. Images are displayed responsively, adapting to the browser window size you are viewing. Image Aspect Ratio Plain Text Text Displayed if you select Image or Image and Plain Text as the Notice Type. Use to help you choose an image that works on display aspect ratios used by your WX Team Members. Picklist. Select the picklist and choose the aspect ratio you want to use for the image. WX displays a mask on the image, indicating how the image will be cropped when displayed at the aspect ratio selected. The mask covers the part of the image to be hidden. WX does not enable you to resize the image - use image manipulation software to produce an image fitting the aspect ratio of the tile. Displayed if you select Plain Text or Image and Plain Text as the Notice Type. Enter the text content of the notice. Displayed if you select Rich Text as the Notice Type. Enter the content of the notice. Use the text controls to format the text style and position: You can also include images and links, but bear in mind that images included here are not displayed responsively - they remain as static images regardless of the size of the browser window. Filter notices that appear section Show To Team Member Show To Manager Show To Other Start Date End Date Checkbox. If checked the Notice is displayed if the user is a team member. Checkbox. If checked the Notice is displayed if the user is a manager. Checkbox. If checked the Notice is displayed to anyone who is not the Team Member and not in the Team Member's management hierarchy when they view the Team Member's page in WX. The date from which the notice is to be displayed. If left blank, the notice is visible to the target audience as soon as it has been saved. The date from which the notice is to be removed. If left blank, the notice is permanently displayed until it is deleted or filter details are changed to effectively remove it from view. Sage

184 Maintaining Supporting Processes HR Noticeboard 4. Select: o Save to save the Notice and go to the HR Notice Complete page. o Save & New to save the Notice and create another. o Cancel to discard your changes. Saved HR Notices are: Added to the HR Noticeboard tab. Added to the HR Noticeboard Related List for the hosting WX Service. Displayed on the WX Service and Process pages you have chosen, subject to any filters you have specified on the HR Notice page. Editing a Notice You can edit an existing HR Notice to change any of its attributes, including: The content of the notice. The WX page(s) on which it is displayed. Its position on the page. The filters applying to it: o Who sees it. o Start and end dates. Editing a notice that is in use updates the notice next time a user refreshes the page displaying the notice. To edit an existing notice: 1. Select the HR Noticeboard tab. Sage People displays the HR Noticeboard Home page. 2. Select Go next to the View picklist: Sage People displays the list of available HR Notices. 3. Select Edit next to the HR Notice you want to edit: Sage People displays the HR Notice Edit page. 4. Make the changes you need. 5. Select Save. Sage

185 Maintaining Supporting Processes HR Noticeboard Copying a Notice You can often create a new notice by copying an existing one, saving it under a new name and making the changes necessary to the copy. The process offers a short cut when a new notice shares many features with an existing one. To copy an existing notice: 1. Select the HR Noticeboard tab. Sage People displays the HR Noticeboard Home page. 2. Select a View that displays the Notice you want to copy and select Go. 3. From the list of Notices select the one you want to copy and select the Notice Name: Sage People displays the HR Notice Detail page. 4. Select Clone: Sage People displays the New HR Notice page. 5. Rename the Notice and make the changes you need, completing the fields as described in Adding a New Notice... (see page 180) 6. Select Save to save and close the Notice. Sage

186 Maintaining Supporting Processes HR Noticeboard Adding WX Fields to HR Noticeboard Page Layout 1. Go to Setup > App Setup > Create > Objects 1. Scroll down to find the HR Notice object and select the Label. Sage People displays the Custom Object Detail page. 2. Go to the Page Layout section and select Edit for HR Notice Layout. 3. Select Fields in the left panel of the HR Notice Layout selector. 4. Drag and drop the three fields WX Service, WX Process and Show To Other on to the HR Notice Sample layout. Suggested locations: o WX Service and WX Process immediately below HR Notice Name. o Show To Other below Show To Manager in the Filter notices... section. 5. Select Save. Next time you display or refresh HR Notice Detail or HR Notice Edit pages, the new fields are included in the display. Sage

187 Maintaining Supporting Processes HR Noticeboard Adding the HR Noticeboard Related List By default, the WX Service Page Layout does not display the HR Noticeboard Related List. The Related List enables you to add Notices to Services and Processes from the WX Service Detail page. To add the HR Noticeboard Related List to the WX Service Page Layout: 1. Open any existing WX Service to display the WX Service Detail page. 2. Select Edit Layout. 3. On the page layout select Related Lists from the left panel. 4. Drag and drop the HR Noticeboard Related List into the Related List section of the page. Suggested location: below the WX Processes Related List. 5. Select Save. Next time you display or refresh a WX Service Detail page the HR Noticeboard Related List is displayed. Sage

188 Maintaining Supporting Processes Salary Planning Salary Planning Salary Planning enables managers to explore a number of what if... options when planning salary increases for team members. Use the full range of models for salary award distribution, from simple, across the board flat rate increases for all employees to complex award patterns dependent on a combination of factors held in Sage People including: Current salary Position in salary band Time in grade or employment Performance rating Competency or skill assessment Salary Planning models can use formulas for calculating the distribution, drawing on Sage People fields. Sage People supplies four standard calculations you can use as supplied, or modify to meet your requirements. Typically, models use one of three methods to produce an HR suggested increase amount or percentage: An entered salary pot for each manager. Team Member performance rating against salary band. Percentage allocation by department, grade, or other factor. The process can use Sage People Salary Projections. Managers then use Salary Planning to allocate amounts or percentages to each of their direct reports. Salary Planning pages display: Key information for each Team Member wherever available, typically including: o Months since last salary award o Current salary o Salary band top and bottom o Latest performance rating HR suggested increase amounts and percentages for the complete team and for each Team Member. Fields for Manager's proposed figures for the complete team and for each Team Member. Updated each time you save the page and color coded to show if they are in line with or over recommendation. A field for the Manager to enter the rationale for an award. The effective date for any award. This is determined by a policy option and can be: o A fixed date in the year. o On the anniversary of a Team Member's start date. o On the anniversary of a Team Member's last salary award. o On the anniversary of the last salary award that was not an index related or cost of living award. A summary table for your team and all subsidiary teams, color coded for ease of use, enabling quick access to all entered salary information with drill down on subsidiary teams. This gives you a complete picture of the planned salary awards for your part of the organization, and the CEO access to all areas. You also have access to Salary Planning detail for teams run by your direct reports, enabling fine tuning and rebalancing of awards. Entered figures produce separate HR Requests for individual or bulk approval. To make a fixed percentage-of-salary award to a number of Team Members outside the Salary Planning process, use the Mass Update Team Member View button (see page 44). Sage

