Transcription of Basking in Global HR
Keith: Good afternoon everyone. My name is Keith Wayland from RPI Consultants. I want to thank you for taking the time to attend our webinar Basking in Global HR. We have two terrific presenters today, Miss Melissa Olson and Miss Jackie Dudas.
Jackie: Thank you Keith. Well, everyone, thanks for attending the presentation today. Today we are going to be going over some differences between S3 and Global HR.
Melissa: Hopefully, there are a few of you joining us today that were at the Southeast Mega. We started this presentation. We got about halfway through it and we ran out of time. We will be covering the same beginning slides, but there is a lot more content that you missed out. If not, welcome to everybody else. We have a lot to cover today.
What I want to go over first is just some basic terms of Global HR. If you are new to the product, if you just don’t know too much about it or if you have not seen it in a few years it has changed a lot since the early versions, version 342 and even version 10.
What Global HR comprises just out-of-the-box, the core functionality is going to be your organizational structure, your jobs, positions, your supervisory structure, your resources, your employees, all of that is out-of-the-box. The other modules that come with Global HR are going to be your position budgeting, your employee relations, occupational health, employee safety, benefits and absence, which are now in your S3 HTM system.
They have now been developed for the Landmark platform. They are very similar. Everything works exactly the same, but you have a little more functionality in the new version. I will hit on some of the absence management things today, not too much on the benefits yet. There are going to be a lot more cober processing coming up and as soon as that is live, we will update our presentation.
Then finally, time entry module, which replaces the old time and attendance. Not your absence management but something a little bit smaller for just exception-based management. Then we will get into some of the tooling and extensions. I guess more of the technical side of the system. We will talk about the globalizations, which brings all of your employees into a global workforce, all of the localizations, and everything to truly track employees all over the world. Then we will talk about some of the self-services and how those differ from what you have today in the S3 system.
Jackie: Global HR, which Melissa just touched on, it’s in the name, Global HR. It’s of course a global workforce. Let me see if I can get all of this animation up? I think that’s everything. It supports a global workforce. What that means if you have employees that work in Canada or Mexico or anywhere outside of the United States, you have the option to hold multiple currencies on each employee, so if they are working in both locations and they need to get paid in the Canadian dollars and US dollars you can do that.
You can also choose to push the language that the employee is seeing either in the rich client itself or on Employee Space in the language that they choose, so if they are stronger in one language or the that’s their home country and they want to see it in Spanish instead, you can push that out to them as well. That is role-based, so you can push that out by the security role that the employee has.
Melissa: One of the biggest misconceptions is this is an integrated system and by integrated I mean integrated with S3. The data flows back and forth freely and easily. This is an interface system. The reason being we are going to get into some of the more technical differences, but it’s a completely different platform. The environment is different. The programming language is different. The database structure is different. Because of that, you cannot integrate the data.
You have to do a lot of mapping and interfacing and pushing of your core data from your Global HR system into your S3 system for processing of payroll. If you are still running benefits or absence management in there, all of that would be interfaced into Global HR.
Again, they are two separate systems, but there is some federation for allowing for single sign on. If you are using Employee Space and this is your employee self-service portal in Global HR and your employee has to do benefits enrollment or they want to see paychecks or PTO balances, all of which is held in your S3 system, there are viewers so they don’t see the difference. They login to one portal and they are able to do everything they need to do with the Global HR side and they are able to view everything they need to see from the S3 side without having to log into multiple systems.
Jackie: If you just attended our Performance and Goal presentation, these next couple slides are going to be reruns. I apologize for that. Just to bring everybody up to speed on the terminology on each system, I want to talk about some of the structural differences between S3 and Global HR.
In S3, the HR11, the employee record that everybody knows and loves, in Global HR that it is going to become your resource record. It’s going to hold all that information for your employee, but it can also hold information for any other resources you want to track within the system. For example, if you track volunteers or contractors or anyone, even people you might not want on your payroll, but you want to make sure you contain information about them, you can now use that resource record to track everyone. You can specify whether they are an employee, contract worker, or a temporary worker, any different type of resource that would be within your organization.
Melissa: They can stay in Global HR system and not be interfaced into the S3 system for going into your payroll system.
