People Inc FAQ – The Action List

Feb 28
2014

Overview

The Action List screen is designed to enable users to record and manage a centralised list of actions securely within the People Inc. system. Each action can be related to a particular record in the database, or they can be independent. Actions can be viewed on screen or printed using reports. Actions can be prioritised, can be given deadlines and can be categorised. The status of an action enables users (and managers) to monitor progress, even keep detailed notes against each action. Actions can be allocated to particular users, and can be added by one user for another if required.

Types of Action

There are 2 types of actions: independent actions and linked actions. Independent actions are entered directly into the Action List screen and are not related to information in other areas of the system. Linked actions are each associated with a specific record elsewhere in the People Inc. database.

If an action is linked to a record in the database, the action can be seen when this record is being viewed. Furthermore, when users are looking at a linked action list record in the Action List screen itself, they can open the associated data-record by using a button on the Action List screen.

The Action List Screen

The Action List screen displays all the actions recorded in the database. Records are added and maintained in the same way as the other data screens (these records will be independent actions, i.e. not linked to records elsewhere in the system).

The Action List Screen

ActionList List View

Double-clicking on an entry displays that entry in detail

ActionList DetailView

 An Action in Detail

To add an independent action, add a new record and complete the details on the Action List screen.

Using the Action List Screen

Users can apply filters to enable them to view selections of records (based on category, user, planned date, etc.). For example, the user may wish to display a list of their actions that are planned for the coming week. It is also possible to set a particular filter as the default filter for that user (as is the case with other data screens). Users can also search for a particular action using the filter/search panel on the Action List screen.

Running reports provides users with printed action-lists to work from. A number of standard reports are provided with the system. The user can add to these (or modify the existing reports). The reports can be run from the Action List screen itself.

If they wish, a user can set the Action List screen to auto-start when they log into People Inc. (applying a default filter that displays their actions for the coming week for example). To set the action list or in fact any other screen as the Auto start screen, go to the management console and right click on the Action List. Select All Tasks and then select Auto Start. Once this is done, the Action List screen will open each time that user opens People Inc.

Actions that are related to a record in the database can be viewed and managed from the data record itself. For example, it is possible to associate a number of actions with an individual employee record. This is done from the employee screen by first navigating to the appropriate employee record, and then selecting the Action List tab (at the top of the screen).

The Actions Associated with an Employee

ActionList List View 2

Using this feature, it is possible to maintain a full history of events associated with individual employees. This list of events can be viewed on the screen, or printed using a report (from the report drop-down list on the employee screen).

Employee Action List Report

ActionList Report

Actions can be automatically created in a screen using a trigger. For example, it is possible to configure the system to automatically add an action to remind the user to formally discuss the end of an employee’s probationary period (based on the end of probation date). This action will be associated with the employee record and will be listed in the actions for that on the Action List tab on the employee screen.

Actions created from this screen will automatically be associated with this employee. These actions will however, appear together with all the other actions held in the system in the main Action List screen. When viewing the actions from the main Action List screen, if an action is linked to a data record elsewhere in the system, by clicking on the Show Data button (last button on the bottom button bar), the user can view the data record to which the action is linked. This enables users to look up associated information before they complete the action (telephone number for example).

Actions can of course be linked to other data in the system. For example, actions can be linked to a course record, to a vacancy, to an individual absence entry (or medical, or disciplinary record). These actions are all accessible from the main action list, and from the individual data record, and (as with the employee example above) a link is maintained between the records so that the user can jump from the Action List entry to the linked data record.

DOWNLOAD THIS FAQ

If you require any additional information please contact AgathonHR by phone 01242 663974

Or by emailing helpdesk@agathonhr.co.uk

Exporting PI Reports

Feb 03
2014

Exporting a People Inc. Report into Microsoft Excel

There are times when you need to use information recorded in People Inc. in another software package such as Excel so you can edit or user for external calculations for example.

 

To export a report into a different format such as Excel, follow these simple instructions.

1. Open the report you wish to export

2. Click the Print Icon on the toolbar - This opens the Print Options screen

3. Tick the PRINT TO FILE option

4. Choose the Type of document you wish to export to (XLS Data File)

5. Choose where to save the document and press OK

6. Open Excel to edit the data

 

NOTES:

  • An Excel Data file removes any formatting such as headers and footers so you can manipulate the data without having to rearrange columns etc.
  • An Excel Report File keeps exports the data as it appears on your report.
  • You can also export reports to PDF’s, Word Documents by choosing a different option in step 4.