189 Maintaining Supporting Processes Salary Planning Salary Bands A salary band is a range of values for salaries. You can compare an employee's salary with a band to see where in the band their salary falls. To enter a Salary Band: 1. Select the Salary Bands tab. Sage People displays the Salary Bands Home page. 2. Select New. Sage People displays the New Salary Band page: 3. Enter a Name for the salary band. 4. Enter values for the Bottom and Top of the salary band. You can use local or reporting currencies: o Use local bands to link to Team Members paid in that currency. Do not link Team Members to a local salary band in a currency they do not use. o If using reporting currency, local currencies are automatically converted to reporting currency. 5. You can specify Quarter 1, Middle, and Quarter 3 values if you want to use a normal distribution from a salary survey. If you do not specify your own values for Quarter 1, Middle, and Quarter 3, they are calculated for you and entered as an even distribution. 6. Select Save. When you have set up salary bands for your organization you can link Team Members to the salary bands to set salary ranges for salary planning. To link a Team Member to a Salary Band, go to the Salary Basis section of the Employment Record for the Team Member and enter the correct value in Salary Band. Sage

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

191 Maintaining Supporting Processes Reports and Dashboards Reports and Dashboards Reports Are available in a range of formats. Support multiple objects. Can be exported to Excel, as data only, or formatted. Use Report Folders to enable sharing. Dashboards Are based on custom reports held in Report Folders. Support up to 20 separate components as graphics. Use Dashboard Folders to enable sharing. Viewers need access to the Report Folders holding the Dashboard component source data. Pre-defined Reports and Dashboards Supplied with Sage People HCM Sage People HCM includes a number of pre-defined reports and dashboards. You can use these as configured, or re-configure them to meet your exact requirements. Reports and dashboards are stored in folders: Fairsail Administration (see page 192) General reports offering a range of Team Member analysis including headcount, absence and vacation statistics, starters and leavers, country, department, and manager breakdowns. Fairsail Analytics (see page 194) Dashboards supporting Performance Management, Salary Planning, Talent Management, and Training and Development. Performance Management (see page 195) Reporting on Objectives, Performance Reviews, and Targets. Salary Planning (see page 196) Salary and bonus analysis and projections, compensation and benefits analysis. Talent Succession Planning (see page 199) Team Member age analysis and a range of reports derived from Talent Plan data, including performance, potential, and reasons to leave. Time Off Management (see page 201) Analysis of vacation, sickness, and other absence. Training Development (see page 203) Analysis of competencies, skills and development needs for Team Members. Turnover Report (see page 204) A dedicated report enabling you to analyze employee turnover using a number of different bases. Sage

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

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

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

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

196 Maintaining Supporting Processes Reports and Dashboards Salary Planning Report Bonus Projection Description Projected value of planned bonuses for all Team Members, summarized by manager. The report also displays: Current annualized salary. Compensation and Benefits Employee Cost By Country Bonus percentage. Annualized value of Team Members' salary and benefits in your organization's reporting currency. Summarized by country. Individual benefits are listed for each Team Member, along with the value of each benefit, and the total value of all benefits. Annualized cost of all Team Members by country in your organization's reporting currency. The report displays for each country: Total annual salary. Total benefits. Average per Team Member. The report also displays grand totals for your complete organization. HCM Salary History The most recent salary review awarded to each Team Member. The report displays: Annual salary in local and reporting currencies. Salary record number (linked to the salary record). Salary amount following the last salary award, per paid time unit; for hourly paid employees this is an hourly amount. In local and reporting currencies. Annualized salary amount following the last salary award, in local and reporting currencies. Exchange rate used to convert local to reporting currency. Date and time of the last currency recalculation. HCM Team Members (By Sal Band Position) Reason for the last salary award. Team Member position against salary band as a percentage, summarized by country. The report displays: Work Days Pattern. Department. Employment status. Grade. Manager. Continuous service date. Salary band position as a percentage. Years employment. Annual salary, in local and reporting currencies. Salary currency. Average salary band position for the country. The report includes a bar chart displaying average salary band percentage by country. Sage

197 Maintaining Supporting Processes Reports and Dashboards Proposed Salary Increases Proposed but not yet approved salary increases for all Team Members, summarized by manager. For each Team Member the report displays: Name. Current salary. Proposed increase amount and percentage. High projection amount and percentage. Salary Point in Time Rationale. Team Member salaries on a specified date. For today's date configure the filter logic as follows: Filter Logic: 1 AND (2 OR 3) 1. Start Date less or equal "<insert today's date here>" 2. Next Start Date greater than "<insert today's date here>" 3. Next Start Date equals "" For each Team Member the report displays: Name. Country and Location. HR Department. Job Title. Employment Status. Manager. Annual Salary at the date specified. Salary Currency. Start Date for the salary. Next Salary Start Date. Salary Position in Bands Previous Salary Start Date. Team Member distribution by Salary Band, with each Team Member's position indicated by Salary Band Quarter. For each Salary Band the report displays: Salary Band Name. Number of employees per Salary Band Quarter. Total number of employees per Salary Band. Team Member Name. Salary Currency Name. Current Annual Salary in local and reporting currencies. Bottom and top values. Overall grand total number of employees in all salary band quarters. The report includes a bar chart showing employee distribution by Salary Band Quarter within Salary Band. Salary Position vs. Performance Rating Team Member numbers allocated to each Salary Band Quarter, broken down by Performance Review Rating. The report includes a stacked bar chart. Sage

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

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

200 Maintaining Supporting Processes Reports and Dashboards Team Members By Potential Team Members summarized by Talent Plan Potential. For each identified Team Member the report displays: Country. Team. Report Line. Select a potential rating and drill down by a range of fields from the Talent Plan, Performance Review, Competency Assessment, Salary, Employment, or Team Member records. Sage

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

202 Maintaining Supporting Processes Reports and Dashboards HCM Vacation Days by Month Team Member vacation taken by month, summarized by HR Department. For each vacation month the report displays: Team Member full name. Country. Employment Status. Reason. End Date. Duration. Vacation allowance per year. Status of the vacation request: approved, pending and so on. Total durations are displayed for each HR Department and for each month within HR Department. The report includes a pie chart displaying vacation days taken per month. HCM Absence Team Member approved absences summarized by location. For each absence the report displays: Team Member full name. HR Department. Country. Employment Status. Reason. Start and End Dates. Duration. Status of the absence request: confirmation that it has been approved. Total durations are displayed for each location. HCM Vacation Team Member vacation summarized by location. For each vacation the report displays: Team Member full name. HR Department. Country. Employment Status. Reason. Start and End Dates. Duration. The Team Member's vacation allowance per year. Status of the vacation request: approved, pending and so on. Total durations are displayed for each location, and a grand total at the bottom of the report. You can select a location and drill down by Team Member, Employment Record, Absence, or Activities fields. The report includes a pie chart summarizing vacation by location. Sage