Jackie: Next we are going to talk about the company process level and departments. That’s your organization structure in S3. In Global HR, those terms become organization and organization unit. Your company maps to your organization and then your process level and department are going to map to your organization unit. Basically how that works is you can still have multiple levels of organization units, like a process level with department underneath it. But you can specify that within your organization unit.
That actually allows you to open up many more levels. You don’t just have to have the three level company, process level, departments. You can have sub-departments. You can have little divisions that report to your departments or to your process levels. It allows for much more flexibility when you are building that structure.
In addition, you can actually literally drag and drop if you are ever doing a re-org or re-structure. You can select that organizational tree and drag-and-drop it under a different organization. It’s a very quick way. The defaults come all the way down through the levels. It’s a very quick way to re-org if you need to do that.
Your job and positions. You are still going to set up jobs and positions in Global HR, but when they get assigned to the employee, they are going to become the work assignments. When you are looking at the employee profile, when you are looking at the resource record, it’s going to say work assignments. They can have multiple work assignments broken out by FTE, similar to S3, but it shows you everything they have on one screen on the resource profile, rather than having to use the HR11 and then jumping to the PA13.
Status. In Global HR it becomes three different items that all work together to explain how the employee is utilized within your organization. The three pieces in Global HR are your relationship to org, which is part-time, full-time, that sort of thing. The relationship status, which is active – inactive. Then work type, which is whether they are a volunteer or an employee or a contractor.
Supervisors are a really neat change between S3 and Global HR. In S3 you just had your main supervisor and then you had your indirect supervisor. In Global HR, the main supervisor becomes the direct supervisor role and that you also have the opportunity to blow out a lot more supervisors for one employee. If you have supervisors that only need to see part of the resource record, maybe not the pay rate, they need to run appraisals for an employee or approved time, you can specify each of those supervisors to do those actions for that employee.
It is a security-based, so you would just need to assign those different roles to each supervisor and then they are able to take action on or view things for each employee. You are not just limited to that one supervisor and then you’re indirect supervisor as you are in S3.
A couple functional differences here. Your personal actions that you know and love in S3 now become action request in Global HR. There is a set of deliberate action request in Global HR. All of your basic actions you would need are collected, all the things that a lot of organizations are doing, hire, re-hire, term …
Melissa: We have a slide that is going to list all of them actually out-of-the-box.
Jackie: Those are all delivered. You can add more if you need them, but you are pretty much going to call them actions in either place so that’s not a hard one to get used to.
Melissa: To add more to just use your IPA tool, your Infor Process Automation. This is built in that same technology.
Jackie: Please do have approval levels on the back end built in fact we will go over a little bit later, too. Your self-services in S3 are now your spaces and then did you say they were moving back to …?
Melissa: To self-service again and it’s not only going to be just for employee-manager, but you will have a general self-service, an administration self-service so it’s the terminology. They might be a little interchangeable for the next few years.
Jackie: Luckily, they are a little self-explanatory. We are going to be referring to the employee and manager self-service as spaces in this presentation because that’s what it is right now in Version 11. Your employee groups in S3 now become custom groups in Global HR.
Basically, employee groups you set them up in one place. You had to precede the code with BN, LP, HR. here you can specify the custom groups for each module that you want to be using these groups in. They are completely broken out. You don’t have to worry about updating them per module. You can just use it in the module that you are in.
Your HR10 was your data item attributes in S3. That’s where you set up your history, whether you wanted to track your history or not for some items. You don’t have to worry about that in Global HR. The audit log is going to track everything that happens in the system. There are two different audit logs in Global HR. There is the regular audit log and then there is the full audit log. The regular tracks everything and then the full also tracks everything, but in addition it tracks any reversals.
If you reverse an action, it’s going to show the original action and then that with a line through it crossed out and then the reversal beneath that to show that this was actually reversed and reverted back. You didn’t really have that in S3. Depending on the method you used to reverse it, it’s just either took it away or moved it to history error. Now you do have that option to see that when you need to.
Then the As of Date. Nothing like this existed in S3, but in Global HR there is this awesome feature called As of Date, where you can set the system to a certain date either in the past or in the future and you can get a snapshot of what your system, what your employees, or whole organization will look like at that date in the future.
A great example of that Melissa used when we gave this presentation a couple of days ago is for health systems. If you are expecting a bunch of residents to come on in a few months and you already have them hired into the system, but is not effective until a future date over the summer you can roll it forward and see who all will be there, what your workforce will look at that point, how many more people have come onto the system.