 

 

 

 

 

 

 

 

 

 

 

If you require any additional information please contact AgathonHR by phone 01242 663974 or by emailing helpdesk@agathonhr.co.uk

Year End Maintenance – Part 5

Dec 18
2013

 

We have now reached Step 5 in the End-of-Year process – closing the absence allowances for 2013. This is the final step.

We are sending this through now to enable you to plan your approach to managing the year-end, but please note: You should not close your absence allowances for 2013 until all the bookings have been made and your 2013 absence records are complete.

There are a number of steps that you might take to prepare for year end;

  • Step 1: Make sure Bank Holidays for 2014 are recorded within People Inc.
  • Step 2: Replicate the 2013 holiday allowances in 2014
  • Step 3: Review 2014 holiday allowances (and look for any missing entries)
  • Step 4: Check 2013 bank holidays and review the 2013 allowances

The last step in this process is to close all of the 2013 Absence Allowances in your system using the General Absence wizard. Once again, you should NOT do this until all of your holiday and absence records for 2013 are up-to-date within People Inc. This can be done at any point during the first few months of 2014.

Step 5: Close all the Absence Allowances for 2013

Please refer to the ‘General Absence Wizard’ section on page 4 of the attached document. This section talks you through how to use the wizard (which is a standard wizard in People Inc.) to close the currently open Absence Allowances in your People I3nc. system. The document also provides a summary of the standard Year End process in case there is anything you may have missed.

Download attachments here:

Year End Process – Summary

Year End Maintenance – Part 4

Dec 17
2013

We have now reached Step 4 in the End-of-Year process…

  • Step 1: Make sure Bank Holidays for 2014 are recorded within People Inc.
  • Step 2: Replicate the 2013 holiday allowances in 2014
  • Step 3: Review 2014 holiday allowances (and look for any missing entries)

The next step in this process is to check the 2013 Bank Holidays held in your system. This list must (of course) be complete. In this step you can also check the allowance details for 2013 (to make sure that these take the Bank Holiday entries into consideration). We have also provided a summary report for individual employee allowances and absence bookings – an individual ‘statement’ (so that these can be sent out to individuals).

  • Step 4: Check 2013 bank holidays and review the 2013 allowances

To help you with step 4, I have attached 3 report definitions for you to use in your copy of People Inc.

  • The first checks the 2013 Bank Holidays for each company in the People Inc. system.
  • The second lists basic details for all employees’ allowances for 2013, grouped and searchable by department (it will include leavers in 2013).
  • The third lists details about each employees’ allowances and absence bookings for 2013 (an individual ‘Absence Statement’ for employees), these can be searched by employee or department.

I have once again included examples of these reports and how they look in my system. You will need to import the report definitions into your system before you can run them (do not try to double-click on the file!).

Once you have the report definitions in your system, please open the attached document; this talks you through how you use these to check your data. If when you run the Bank Holidays report, the details for each company are correct/complete, you can move straight on to the next step. If not, you will need to update/add Bank Holiday records and wait for the overnight job to run to update allowances to reflect the changes.

If you would like me to send this through to other people within your organisation please let me know and I will add their details to my mailing list.
Download attachments here:

Reports.zip
Review Absence Allowances for 2013 Report

 

Year End Maintenance – Part 3

Dec 10
2013

Last week I sent through some information about setting up holiday allowances in People Inc. for 2014, based on those employees allocated allowances in 2013. There are a number of steps that need to be taken at the end of the holiday year to prepare the system for absence management in the coming year, this was Step 2.

  • Step 1: Make sure Bank Holidays for 2014 are recorded within People Inc.
  • Step 2: Replicate the 2013 holiday allowances in 2014

The next step in this process is to see whether there are any absence allowances for 2013 that did not start on 1st of January (in People Inc. all allowances should start on the same date and run for 12 months, regardless of individual employee start-dates). In some cases the allowances may have been added with a start date that matches the employee’s start date (you should not do this in People Inc.)

  • Step 3: Review 2014 holiday allowances (and look for any missing entries)

If you find that you have allowances starting on other dates, you will need to change their start date to 01/01/2013, and then go back to Step 2 and set up allowances for these employees for next year. This is because these allowances will have been ignored by the process we described in previous step (the filters we used in the previous step only take into account those with allowances that started 01/01/2013). Note that the system will automatically pro-rate allowances based on the employee start-date even when the start date for the allowance is set to the beginning of the year. This means that it will not affect their 2013 allowance if you change the date.

To help you check this, I have attached 2 report definitions for you to use in your copy of People Inc.:

  • one of which shows you all of the absence allowances that have been created for 2014 in the previous step,
  • the other will show you any allowances in 2013 that started after the 1st January.