203 Maintaining Supporting Processes Reports and Dashboards Training Development Report Average Competencies Competency Assessment by Action Due Description All competencies defined for your organization with average Team Member scores for each. You can select competencies and drill down on competency and competency assessment fields. The report includes a bar chart, showing competency strengths and weaknesses across your organization. Currently active competency assessments summarized by Action due. Possible actions include: Manager: Start Team Member: Start Manager: Manager Assessment Team Member: Self Assessment Manager: Close Team Member: Close For each assessment the report displays: Team Member name. Start, Close, and End Dates A Team Member Active check box. A Manager Active check box. The number of other assessors active. You can select an Action type and drill down by Competency Assessment or Team Member fields. Development Needs and Team Members Development Needs summarized by area and broken down by item within each area. For each item the report displays: Team Member names identified with the development need. Team Member's Manager. Team Member's department. You can select an item and drill down by Development Need or Team Member field. The report includes a bar chart showing the number of Team Members with development needs in each area. Skills and Team Members Team Members by Competency Scores All skills defined for your organization summarized by area. For each area the report displays the number of Team Members with skills in that area, and for each skill within area, the number of Team Members with that skill. Each Skill is linked to the Skill Library Item detail page, enabling you to display the list of Team Members with that skill. You can select an area and drill down by Skill or Team Member field. The report includes a bar chart showing the number of Team Members with skills in each area. All competencies defined for your organization with the scores for each Team Member assessed against each competency. Average scores are also displayed for each competency. You can select a competency and drill down by Team Member, Competency, Competency Assessment, Indicator, or Indicator Comment. Sage

204 Maintaining Supporting Processes Reports and Dashboards Turnover Report The Sage People Turnover report provides comprehensive analysis of employee turnover, drawing on team member data held in Sage People HCM. The default format enables you to display the data using a range of bases, and you can further customize your analysis by selecting fields from a field set to break the data down differently. To display the Turnover report: 1. In WX go to the address bar and enter: fhcm2 turnover immediately following apex/ For example: turnover 2. Select Enter. Sage

205 Maintaining Supporting Processes Reports and Dashboards What the Turnover Report Shows Sage

206 Maintaining Supporting Processes Reports and Dashboards Changing the Time Period The Turnover report displays a window of data drawn from 12 consecutive time periods, and defaults to monthly data running back from the most recent complete period. Select the buttons to change the frequency of the analysis: By Quarter Displays data for every third month, running back for 12 quarters from the most recently completed 3-month period. For example, running the report in mid-february 2016 displays data for January 2016, October 2015, and so on, back to April Sage

207 Maintaining Supporting Processes Reports and Dashboards By Year Displays data for every twelfth month, running back for 12 years from the most recently completed 12-month period. For example, running the report in mid-february 2016 displays data for January 2014, January 2013, and so on, back to January Use the scroll buttons to move the display window backwards or forwards one time period at a time. The window remains 12 time periods wide: Select Now to redisplay the report running back from the most recently completed time period: Changing the Data Category The Turnover report bar chart shows the total number of employees per time period. The data table breaks that data down by category and displays one row of data for each item in the category, unassigned employees in a None group at the top, then in alphabetical order from top to bottom: Sage

208 Select the buttons to change the break down category. By default you can choose from: By Basis Maintaining Supporting Processes Reports and Dashboards The Team Member's employment basis such as Full Time, Part Time, Hourly, Salaried. Displays the value in the Basis field from the Team Member's current Employment Record. By Country The Country field from the Team Member record. By Department HR Departments defined for your organization that have employees assigned to them. HR Departments with no employees are ignored. By Division The Division field from the Team Member record. By Function The Team Member's Job Function: the Function field from the Team Member record. By Location The Location field from the Team member record. By Manager The Team Member's current primary manager: the Manager field from the Team Member record. By Team The Team field from the Team member record. You can change the order in which the buttons are displayed, add or remove buttons by using the Turnover field set on the Team Member object. In addition to the default category buttons, the Turnover field set includes: Field Age Range Business Citizenship Employment Status Ethnicity Gender Generation Grade Job Title Description Age, calculated from Birth Date and today's date, rounded down to the last completed whole number multiple of five years. So an Age of 39 years gives an Age Range of 35. The Business field from the Team member record. The country from which the Team member claims citizenship. The Citizenship field from the Team member record. Team Members with no entry in this field are returned as Citizenship None. For example, Active, Temporary, Left. The Employment Status field from the Team Member record. The Ethnicity field from the Team Member record. Team Members with no entry in this field are returned as Ethnicity None. The Gender field from the Team Member record. Team Members with no entry in this field are returned as Gender None. The Generation field from the Team Member record. Generation uses a formula based on Birth Date to assign employees to generations X, Y, or Z. Team Members with no entry in this field are returned as Generation None. The employment grade the Team Member has in your organization. The Grade field from the Team Member record. Ungraded Team Members are returned as Grade None. The Job Title field from the Team Member record. Team Members with no entry in this field are returned as Job Title None. Sage

209 Maintaining Supporting Processes Reports and Dashboards Probation Period End Date Year Employed Years Employed Range The Probation Period End Date field from the Team member record. Team Members with no entry in this field are returned as Probation Period End Date None. The number of years each employee has worked for the organization. The Year Employed field from the Team Member record. Year Employed uses a formula based on the Employment Record Continuous Service Date to calculate the number of years employment. Employees are classified into five year blocks of completed employment - 0, 5, 10, 15, and so on. The Years Employed Range field from the Team Member record. Years Employed Range uses a formula to round the number of years employed down to the last completed whole number multiple of five years. You can also create your own Data Categories using formula fields (see page 209). Creating Your Own Data Categories In addition to the default fields available in the Team Member Turnover Field Set, you can create your own formula fields to use as Turnover Report data categories. In summary: 1. Create a new Custom Field, typically on the Team Member or Employment Record objects, using the Formula Data Type. The field is automatically added to the list of fields available for the Turnover Field Set. 2. Edit the Turnover Field Set by dragging and dropping the new field into the Field Set. The new field is automatically added as a data category button on the Turnover report. 3. Select the new Data Category button to group data in line with the formula you created. Example: Group Countries by Region Purpose To group employees by geographic region based on the Country field (fhcm2 Country c) as recorded in their Team Member records. This example uses the regions: APAC (Asia Pacific) EMEA (Europe, Middle East, Africa) NA (North America) Team Member records showing countries not assigned to these regions display under the country names. How 1. Go to Setup > App Setup > Create > Objects. 2. Select the Label for the Team Member object. 3. In Custom Fields & Relationships, select New: Sage People displays the New Custom Field wizard. Sage