Melissa: You can prep for your orientations and whatever you need to bring them on board and so is true back. If you need to do some turnover reporting, so you can set the date for August 2015 and as of that date you can key in your resource record and see a person who is now terminated. You would see if they are active. You can run report and say, “What’s my headcount for today, August 12, 2015?” It’s really a nice function to be able to report and for that point in time inquiry that you may need on some of your employees.
Jackie: Another change within Global HR is you are not going to have to worry about smart coding anymore. These are two different screenshots here. The top one is a position record screenshot from S3 and right below we have the position record coding in Global HR. Before you would have to worry about MGR, process level 3, department 06915. You have to jam that all into your 12 characters of your position code and then you were even limited in the character amount that you had for the description as well. You don’t have to worry about that anymore. You still can use it. I think we received a question last time we did the presentation where people said …
Melissa: You need it to connect maybe with Cronos or other systems that are already using that.
Jackie: You still can. You can include that, but basically when you add a position is going to, like you see this is position number 43 right here, it’s going to assign it the next number in line. You could have a position one. You could have a position one thousand. Here we have 43 and the short description we have physician assistant, long description physician assistant. But you now have much more expanded capability for your descriptions here. Short descriptions are going to be 30 or 32 characters and then your long description is 60 or 64. We can’t remember. You have at least 30 and at least 60. This is going to work for your jobs, your positions and your supervisor structure. It’s all going to use the organization assigned number.
Here are some different reporting that you have. On this side is your S3 reporting and on this side is your Global HR reporting. You can already see there is just a lot more included in Global HR. One of the neat, new reporting tools is the cube, which allows for a kind of two dimensional reporting. A big plus. There is your turn over analysis. This can show you bar graphs of starters and leavers. I actually just worked as an HRS interim manager at a company. I had to do this huge report on all the starters and leavers over the years with bar graphs. If I had Global HR at my hands, I could have had it do that automatically in half an hour … A lot of reporting capabilities. We have some slides coming up with Fit Analysis that shows you a chart. You will see how slick the system is with its reporting.
In addition, everything within the system is exportable as a list. If you are a manager, you have logged in and you are looking at your direct reports, if you just want to export that as a list of people that report to you, you can click on these little chevrons on the top right and export it to a list and just have that in front of you immediately. You can also move around the column headers for that. If you need to you can add more, remove things, if you need to add a pay rate because you want to see that in line with your direct reports, you can do that too.
Melissa: A lot of you that may use Smart Office now, same sort of functionality that at your desktop you can configure what you need to see for your job. It makes it easy for you without some sort of globalization going out to everyone to make changes.
Jackie: Spreadsheet Designer is going to take the place of your MS Add-ins. It works essentially the same. There is a difference on the back end, where instead of hitting your database tables, you are going to be hitting business classes. You are going to have to get used to where fields live or reside in the database on the back end of the system. Instead of using your control-shift-O to find that, you are going to do control-shift-click, so similar.
Again, you are going to build that in Microsoft Excel. It’s just a slightly different user interface. The queries and upload, they save directly onto the seat itself, so when you open a sheet your query or your upload is going to open with it as well.
Then Configuration Console. I won’t steal too much of Mr. Stout’s thunder for his presentation this afternoon at 3:00. Basically, you can use Configuration Console to build even more reports if you need to see or build different headers on your reports to export your list as well.
Melissa: Let’s get into some of the technical differences. I talked about that a little bit in the beginning. Everything is completely different. The reason being is Landmark is built in the programming languages they selected were built for agility. Before when you once put in an enhancement request, it would go in through Lawson or Infor and maybe a year from now you would see the change, probably not. It was a very difficult, plucky system to try and change logic out with the old COBOL programming.
Now there is Configuration Console, which Richard at 4 PM will talk a lot about what kind of stuff you can do with Configuration Console. That’s really touches just the presentation layer. It doesn’t touch the logic behind your system at all. Infor supports it and you have a lot more at your fingertips as an HRIS person as opposed to having to go to IT to do some stuff.
There are some areas, some condition builder is in there that you can get a developer to put a lot of different logic and programming in, but as a regular everyday user the tool works for just an HR person, HRIS person to remove labels or remove fields, add fields, change labels.