I have once again included examples of these reports and how they look in my system. You will need to import the report definition into your system before you can run them (do not try to double-click on the file!).

Once you have the report definitions in your system, you will need to run them both and check the results. A document that talks you through the process has been attached to this email. If when you run the 2013 report it is blank, you will only need to refer to the first 2 pages of the document (this will make the process a lot simpler).

If you would like me to send this through to other people within your organisation please let me know and I will add their details to my mailing list.
Download attachments here:

Absence Allowances after 01/01/2013 TEMPLATE
Absence Allowance for 2014 TEMPLATE
Checking Absence Allowance for Next Year Report
Absence Allowances for 2014 Report
Allowances starting after 01/01/2013 Report

 

Year End Maintenance – Part Two

Dec 05
2013

Recently I sent through some information about setting up bank holidays in People Inc. for 2014. There are a number of steps that need to be taken to prepare the system for absence management and this was step 1.

The next step in this process is to see who has been allocated which absence allowances over the past year, and to set up these allowances for them for next year.

I have attached 2 report definitions for you to use in your copy of People Inc.; the first shows you a simple count of employees that have been allocated each allowance, the second report shows you this information in more detail, including the names of the employees, their current department, and how many days remain in their allowance.

It is important to note that this report will not include employees who have a leaving date that is before the end of this year because they will not need absence allowances next year. It will also not include any absence allowances that are assigned automatically because you do not need to assign allowances for these categories (the system does this automatically when you add absence bookings).

You will need to import the report definitions into your system before you can run them (do not try to double-click on the file!). I have attached the FAQ that details how to import report definitions in case you are unfamiliar with this process.

There are also examples attached that show you how this report looks when I run it on my system (you may find that you have more rules assigned, and you may have numerous ones for the same category (like holiday)).

Once you have these reports in your system, you will need to assign the absence allowances to the same employees using the ‘Assign Absence Allowances’ wizard.

In order to help make this process easier I have attached the first filter to be used in your employee screen. The ‘Assign Absence Allowances’ wizard uses filters to apply the new allowance to the same employees as last year.

A document that talks you through the process has been attached to this email. If when you run the report only one absence allowance is listed, you will only need to refer to the first 2 pages of the document (this will make the process a lot simpler).

If you would like me to send this through to other people within your organisation please let me know and I will add their details to my mailing list.
Download attachments here:

Absence Allowance 2014 (Count) Report Example
Absence Allowance 2014 Report Example
Employees with Allowance in 2013 Template
Absence Allowance reqd in 2014 (count) Template
Absence Allowance reqd in 2014 Template
Instructions for importing report templates

 

Year End Maintenance – Part One

Dec 05
2013

As the days get shorter and the end of the year approaches, it is time once again to make sure that People Inc. has been set up ready for you to manage holidays and absence next year (absence allowances and bank holidays need to be created in the system for 2014).There are a number of steps that need to be carried out to ensure that the system is ready for next year, the first of these is setting up bank holidays for all Companies in the system.

I have attached a report definition for you to use to list all of the bank holidays that are currently in place for each company in your copy of People Inc. This will show you where the gaps are that need filling. You will need to import the definition into your system before you can run it (do not try to double-click on the file!). I have attached the FAQ that details how to import report definitions in case you are unfamiliar with this process.

There is also an example of how this report looks when I run it on my system – note that (in this example) the first company has a full list of English bank holidays, and the second company has none recorded yet.

This is just the first step; in the coming weeks, I will be sending out more information on how to make sure you are ready for managing absence in 2014.

Download FAQ’s and relevant documents here:

Instructions for importing a Report Template
Bank holidays report template
Bank Holiday Report Example

 

 

 

 

Fixing Locked User Sessions

Jun 14
2013

Introduction

There are occasions when a user’s computer is not shut down properly or the network connection is lost. This can result in a user’s session getting ‘locked’. This can in turn result in the computer stating that too many People Inc. users are logged in. In this case, the sessions need to be manually
terminated. The steps below detail how to do this.

Closing or terminating a Session

This needs to be performed in the System Administration Module using the User Session Maintenance option. This is under Management > System Maintenance > All Tasks (see below).

MC - End User Session Maintenance

 

The User Session Maintenance screen will give the user a list of all current users that are logged in and which application they are using. The user will need to identify which sessions are no longer needed using the User, Computer Name and Duration fields. To terminate the selected session(s),
use the minus button at the top left.

 

Advanced Report Features in People Inc.