210 Maintaining Supporting Processes Reports and Dashboards 4. Select the Formula Data Type: 5. Select Next. 6. In Field Label enter Region. Sage People automatically completes Field Name with the Field Label you entered. 7. Select the Text Formula Return Type: 8. Select Next. Sage

211 Maintaining Supporting Processes Reports and Dashboards 9. In Region (Text) enter the formula: CASE(fHCM2 Country c, fhcm2 Country c) 10. In Description enter: To group Countries by region. 11. In Help Text enter: "Canada", "NA", "China", "APAC", "Denmark", "EMEA", "France", "EMEA", "Germany", "EMEA", "Ireland", "EMEA", "Singapore", "APAC", "Sweden", "EMEA", "UK", "EMEA", "USA", "NA", Groups Team Members by geographic region using the Country field. 12. Select Next. 13. Set field-level security for the new field to enable access by users assigned to Profiles you want to be able to run the Turnover report. Typically, set Fairsail Administrator and Fairsail HR Manager to visible, all other Profiles clear: 14. Select Next. Sage

212 Maintaining Supporting Processes Reports and Dashboards 15. In Add to page layouts, uncheck all Page Layouts unless you want to add the Region field by default to a page layout: 16. Select Save. Sage People displays the Team Member Custom Object page. 17. Select Field Sets and select Edit for the Turnover Field Set: 18. Drag and drop the Region field into the Field Set: 19. Select Save. Sage

213 Maintaining Supporting Processes Reports and Dashboards 20. Go to the Turnover Report and select By Region: The data table displays the newly defined regional grouping: Example: Exclude Involuntary Leavers Purpose To exclude involuntary terminations from the Turnover Report based on the Reason For Leaving field (Reason_For_Leaving c) as recorded in their Team Member records. This example also excludes Team Members with either: The Job Title Intern The Full Name Test How 1. Go to Setup > App Setup > Create > Objects. 2. Select the Label for the Employment Record object. 3. In Custom Fields & Relationships, select New: Sage People displays the New Custom Field wizard. Sage

214 Maintaining Supporting Processes Reports and Dashboards 4. Select the Formula Data Type: 5. Select Next. 6. In Field Label enter Exclude Involuntary. Sage People automatically completes Field Name with the Field Label you entered. 7. Select the Text Formula Return Type: 8. Select Next. Sage

215 Maintaining Supporting Processes Reports and Dashboards 9. In Exclude Involuntary (Text) enter the formula: IF (ISPICKVAL (Reason_For_Leaving c, "Involuntary") CONTAINS (fhcm2 Team_Member r.fhcm2 Job_Title c, "Intern") CONTAINS ( fhcm2 Team_Member r.fhcm2 Name_Full c, "Test"), "Yes", "No") 10. In Description enter: To identify Involuntary leavers, interns, and test users. 11. In Help Text enter: Returns Yes if Reason for leaving is Involuntary, Job Title is Intern, or Full Name is Test. Otherwise returns No. 12. Select Next. 13. Set field-level security for the new field to enable access by users assigned to Profiles you want to be able to run the Turnover report. Typically, set Fairsail Administrator and Fairsail HR Manager to visible, all other Profiles clear: 14. Select Next. Sage

216 Maintaining Supporting Processes Reports and Dashboards 15. In Add to page layouts, uncheck all Page Layouts unless you want to add the Region field by default to a page layout: 16. Select Save. Sage People displays the Team Member Custom Object page. 17. Select Field Sets and select Edit for the Turnover Field Set: 18. In the left panel select Current Employment to display the fields in the Employment Record. 19. Drag and drop the Exclude Involuntary field into the Field Set: 20. Select Save. Sage

217 Maintaining Supporting Processes Reports and Dashboards 21. Go to the Turnover Report and select By Exclude Involuntary: The data table displays the newly defined regional grouping: Sage

218 Maintaining Supporting Processes Reports and Dashboards More Example Formulas Follow the steps in the full examples to create a formula field (see page 209). Use the example formulas in this section to help you create the formula to display the data category you want on the Turnover Report. Identify Employees in a given Country and Contractors Purpose To identify employees in China and all contractors working with Full Time Equivalent values of less than 1. Special fields On the Employment Record, two formula fields: Include Contractors1 IF(ISPICKVAL(Contract_Type c, "Indefinite") && (ISPICKVAL(fHCM2 Basis c, "Contractor")), IF(fHCM2 FTE c >=1,"Include","Exclude"), "") Evaluates special picklist field Contract Type and generic picklist field Basis to identify Contractors with Contract Type Indefinite, then evaluates the FTE values for those contractors. Returns Include for those Indefinite Contractors who are full time, and Exclude for those who are less than full time. Returns null if those conditions are not met. Include Contractors2 IF(ISPICKVAL(Contract_Type c, "Definite") && (ISPICKVAL(fHCM2 Basis c, "Contractor") && Contract_Length_Days c >=90), IF(fHCM2 FTE c >=1,"Include","Exclude"), "") Evaluates special picklist field Contract Type, generic picklist field Basis, and special field Contract Length Days to identify Contractors with Contract Type Definite and a Contract Length of 90 days or more, then evaluates the FTE values for those contractors. Returns Include for those Definite Contractors with contracts of 90 days or more who are full time, and Exclude for those who are less than full time. Returns null if those conditions are not met. Formula IF(fHCM2 Country c = "China" fhcm2 Current_Employment r.include_contractors1 c = "Exclude" fhcm2 Current_Employment r.include_contractors2 c = "Exclude", "Contract & China", "All Other Employees") Evaluates Country and returns Contract & China when Country is China. Returns All Other Employees when Country is not China. Evaluates Include Contractors1 and returns Contract & China when the value is Exclude. Returns All Other Employees when value is not Exclude. Evaluates Include Contractors2 and returns Contract & China when the value is Exclude. Returns All Other Employees when value is not Exclude. Sage

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

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

221 Maintaining Supporting Processes Reports and Dashboards Example: Turnover Report by Month 1. With Sage People WX displayed, go to the address bar and enter: turnover immediately following apex/ For example: 2. With the Turnover Report displayed, select By Month. 3. Use the scroll buttons and to select the time period you want to display. The chart and data table remain 12 months wide. The example uses data from February 2015 to January For each month in the display, the chart shows: A total headcount bar. An annualized turnover rate line. Hover to display data values: Sage

222 Maintaining Supporting Processes Reports and Dashboards For each month the data table shows: Monthly turnover figures are not shown on the chart. Sage