The Security. LS Security is no longer working for Global HR. It still works for S3. You are still going to be moving stuff over to your payroll system, your absence system. You still need to maintain your LS Security for your users that will need payroll access. But your Global HR security, your Landmark Security is housed in your Global HR administrator. There are specific roles that are delivered and can be configured and we will talk about what those roles look like in a second.
Your conversion templates that you are used to using the 500 jobs to upload are not there anymore. You will use import templates and they pretty much our spreadsheets that map out all of the fields of what they should look like. Usually, you will use the spreadsheet designer to load them all up.
Microsoft Add-ins, Spreadsheet Designer, Jackie talked about that, very similar. The difference is you are not using the relational database anymore. You are using the business class system that you have to map to. Relational Database goes away, but the indexing using the business class system is supposed to make everything quicker, make inquiries quicker, reporting quicker. Again, the agility to be able to pull data and load data into the system because there is a bit of redundancy in where all the fields are. You have a business class. You may have one field that shows up on 10 business classes but no longer needing to have to do joins because all the fields you need are in one area.
Jackie: We have a question.
Keith: You have a few questions. This is probably a good time to work through some of them. I don’t know if this is a question or a comment, but you say S3 is not equal to Global HR.
Melissa: This is exactly why S3 is not equal to the Global HR.
Jackie: It’s like a lesser sign, too, not equal.
Keith: Question: ‘We are starting to use the turnover analysis. However, it looks like the leavers table is not pulling all of our leavers. Is there another queue that has to run in order to sync the terms up with the leavers?’
Jackie: There is a turnover business class and I forget the exact name of it, but I think it’s turnover data business class. If you are not already pulling from that, that should pull the change from the business class, maybe check back if you are not going to be pulling from that.
Keith: Or we could always take that as a follow-up. That might take a little bit of research. The next one says ‘does that mean that Global HR will be stored in its own a database schema or will it be additional tables in the S3 schema?’
Melissa: No. What happens is there are some interface programs that bring your data over from Global HR. There are LT programs in your Version 9. You should be able to type, if you have security, LT10, LT101. All those programs where you do all of your mapping of what data you want to bring over from your Global HR system into your S3 system. Essentially, when the data comes over it will go back into your relational database, that same schema, but those business classes over in Global HR are completely different and that is where all the Global HR data lives initially.
Every field cannot be mapped to come over. I guess it could. You could use a process flow and build an interface to bring every single thing over if you want to have your systems completely synced. But the fields that are defined on those LT screens are only the fields you will need to process to do anything in payroll, absence, or benefits. It might be 15 or so fields, as opposed to 80 fields where you used to have in the resource record or an HR11 record.
Jackie: Anything else?
Keith: Yes, we have a few more. By the way the earlier question I think is one of our many services clients, so they are preparing a ticket for us. In order for managers to export lists via chevron, do they need a certain security rule? Can they do this via HTML 5 or do they need to be using Rich Client?
Jackie: They can do it in either place and via chevron. I think we have a screenshots later. We will show you where exactly how that happens. You can duplicate in either place. As far as security rules go …
Melissa: Yes, it’s opposite. Everybody gets it and to lock it down is super-hard. In trying to lock down what managers can see and to backdoor to, it’s a huge thing to be able to test. If you don’t want somebody to be able to export something, it’s a little more difficult because that menu cannot be configured very easily. It has to be configured with programming language or possibly customized because it is not a delivered menu. Yet you click that chevron, and options, and I think it is ‘print to CSV’. Yes, everybody has had access out of the box to print from any screen based on what screens they are able to see.
Keith: We had here someone wonders if they missed a conversation about turnover analytics? I don’t know if that’s something we’re going to talk about more again or if you just want to repeat what you said earlier for the sake of the one that missed it?
Jackie: Let me see if I can go back? Essentially, when we talked about reporting, we just talked about how much more was available in Global HR than there was in S3. Didn’t go too much into detail about the turnover analytics, except you have a lot of graphing ability. You can do bar graphs and pie charts and just to get a better picture view. If you have your C-levels or someone that wants to have a visual view of what is happening in the organization, it’s a pretty slick way to report on that and have that available to them.
Melissa: That two-dimensional lets you slice and dice your data based on by organization, by quarters. It’s a little easier.