Apr 24
2013

Adding a drop down list to an Auto-Search item

We are often asked how to convert the field box on a Search item on the Auto-Search screen into a drop down list. This is because as many users will have experienced when searching for something within the auto-search you have to be exact or no results are displayed. This really becomes a problem when searching for something such as a specific course title for example, where the title can be quite long.

To explain how to set this up we have created a simple report which shows a phone list by department which uses an Auto-Search on Department.

The first step is to set up the report as usual, choosing the following options:

  • Screen = Employees
  • Fields = Current Department, Full Name and Home Telephone
  • Search = Current Department = (Leave open and choose auto-search option)
  • Sort = Current Department, Surname then Firstname

Once this is done and the layout has been designed, we can now add our drop down list to the Department Auto-search.

On the Data Screen:

  1. File>New
  2. SCREEN = Employees
  3. FIELD (what will appear in list) = Current Department
  4. GROUP = Current Department
  5. SORT = Current Department
  6. Enter the name of the query ending with the word PICKLIST- I.e. Department_Picklist
  7. Click OK

On the Design Tab, In the Report Tree:

  1. Right Click on Parameters and choose NEW
  2. Enter a name (Department_Picklist)
  3. Under Properties > User Interface
  4. Data Pipeline (in this case Department_Picklist
  5. Name Field = Current Department
  6. Value Field = Current Department

Click back onto the Data Tab and on Search Tab locate the Current Department Search and in the Parameters drop down, choose the new parameter you set up previously

Save then double click on the report to run it and click on the Current Department field to see the drop down list.

 

NOTE: This feature is only available in People Inc. 3.5

Getting the most from your Data, Pt 3

Feb 20
2012

Data Auditing and Cleansing

In organisations of any size you will still have some margin of error when entering data. We can minimise this by making use of the tips shown in Part 1 and 2 of this post, but every now and then some small mistakes will get through, epecially if you have many users.

The problem is, that its very difficult to spot these errors unless you actually look for them meaning that many of your key reports will be wrong, thus messing up your management figures each month etc.

The last part of this Post to get the most from the data in your database is to carryout regular audits of your data. Now you may think this sounds like a lot of work, or that its not really necessary, but trust me, all this involves is to run a couple of Audit reports each month and then correcting any errors and you will have an extremely efficient database all year round. If you dont do this each month, what you may find that when you run a report in several months time, or when you audit your data at the end of the year, that the information is not correct and has many different problems, which could be a big job to fix.

I’m going to explain a simple process for auditing your data which will help towards keeping your data tidy throughout the year.

Firstly you will need to identify which fields are critical – the ones which are key to your main reports and which have to be up-to-date and correct. Then you will need to set up a “Headcount by <KEY FIELD>” report for each field. Fortunately several of these are already set up in the REPORTS>PERSONNEL section of the Reports Screen.

In this example we will use the DEPARTMENT field, which is often a key field. As mentioned, there is already a Headcount by Department report set up which we can use.

We run the report and look at the results. What we are looking for are any blanks with a number next to them. This shows us that x number of employees so not have a value in the Department field on their record. We are also looking for any duplications or any incorrect values, for example we may have ‘Admin’ and ‘Administration’ listed on the report. Obviously this is a duplication. Or we may have a department which no longer exists meaning that someone has the old value still selected in the Department field.

Another good reason for running this each month is that we can then file these key reports in a folder to show the figures for that month, incase you want to see how many people were in Administration 6 months ago, for example.

Once we have identified these ‘odd’ values, we now need to know how to fix the problem. Now we could design a report which instead of showing just the number of people in each Department (in this example) but which shows names etc instead. This is fine, but in order to skip this step and save time, we are going to take our Headcount by Department report and ‘SEARCH’ for the odd values and fix them straight away.

To do this we will use the SEARCH tool which can be found as a button on the toolbar.

When the tool pops up, simply choose the following options:

Screen = Employees,
Field = Department
Condition = Is Equal to
Value = [Click the Red 'suggest values' arrow button to see a list of values and select the one you want]

Then click the ADD TO LIST button
Then click FIND NOW
If searching for Blank values use the following:

Screen = Employee Details,
Field = Department
Condition = Is Blank
Value = [Leave blank]

Then click the ADD TO LIST button
Then click FIND NOW

The matching records will be displayed at the bottom of the Search screen. Simply double click on the first record to open the screen, then make the changes and save. Then repeat for each record with the incorrect value.

You can then repeat this process for each incorrect value on your report.

Done each month, you will only find the odd few incorrect values, so this shouldnt take long at all, but if left you may find this becoming a huge job to fix.

NOTE: Try doing this on the Course Title field on the Training History screen to make sure your course list is consistent!


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