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

224 Maintaining Supporting Processes Reports and Dashboards Example: Turnover Report by Quarter 1. With Sage People WX displayed, go to the address bar and enter: turnover immediately following apex/ For example: 2. With the Turnover Report displayed, select By Quarter. 3. Use the scroll buttons and to select the time period you want to display. The chart and data table remain 12 quarters wide. The calculation uses the same logic as that for monthly data (see page 221); in place of months, substitute quarters. Each annualized turnover data point displayed on the line chart use the same calculation method: 1. Calculate the average headcount over the previous 12 quarters: a. Take the starting headcount 12 quarters ago. b. Calculate the headcount at the end of the 12 quarter period by adding the total number of new hires and subtracting the total number of terminations. c. Add the starting headcount and the headcount at the end of the 12 quarters and divide by Take the total number of terminations in the previous 12 quarters and divide it by the average headcount over the previous 12 quarters. 3. Multiply the result by 100 to convert it to a percentage. When repeated for each quarter through the year the calculation produces a rolling, quarter by quarter series of annualized turnover figures. Sage

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

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

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

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

229 Maintaining Supporting Processes Reports and Dashboards Sage People displays the Save Report page: 5. Complete the fields as follows: Report Name Report Description Report Unique Name Report Folder Text. Your name for the report Text. A description that will help you identify the report in the future. Automatically created by Sage People, derived from the Report Name. Picklist. Select the picklist and select the folder where you want to store the report. 6. Select Save & Return to Report to save the report and go back to customize it in the way that you want. To build a custom report from scratch: 1. Select the Reports tab. Sage People displays the Reports & Dashboards Home page. 2. Select New Report... Sage People displays the Create New Report page. 3. In Select Report Type select to expand Other Reports: 4. Scroll through the list or use Quick Find to find and select the category you wish to report on. Sage

230 Maintaining Supporting Processes Reports and Dashboards 5. With the report category selected, select Create: Sage People displays the Report Preview screen where you can build your report. 6. Select the format picklist and select the table format you want to use: Tabular reports Summary reports Matrix reports The simplest and fastest way to view data. A tabular report is similar to a spreadsheet, with an ordered set of fields in columns and the matching records displayed in rows. Similar to tabular reports with the added ability to group rows of data, view subtotals, and create charts from the data. For example, use a summary report to group tasks by week or by team member, or recruitment applications by stage in the recruitment process. A way of summarizing large amounts of data in a grid. For example, use a matrix report to compare values by two different categories of information. Joined reports A way of creating multiple report blocks providing different views of your data. Each block of reports can have its own fields, columns, sorting and filtering. Use a joined report to combine data from different report types. You cannot use joined reports for dashboards, and export to Excel is restricted to Printable View. Joined reports are automatically available in all new or updated orgs. If your existing org has not been upgraded recently you might need to enable the Report Builder Upgrade so that you can use joined reports. To enable the upgrade: From your User menu select Setup and go to App Setup > Customize > Reports & Dashboards > User Interface Settings. Select the checkbox to Enable Report Builder Upgrade. The preview changes to show the format you have selected. Sage

231 Maintaining Supporting Processes Reports and Dashboards The left panel includes the fields available for your report based on the report category you selected: Select to expand the field list: 7. Using the list of available fields displayed in the left panel, select the information you want to include in your report by dragging and dropping fields onto your report preview. For a Summary report: o Each field dropped onto the main preview area or column heading row adds a new column. o To use a field as a summary row - a grouping - drop the field onto the zone marked Drop a field here to create a grouping. Sage

232 Maintaining Supporting Processes Reports and Dashboards Use the picklist next to the column name to control the way the column is used, or to remove a column if you change your mind: You can also remove a column from your report preview by dragging and dropping back to the field list. 8. To add filters to enable you to drill down to show matches to a particular criterion, select the Filters Add picklist and select the type of filter you want to add: Sage People displays a filter builder for the type of filter you want to add. Use the picklists to build your filter and select OK. Sage

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

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

235 Maintaining Supporting Processes Reports and Dashboards Running a Pre-Defined Dashboard Dashboards are used to display the data from custom reports in graphical form: Sage People includes a number of pre-formatted dashboards (see page 194) including: Performance Management Talent Management Training and Development Vacation and Absence Management Salary Planning To display a pre-formatted dashboard: 1. Select the Dashboards tab. 2. Select the Find a dashboard... picklist and select the dashboard you want to display: The dashboard is displayed. Sage

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

237 Maintaining Supporting Processes Reports and Dashboards 5. Select Save. Sage People displays the Save Dashboard dialog: 6. Complete the fields as follows: Title Dashboard Unique Name Save to Text. Your name for the Dashboard Automatically created by Sage People, derived from the Dashboard Title. Picklist. Select the picklist and select the folder where you want to store the report. 7. Select Save. To build a Dashboard from scratch: 1. Select the Reports tab. Sage People opens the Reports and Dashboards Home page. 2. Select New Dashboard...: Sage People opens the Dashboard builder: You are now going to: o Add the dashboard components - the charts and tables that make up your Dashboard. o Specify the report supplying the data for each component. o Organize the Dashboard layout and the way you want the components to behave. Sage

238 Maintaining Supporting Processes Reports and Dashboards 3. Select a Dashboard component from the left panel, drag and drop it into position in the main panel: 4. Select the Data Sources tab in the left panel, select Reports, and select the report you want to use to provide the data for the component you just added to the Dashboard. Drag and drop the report onto the component: Sage

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

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

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

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

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

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

245 Maintaining Supporting Processes Reports and Dashboards Edit Custom Dashboards To edit an existing Dashboard: 1. Select the Dashboards tab. 2. Select the Find a dashboard... picklist and select the dashboard you want to modify: The dashboard is displayed. 3. Select Edit: Sage People opens the Dashboard builder for the Dashboard you selected. 4. Follow the guidance given in Building a Custom Dashboard (see page 236) to make the changes you want. Sage

246 Maintaining Supporting Processes Using Libraries Using Libraries Sage People uses libraries to store reusable records, with each library dedicated to one type of content: The Job Library (see page 247) stores groups of data fields that are set when a Team Member is assigned to a job. The Job Profile Library (see page 256) stores the lists of skills and competencies required for each job type. Job profiles are typically used for competency assessments, career planning, and succession planning. The Job Descriptions Library (see page 259) stores text descriptions of jobs. These are used to pre-fill job descriptions set by managers and team members. The Scales Library (see page 260) stores rating scales for skills, competencies, and metrics. The Skills Library (see page 264) stores skills with links to the scales used to measure them, to the job profiles that identify them as job needs, and to the Team Members who have had the skills identified as development needs. The Competency Library (see page 266) stores competencies for assessments and development needs. The Metrics Library (see page 268) stores items that are measured for a Metrics Review. Items are numbers, scales, or text. The Training Library (see page 273) stores lists of training options, with each one linked to the skills and competencies it develops. Training options are suggested when entering a development need for skills and competencies. The Template Library (see page 276) stores the templates used to create multiple, reusable varieties of Performance Review. Template driven reviews can be used in parallel with legacy, non-template reviews. The Constraint Library (see page 276) stores the conditional controls - constraints - that can be applied to Templates. The Work Location Library (see page 277) stores the details associated with defined locations associated with your organization, for example, country, address, a work location manager, an action role. Sage