Jackie: Different time dimensions you can put in there.
Melissa: I don’t want to say easy because there is a lot of work going into building up those turnover cubes, but once you have been built and set up to what you need, then there is a lot more ease in grabbing the data.
Jackie: You can just to refresh them and then they will re-pull that data for you. Anything else?
Keith: That’s all the questions we have for now. We’ll probably do the same thing, so please keep them coming. When we have a nice set we will look for an opportune time to interrupt them and we will let them keep going, thank you.
Melissa: We just touched on the security, where in LS you had all of your data elements on the resource manager record. You could create a new user and you open one screen and you give them their roles. You give them some of their security and then you go over and you assign their identity to them, maybe you do your LDAP bind on a third screen.
In Landmark, there are six different … It’s generally six, but then LPA users are optional because not everybody is going to a Process Flow or inbasket user. You have six different areas to go to that you have to go into the search box and type in and remember to create all those pieces. It starts off with your actor. Your actor is your user. Same stuff essentially for LS. You assign an identity to them. They are LDAP. Their agents is going to be what organization and what their employee ID is, so when they open their employee space they can see their data. Their context property is going to be their default organization. If you have more than one organization or company, you have to define which organization they are a part of.
For HR org unit users, for generalists if they can only see a certain process level or organization units, this is where you would limit them to which employees they are able to see. Then of course, there are security roles. Are they a manager? Are they an HR generalist? Are they a recruiter? You layer all those, but instead of it being on one screen, it’s five, six, seven depending on what all you need to add. The different areas you need to remember to fill out if it is missing any of those, except for that LPA user most likely, then your account will not work.
Out-of-the-box, what kind of security roles come? Where you are used to in LS security, you go through the exercise of defining your segregation of duties and building out what your roles are going to be and what classes you put into your roles. Global HR, Landmark Security comes with a standard set that they assume most HR departments, because this is the only HR at this point, will use. So with that you would configure based on if you have a generalist that those compensation and does benefits and does pretty much everything, they will get a lot more security than if you broke out all of those responsibilities across different people.
Again, administrator that’s going to be your ‘God’ access. It’s not only going to let you set up and configure all of your structure and organization, it also gives you access to build security, to look at your interfaces, keep an eye on them and the workflow units, make sure everything is processing through to your S3 system, building all of those things and then your process automation. Any of the action requests you want to change, you would use the administrator role to go in there and change. I see we might have a question?
Keith: There’s a few. Let’s do that.
Melissa: I will go through here and then I will take a break if we have a question. Your employee role is what you are used to with the employee self-service currently. Your supervisor. Jackie was talking about the different levels of supervisors. It comes out with a direct supervisor role. There is an indirect supervisor role. Then you can copy those and change, remove different classes on them, so they would not be able to see certain information or they would not be able to do performance evaluations.
Then there is a hiring manager role. If the person is going to be doing any kind of job requisitions with the talent acquisition module, they will need the hiring manager. This allows them to open requisitions. It allows them to move a candidate through the interviewing and offering process, and dispositioning, if you would like your managers to be able to do that once they have selected the candidates they want to make an offer to. That hiring manager role does give your manager at that access.
Your generalists can either be similar to the administrator where they can do all of the setup or if you want one person to that set up like an HRIS person and your generalist mainly just maintains. This is similar to your HR00, your PA02. You don’t want too many people to be able to go in there and create structure in your organization. Usually, it’s just one person, so there’s not a lot of cooks in the kitchen. This is where you will need to create a couple of different generalist roles to allow for that.
Then your compensation analysts. If you are using the compensation module, it gives them all the access to set up those compensation plans, and your recruiter, it gives them access to the candidate space, be able to post jobs, be able to see the recruiter dashboard. Any given day they go in and see what kind of work there is, where the candidates are in the process for each of the requisitions.
Jackie: Do you want to take the question?
Keith: I was waiting until there were a few, but we can go ahead and take this one here. I need a little bit of volume. We will do that later.
Melissa: It might be a little more complicated potentially.
Jackie: Speaking of out-of-the-box, here we have all of the out-of-the-box action requests that we talked about a little bit earlier. I won’t read all of these to you, but I will stall so you can get a good view of the slide. Basically, these are all of your S3 actions. These are the delivered action requests that exist in Global HR, a lot of things that Infor noticed organizations build already. In S3, they build that out for you in Global HR. Again, those process flows are already built out on the background for the approval levels. If you need a pay change approved or the promotion or the motion approved, that already exist on the back end there for you.