247 Maintaining Supporting Processes Using Libraries The Job Library The Job Library stores data fields associated with defined jobs. Each job is stored in the Job Library as a Job Library Item. Each Job Library Item is an active template, enabling standard values to be set and maintained for Team Members who are assigned to one of the stored jobs. The Job Library typically stores values for: Job Title Grade Salary Band Job Profile Function You can extend the list of stored values with more fields if you need to apply them consistently to Team Member and Employment records. The Job Library is useful if your organization has a set of predefined jobs; when you assign a job to a Team Member, all fields stored for that job are copied to the Team Member. Any changes you make in the Job Library to values stored for a job are automatically applied to all Team Members linked to that job. Job Library Items can also be linked to Job Descriptions, enabling automated allocation of linked Job Descriptions when a Team Member changes jobs (see page 252). Creating a New Job Library Item To create a new Job Library Item: 1. Select the Job Library tab. Sage People displays the Job Library Home page. 2. Select New Job Library Item: Sage

248 Maintaining Supporting Processes Using Libraries Sage People displays the Job Library Item page: 3. Complete the fields as follows: Job Library Item Job Title Grade Salary Band Job Profile Function Job Description Library Item A unique code or label for this item. Make Job Library Item a required field to ensure it always contains a meaningful and valid Job name. If left blank, Sage People inserts a 15 character alphanumeric code. To make the field required you need access to Setup. Then follow these steps: a. Go to App Setup > Create > Objects and select the Label for Employment Record. b. Go to the Field Sets Related List and select Edit for the Job Library Field Set. c. In the Field Set, select the Job > Job Library Item field. d. Select Properties. e. In the Field Set Item Properties dialog, select Required. f. Select OK to save your change and close the dialog. A red star is added to the Job Library Item in the Field Set to indicate a required field. g. Select Save to save your change and close the Field Set. Text. The name you want to apply to the job. Picklist. Select a grade in line with your organization's requirements. Picklist. Select a salary band in line with your organization's requirements. Picklist. If you maintain a Job Profile library, job profiles are listed for you to select. Text. A brief statement of job function. The Job Description Library Item you want to link to this Job Library Item. Select Job Description Library Item Lookup, find and select the Job Description you want. You can select from all active Job Descriptions - those that have not been activated are not listed. Job Library Items linked to Job Descriptions are listed in the Job Library Related List on the Detail page for the Job Description Library Item. You can subsequently change the values entered here, but remember that any changes you make are automatically copied to all Team Member records linked to the job. Sage

249 4. For the Effective Date: Maintaining Supporting Processes Using Libraries o If you are creating a new job library item you can enter a date from which you want the job to be available. o If you are correcting a job library item, leave Effective Date blank. o If you are changing the job because of a re-evaluation, enter an effective date from which the re-evaluation takes effect. Entering an effective date creates a new record for the Job History of all Team Members linked to the job. 5. Select Save. Adding Job Needs to a Job Profile Job Needs are used to define the requirements of a job. A Job Need can be a competency, indicator, metric, or skill, and when associated with a Job Profile you can use them to drive a Competency Assessment or a Metrics Review. To add Job Needs to a Job Profile: 1. Select the Job Profiles tab to display the Job Profiles Home page. 2. On the Job Profiles Home page, select the Job Profile Name you want. Sage People displays the Job Profile Detail page. 3. On the Job Needs Related List, select New Job Need. Sage People displays the New Job Need page for you to select the Job Need Record Type: Sage

250 Maintaining Supporting Processes Using Libraries 4. In Record Type of new record select the picklist and choose the type of Job Need you want to add: Competency Need Add a Competency Need to make all Indicators associated with the Competency available as assessment criteria in Competency Assessments using this Job Profile. a. Select Continue to display the Job Need Edit page: Indicator Need b. Select Competency Library Item Lookup, find and select the Competency you want to add. c. Select: Save to add the Competency and display the Job Need Detail page. Save & New to add the Competency and return to the Select Job Need Record Type page. Cancel to discard your changes and return to the Job Profile Detail page. Add an Indicator Need to make it available as an assessment criterium in Competency Assessments using this Job Profile. a. Select Continue to display the Job Need Edit page: b. Select Indicator Library Item Lookup, find and select the Indicator you want to add. c. Add a Required Score if you want to specify a minimum required level for someone in this role. d. Add an Ideal Score if you want to specify a target level for someone in this role. e. Select: Save to add the Indicator and display the Job Need Detail page. Save & New to add the Indicator and return to the Select Job Need Record Type page. Cancel to discard your changes and return to the Job Profile Detail page. Metrics Need Add a Metrics Need if this Job Profile (see page 271). Sage

251 Maintaining Supporting Processes Using Libraries Skill Need Add a Skill Need to enable this Job Profile to be used as a basis for Team Member comparison, for example when running a skill search. a. Select Continue to display the Job Need Edit page: b. Select Skill Library Item Lookup, find and select the Skill you want to add. c. Add a Required Score if you want to specify a minimum required level for someone in this role. d. Add an Ideal Score if you want to specify a target level for someone in this role. e. Select: Save to add the Skill and display the Job Need Detail page. Save & New to add the Skill and return to the Select Job Need Record Type page. Cancel to discard your changes and return to the Job Profile Detail page. Linking a Job in the Job Library to a Team Member Linking jobs to Team Members is normally a task for the HR Manager, typically as part of the onboarding process when entering a new employee's details, or as part of a job change for an existing employee. To link a job from the Job Library to a Team Member: 1. Select the Team Member tab. Sage People displays the Team Member Home page 2. Select a View that displays the Team Member you want to link to a Job. 3. Select the Team Member name. Sage People displays the Team Member Detail page. 4. At the top of the Team Member Detail page select Edit. Sage People displays the Team Member Detail Edit page. 5. Scroll down to the Employment Details section. 6. In Job use Job Lookup to search for the Job in the Job Library. Select the Job you want to link to the Team Member. When a Job in the Job Library has been linked to a Team Member: Any changes to the values of the fields stored for a Job in the Job Library are automatically applied to the Employment records of all Team Members linked to that Job. This ensures that all linked Team Member records are kept in step with an evolving Job held in the Job Library. Any changes made to individual Team Member Employment records that affect fields held for the Job in the Job Library are applied just to that Team Member. But if a subsequent change is made to the Job in the Job Library, all Job Library fields are re-applied to linked Team Members, over-writing any individual Team Member changes you have made. Sage