Melissa: If you have a whole slew of IPA created in S3, you can convert some of this stuff. If you have a lot of logic and lot of nodes out there with decision points, you can convert those and not set these up and put your logic on top. Again, because of the different business class system on the back end, the conversion is not super quick and easy, but the logic, again those nodes that have already been built out, the logic you have defined can be converted over. I just wanted to bring that up.
Some differences for Employee Space. Most of these deal with the talent management. This presentation is to highlight the differences between the core out-of-the-box functionality. Talent management modules are extra cost to purchase, extra to license and implement, so we did not want to spend too much time, plus we are doing breakouts like the performance we did this morning to further highlight the differences in those things. On Employee Space or Employees Self Service, the differences are going to be some of the goals and development activities.
Tracking complete transition tasks. That’s an interesting one. If you have somebody in your company that is moving to another position outside your department and you have an incumbent that will be taking their job or at least doing their job until they can find somebody else to fill it, you can assign that employee transition tasks to ensure that they have trained the new person or the incumbent on everything they do with their job before they move over to their new position. That’s a nice way to be able to track all of that as a manager and as an employee.
The self appraisals and peer appraisals will be out of the Performance Management module. Accessing the internal career site and apply for any requisitions works only if you are using talent acquisition-talent management module and they can apply. You open it up for internal applicants, so there are a couple of things there that have to happen for them to be able to access it through employee space.
Taking notes. We are going to go over taking notes a little bit more in another slide, but it’s a neat feature that allows you in performance management and goal management to keep track of where you are. A year from now you can go back through your notes and remember “Oh yes, I completed this project two weeks early,” or “I did this and I got kudos for it and I copied and pasted the email kudos that I got for that date on the calendar in my notes.” It helps a lot with that type of process, also with employee relations and grievance type processes.
Manager Self Service versus Manager Space. Again, almost all of these topics have to do with the external Talent module-Talent Management modules. Talent Acquisition, they can create new requisitions. I think we have a hiring manager, dashboard for a candidate, tracking the assessment. If you want to put an assessment out to one of the employees you want to interview, the hiring manager can do that through Talent Acquisition. Create offers for new candidates.
Then if you go into performance or development, create and track completion for development activities. The learning management system is an external system. Infor has purchased CERTPOINTS and calls it Learning Management System now. That will be the module that will deliver the training, but if you want to track the courses or if you offer any kind of internal courses or any other development activities you would like your employee to do, you can assign those through the development activity piece.
Performance and then there are some compensation things you can do with that module and mentors. Mentors is out-of-the-box. I think we have a screenshot further down.
Jackie: My presentations are getting mixed up. We might have a screenshot.
Melissa: Any time you watch this presentation, it will always be different because we would change things out and we think of different things. The mentor module is something that if you do want to develop your employees without the development module, you can assign your employee a mentor and that mentor can also do performance appraisals. They can assign them different activities and the employee will be able to see all of that is assigned to them from their mentor. The mentor is like a Manager Space for a person that is not a manager. This employee, they are going to be shadowing activities.
Keith: We have a question. Let me read here. Another question related to reporting and security roles. ‘Do organizations generally grant managers the personalization security role so that they can control the content of list produce out of chevron or is personalization security role usually reserved for HR, admins, back office users only?’
Melissa: Personalization roles are usually reserved for your back office. It won’t change what kind of lists they see. Well, I guess they can. There is not a lot you can personalize on the manager space side. The rub with personalization roles is if you do a global configuration that you want to push to all of your back office users and managers and employees, that will not go out on top of a personalization.
If I have a personalization, everybody else gets a change that HR has pushed out, but I will not see it because my personalization overrides it. You want to be very careful who you are allowed to do personalizations and if you were to run or pushed out a global configuration, you want to let all the people with personalizations know so they can turn those off, receive the global configuration and then they can reapply any personalizations they have.
Proxy for a managers. This is a near and dear topic to my heart because for the last 12 plus years that I have been implementing Employee and Manager Self Service, this topic has come up a lot. What happens if I as a manager am on vacation for a couple of weeks and I need other managers to do any kind of actions on my employees or in modern times have any inbasket approvals to take care of for my employees?