252 Maintaining Supporting Processes Using Libraries Linking a Job Library Item and Job Description You can link a Job Library Item to a Job Description. Follow these steps: 1. To enable you to select a Job Description to link to a Job Library item, add the Job Description Library Item field to the Job Library Item Detail and Edit pages: Add the Job > Job Description Library Item field to the Employment Record > Job Library Field Set: a. Go to Setup > App Setup > Create > Objects. b. Select the Label for Employment Record. c. Go to the Field Sets Related List and select Edit for the Job Library Field Set. d. In the left panel select Job. e. Drag and drop the Job Description Library Item field into the Field Set. f. Select Save. Next time you view or create a Job Library Item (see page 247), the page includes the Job Description Library Item field. Sage

253 Maintaining Supporting Processes Using Libraries 2. To enable you to see which Jobs are linked to a Job Description, add the Job Library Related List to the Job Description Detail page: a. Go to Setup > App Setup > Create > Objects. b. Select the Label for Job Description Library Item. c. Go to the Page Layouts Related List and select Edit for the Job Description Library Item Layout. d. In the left panel select Related Lists. e. Drag and drop the Job Library Related List onto the page layout. f. Select Save to save the Page Layout. g. If prompted to overwrite users' Related List customizations, select Yes. Sage

254 Maintaining Supporting Processes Using Libraries 3. To enable you to see the links between all Job Library Items and Job Descriptions on a single page, add a Job Description column to the Job Library home page: a. Go to Setup > App Setup > Create > Objects. b. Select the Label for Job Library Item. c. Go to the Search Layouts Related List and select Edit for the Job Library Tab. d. In the list of Available Fields select Job Description Library Item and select Add to move the field to the list of Selected Fields. e. Use the Up and Down arrows to position the field where you want it in the table. f. Select Save. Sage

255 Maintaining Supporting Processes Using Libraries 4. To enable you to change the Job Library Item for a Team Member, and any linked Job Description automatically at the same time, ensure the Job field is included on the Team Member Job Change edit page: Add the Job field to the Employment Record > Job Change Field Set. The Job Change Field Set holds editable fields displayed to the HR Manager when changing job details for a Team Member. a. Go to Setup > App Setup > Create > Objects. b. Select the Label for Employment Record. c. Go to the Field Sets Related List and select Edit for the Job Change Field Set. d. Drag and drop the Job field into the Field Set. e. Select Save. Next time you select Change Position (see page 87), the page includes the Job field. a Sage

256 Maintaining Supporting Processes Using Libraries The Job Profile Library The Job Profile Library stores the lists of skills, competencies, indicators and metrics required for each job type. Each Job Profile is defined in terms of the needs of the job, where a need can be: A specific competency, such as initiative, or managing customers. An indicator for a specific competency, such as coming up with practical ideas to solve problems as an indicator of initiative. Indicators can also be used directly to help define a job profile and do not have to be assigned to a competency. A specific skill, such as delegation or coaching. A metric, such as a measure of productivity for a production line worker. Use Job Profiles as the basis for Competency Assessments or Metrics Reviews - an assessment or review uses the job needs defined in the Profile as the qualities to be measured. The competencies, skills, and metrics are stored as separate items in the competencies, skills, and metrics libraries. Sage

257 Maintaining Supporting Processes Using Libraries Creating a New Job Profile To create a new job profile: 1. Select the Job Profile Library tab. Sage People displays the Job Profile Library Home page. 2. Select New Job Profile: Sage People displays the New Job Profile page: Sage

258 Maintaining Supporting Processes Using Libraries 3. Complete the fields as follows: Field Job Profile Name Family Level Active Description Mandatory. Enter a name for the Job Profile. Optional. Text, up to 255 characters. The Job Family where the Job Profile sits. Job Families are groups of related Job Profiles, typically with similar competencies, indicators, skills, or metrics. If your organization uses Job Families, enter the name of the Family. Optional. Text, up to 80 characters. The level of the job within the Family. A Job Family can contain related Job Profiles at several different levels. If your organization uses Job Families with multiple Levels, enter the name of the Level. Checkbox. Check to make this job profile visible to those completing a Competency Assessment or Metrics Review. Form Definition fields If you are using this Job Profile for Competency Assessments, complete the Form Definition fields to assign the predefined HCM Forms to be used by the multiple assessors. Complete just those fields for the Forms to be used. Select Lookup predefined Form Definition. Start Form Definition Self Form Definition Manager Form Definition Colleague Form Definition Mentor Form Definition Direct Report Form Definition Customer Form Definition for each field to find and select the The HCM Form Definition used to request assessors before starting a Competency Assessment. The HCM Form Definition used by the Team Member to complete their own, self assessment. The HCM Form Definition used by the Team Member's manager to complete an assessment. The HCM Form Definition used by the Team Member's peers to complete an assessment. The HCM Form Definition used by the Team Member's mentor(s) to complete an assessment. The HCM Form Definition used by the Team Member's direct reports to complete an assessment. The HCM Form Definition used by customers - internal or external - to complete an assessment of the Team Member. Other Form Definition The HCM Form Definition used by assessors not classified as one of the alternative categories. 4. Select: o Save to save and close the Job Profile Edit page. o Save & New to add another Job Profile. o Cancel to discard your edits and return to the Job Profile Home page. When you have saved the Job Profile, the Job Needs related list is displayed below the new Job profile: 5. Select New Job Need and add the skills, competencies, and indicators relevant to the new profile (see page 249). Sage

259 Maintaining Supporting Processes Using Libraries The Job Description Library The Job Description Library stores text descriptions of jobs. A stored job description can then be used by managers and Team Members to pre-fill details for a newly created job. You can link a Job Description to a Job stored in the Job Library. To add a new Job Description: 1. Select the Job Descriptions Library tab. Sage People displays the Job Descriptions Library Home page. 2. Select New Job Description Library Item: Sage People displays the Job Description Library Item page: 3. Complete the fields as follows: Field Title Grade Key Responsibilities Description Enter the job title. An optional grade at which the job operates. Select the picklist and select the grade for the job if required by your organization. Enter a free text summary of the job. Use the text controls to format your description to make it easier to read and understand. Options section Active Checkbox. Check to make this job description available for use. Active Job Descriptions are added to Job Description Lookup and can be linked to Job Library Items (see page 247); inactive Job Descriptions cannot be linked. 4. Select Save to save and close the Job Description Library Item page, Sage

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

261 Maintaining Supporting Processes Using Libraries To add a new scale: 1. Select the Scales tab. Sage People displays the Scales Home page. 2. Select New Scale: Sage People displays the New Scale page: 3. Complete the fields as follows: Field Description Information section Scale Name Format Enter a name for the new scale to be used throughout Sage People. The format to be used when displaying the scale for a skill, competency, or metric. Select the picklist and select from: Vertical Radio Buttons Horizontal Radio Buttons Has Comments Permit No Response Lowest First Drop Down Menu Checkbox. Check to enable comments to be entered with a response. Does not apply to a scale when used for Metrics Review. Checkbox. Check to allow assessors not to respond to this scale. Does not apply to a scale when used for Metrics Review. Checkbox. Check to order the rating scale with the lowest value first, that is at the top of the list or on the left. Does not apply to a scale when used for Metrics Review. Sage