Before you had to rig your supervisory structure, so if somebody was gone you went into HR07. You put the other manager’s ID in HR07. A lot of places would put a calendar reminder to say when the real manager came back to go back to HR07 and put them back in there. What that meant is if you did any reporting on your structure, it was incomplete. If you did not remember to change the map, it was incorrect. That was not a very sustainable way to manage proxy, but that was the only way to do something like that.
Now it’s already been built into the system. There is a role that you assign to the managers if you would like them to be able to proxy. There is a role you assign to the other person. That other person may not be a manager, but they can receive the proxy to ensure that they can do this. It’s as simple as just going into the start menu … We can click for the little animations here.
They go into their start menu. They go to the switch to proxy setting and that they select whomever is in the list. I could have maybe three different managers I might want to proxy to for different things. I will select myself or another manager will select Melissa and so Emily Ackers is now in the proxy mode for me. She logs into self service or manager space and she sees all of my direct reports and it’s a toggle, so she can go back to her self-service or Manager Space and see all of her direct reports. They are not going to be jumbled.
This is super exciting. I know a lot of people I have talked to always bring that question up. It allows your managers to be in control of who they assign to receive the proxy and when they want to turn it off. It gives all that access without a lot of HR IT interference needing to manage the process.
Taking notes. I talk about that in a sec in the Employee Space. You have that in your Employee Space and your Manager Space, your self-services. It allows you to take notes on anything or everything you want. It also allows you to either make it public, which means if my manager put something in, my employee can see it and HR can see it or if I make it private, it’s specifically for me as a manager to see on this employee.
There are different types. If I want to take a type note, maybe it’s a performance note, maybe it’s a grievance or employee relation, I can create different types of categories to group the notes for easy access and reporting. Then who the source is. The source can either be the manager, it could be HR, or it can be the employee.
You can attach any kind of documentation, so if there is some sort of written plan that needs to be attached, although you can with the employee relations module put three-step plans or however many step plans together. Then if you need to link out to any kind of site for any reason on the notes you can do that, maybe they created a custom website and they want to put the URL for performance appraisals
Mentor Space. We did have a slide here. As a mentor, again I don’t have to be a manager. I could just be a mentor. I see a list. I go into my mentees. I see a list of who is assigned to me as a mentee and I can see a lot of information. I can assign checklists to them. I can assign activities to them. I see a little bit of their work information. Again through security, you can determine how much or which of these tabs are hidden or what a mentor can see.
Jackie: S3 competencies in S3 versus GHR. In S3 we only had PA21 to hold job competencies. In talent management you can hold competencies on the job, on the position and on the resource. That’s great because at the job level you might want to have a main competency that everybody needs to have, everybody needs to know how to use a computer or something to that effect. Then lower at each position level may be the IT department needs to know how to use the fax machine as well.
You can put these competencies high up at the job level and then more specific ones down at the position level. Then you can also track the resources competencies, knowledge, skills, and abilities, too, to see how well they fit into those competencies and competency models that were placed on the jobs and positions.
Melissa: They start collecting this throughout their tenure at your organization.
Jackie: You can add more if you need to and you can always change the way the competencies are set up on your jobs and positions as well. It’s great to track that period, but then is also going to be needed for any of these extra modules that you want to add on. For talent acquisition, if you are posting a job you want to have all of those competencies, required education, skills posted with that job out into your candidate space.
For goals and performances, you want to be able to set up these competency models to be able to track of the performance appraisals to see if these employees have achieved that or not. In succession, this is again where we talked about that Fit Analysis. If you want to do a modeling to see how well an internal candidate or an employee would fit into this next position, you can do that. It will actually give you a percent fit for them there. But you need to have all the competencies built out.
Melissa: And a roadmap of how long it might take them to develop to be in that position.
Jackie: You will want to have all of them built out on both the position and on the resource record so that it can say yes/no, they have this, they don’t have this. Lastly, the Fit Gap we talked about. That’s where you would see in the succession or in their current position if I am a trained RN and I am in a benefits manager position will probably have a huge fit gap there where I only have a certain percentage of the skills needed for that current position.