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

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

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

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

266 Maintaining Supporting Processes Using Libraries The Competency Library The Competency Library stores competencies for assessments and development needs. To create a new competency: 1. Select the Competency Library tab. Sage People displays the competency Library Home page. 2. Select New Competency Library Item: Sage People displays the New Competency Library Item Edit page: 3. Complete the fields as follows: Field Competency Prompt Area Description Level Order Description A name for the competency. A brief description of the competency to be displayed as a prompt when entering an assessment of the competency in an online questionnaire. The name of the group hosting the competency. Enter the name of the Area if these are used by your organization. A text description of the competency. This is typically an expanded version of the content of Prompt. The level of this competency within a job family. Enter a level if these are used by your organization. A number assigned to the competency to control the order in which it is displayed in an online questionnaire. 1 for first, 2 for second and so on. Sage

267 Maintaining Supporting Processes Using Libraries Picture The unique identifier for an image associated with this competency. Pictures can be displayed next to the competency, for example in the WX Recognition process. Pictures must be available to your Sage People org. 4. Select: To use an image you already have available in your org, navigate to the image and copy the unique identifier. Paste the identifier in Picture. To use a new image: a. On the Competency Library Item go to the Notes & Attachments Related List. If Notes & Attachments is not displayed, go to Edit Layout, select Related Lists and drag and drop Notes & Attachments into place. b. Select Attach File. c. Find and select the image file you want to use. d. When the file has loaded, select Done. The file is added to Notes & Attachments. e. Select View in the Action column for the file. Sage People displays a preview of the file. f. In the address bar of the preview window copy the unique identifier for the file from the URL. This is the string of characters following the file= fragment, for example 00P hwxn. g. Paste the unique identifier for the file in Picture. o Save to save and close the New Competency Library Item Edit page. o Save & New to add another competency. Sage

268 Maintaining Supporting Processes Using Libraries The Metrics Library The Metrics Library stores items that are measured for a Metrics Review. Metrics can be: Number The library stores: o The minimum and maximum values permitted for the number. o A required value. o Any margin between the required value and the rating needed to earn an Achieved rating. When conducting a Metrics Review, a manager must enter a value for the metric between the minimum and maximum values. Entered values are also assessed against the required value and the optional margin, and can be marked: o Achieved - above required + margin. o Partially Achieved - within the margin above the required value. o Not Achieved - below the required value. Scale The library stores: o The options available on the scale. o A required level. o Any margin between the required level and the rating needed to earn an Achieved rating. When conducting a Metrics Review, a manager must select one of the available options. Selected options are assessed against the required level and the optional margin, and can be marked: o Achieved - above required + margin o Partially Achieved - within the margin above the required level. o Not Achieved - below the required level. Text Text metrics require a text comment from the manager at review time. Sage

269 Maintaining Supporting Processes Using Libraries To add a new metric: 1. Select the Metrics Library tab. Sage People displays the Metrics Library Home page. 2. Select New Metrics Library Item: Sage People displays the New Metrics Library Item Edit page: 3. Complete the fields as follows: Metrics Library Item Name Area Active Description Measure A unique name for the metric. Not used. Checkbox. If checked this item can be used in Metrics Reviews. A brief description of the metric. Picklist. Select from: Text Number Scale Scale The controlling scale for Required Level. Scales are stored in the Scale Library. Use Scale Lookup to find and select the correct scale for this metric. Sage

270 Maintaining Supporting Processes Using Libraries Minimum Maximum Required Value Margin Required Level Order Number. For a Number measure, the lowest permitted value that can be entered by a manager when conducting a Metrics Review. Number. For a Number measure, the highest permitted value that can be entered by a manager when conducting a Metrics Review. For a Number measure, the lowest value a Team Member needs to be awarded to avoid a Not Achieved rating. Required Value applies as a default to this Metric Library Item and is overriden by a value specified for a Job Need associated with a Job Profile (see page 271). For a Number measure, the separation between the Required Value and the value a Team Member needs to earn an Achieved rating. Scores above the Required Value and within the additional margin value earn a Partly Achieved rating. For a Scale measure, the separation between the Required Level and the level a Team Member needs to earn an Achieved rating. Scores above the Required Level and within the additional margin earn a Partly Achieved rating. For example a number measure set up with these values: Minimum 10 Maximum 80 Required Value 40 Margin 10...gives these results: Team Member score: below 40 = rating Not Achieved Team Member score: 40 to 49 = rating Partly Achieved Team Member score: 50 and above = rating Achieved For a Scale measure, the level a Team Member needs to be awarded to get an Achieved rating. Use Required Level lookup to find and select the level from the appropriate set of scale responses. These are the responses associated with the Scale in the Scale Library. Required Level applies as a default to this Metric Library Item and is overridden by a level specified for a Job Need assigned to a Job Profile (see page 271). The order in which you want this metric to be displayed on the Team Member Metric Review page, relative to other metrics. 4. Select Save to save the item and close Metrics Library Item Edit, or select Save & New to save the item and create another. Sage

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

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

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

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

275 Maintaining Supporting Processes Using Libraries To link Training items to competencies: 1. Open the training item you want to link to a competency. 2. Go to the Competency Training Options related list. 3. Select New Competency Training: Sage People displays the New Competency Training page: 4. Select Competency Library Item Lookup to find and select the competency to which you want to link this training item. 5. Select: o Save to save and close the Competency Training Edit page. o Save & New to link the training item to another competency. Sage

276 Maintaining Supporting Processes Using Libraries The Template Library The Template Library stores the templates used to create Performance Reviews (see page 165). Each template records the fields you want to appear on reviews based on it, with the option to mark fields as mandatory. An organization can have multiple active templates, with each template used to create a Review for a different target audience, for a different point in the business year, or for on a date related to an employee's start date or probation end date. Templates can be versioned as your processes or requirements change. Earlier template versions and all reviews based on them are preserved as generated, ensuring the integrity of historical reviews. You can apply Constraints to templates, enabling you to control when a template can be used (see page 169). Constraints are stored in the Constraint Library (see page 276). The Constraint Library The Constraint Library stores the conditions applied to Templates (see page 169). Each constraint defines a start date or an end date, or both start and end dates to control when an associated template can be used. All conditions applied in a single constraint must be satisfied for the constraint to apply. Multiple constraints can apply to a single template, in which case the template can be used when any of the constraints is satisfied. Templates are stored in the Template Library (see page 276). Sage

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