Employee relations. This is the S3 side here. PA-59, you had your grievances and disciplinary actions. In Global HR you have a lot more available to you. You can create a calendar. If your organization uses workdays to determine when responses are due for your grievances, you can set that calendar up to set those dates up for when they need to have taken some sort of action or check back in on the employee to see if anything has improved.
You can create categories for different types of employee issues or grievances just to group them together. Again anywhere you can create a code in the system, you can create a category to track that.
Sources. This is how you would set up the way that you were told about the issue itself. If another employee came to you and told you about an issue with another employee or a manager came to you and told you about it or if someone from the outside, someone external, you could set up each one of those sources just to track how you learned about this issue to begin with.
Different discrimination types you can set up in the system as well. There are document templates. We talked about this in the performance and goals presentation. If you missed that, go over them again here. I don’t know if we have a screenshot for you, but basically there are delivered document templates you can use within the system to create a document if you need to be able to give the employee a plan for improvement.
You can send email … Email templates are here. If you need to be able to send an email to the employee, talking about how to improve upon what happened or to correct the issue, you can create these email templates that you can send out to the employee. You can get it set up to automatically go out whenever a grievance or an issue has been added. It can be sent to the employee. You can use those variables to automatically pull the employee name, date, time, maybe the location if you need to specify that information.
Take notes. Just like Melissa just talked about, you can take notes on pretty much anything. If you want to give more specific information for yourself for you to come back and review the issue you can take notes.
Melissa: It’s just like tracking it. We talked the example of somebody is late. You notice a pattern of lateness, so they use their little calendar and say, “An employee came in 45 minutes late.” Then after a month you see they have already been late over eight hours. That’s a full day that could have been PTL because they came in over an hour late or however many minutes late. You can keep tracking that, too, before you start your employee relations disciplinary action issue.
Jackie: Yes. I was going to say before and no, you are fine. Before and after the situation has already been added to the system as well. Different coaching. You can use the coaching feature to explain how you are going to bring that the employee up to improve their performance or to improve upon the issue. You can set up coaching to do that. You can define behaviors and desired behaviors. Again, it falls in line with the coaching to talk about what you want to be the case, rather than what actually was the case. Then you can also set up consequences, so if none of this helped and you need to set up a consequence for the employee, you can track that and set that up in the employee relations tool as well.
Melissa: I am going to go super brief over the next couple of slides because we are running low on time and I want to leave time for some questions. There is an occupational health module for healthcare that probably will not matter because you have bigger, better things that will take care of all the employee tests and blood work and any kind of shots they have to take. But for other companies this will let you track any of their drug tests, if they get certain flu shots or if they have to travel overseas and get other shots, all that can be tracked and notifications can go out when they need to get another shot or another blood test or drag test or whatever it’s may be.
Again, the Health and Safety, it was combined into both of those topics would be tracked by PA-90, so you didn’t get a lot of customized fields for each. You do in occupational health and if we hit the next slide, Safety Management is also broken out into its own module. There is a lot more reporting, a lot more areas for incidents to be tracked, data to be captured and you can scan and attach documentations for any kind of risk management issues.
Qualifications fit. Jackie was talking about it earlier. This gives you nice charting and graphs when you look at your employee as a manager to see where they fit in their current position. The same thing works in the succession management side. As an HR person, you can go in there and look and see what the qualifications are for your key positions. This is a nice analysis, graphical and then bar charts, percentage-wise, you get a lot of information if you have all of the jobs set up in all of those qualifications also being tracked on the employee.
Absence management. We don’t have a ton of time to go through it. You can grab this slide when we send it out or watch it over again. The big thing I really like on here is you can add a min-max for your daily hours. People, they usually can either only take eight hours for PTO or maybe four hours, but if you say, “Nobody can take any less than four hours,” you can lock back down and the employee cannot put that in if they try. A lot of times that happens and HR does not catch it, so that’s a big thing. You can say which days are eligible for PTO, for places that have to work during holidays. Let’s hit the next one.
Leave requests. Now there is a natural system where you can ask for leave as an employee. Your manager can say, “OK, I see you have asked for this leave. Let me pass it on to HR.” Before everything was kind of notify HR and HR runs with it. This gives notifications, email templates. HR still tracks everything in the system, but now the employee can initiate that leave. Questions?
Keith: Great, we do have a few questions and since we are running here up against the hour, I just want to point out if we don’t get to your questions, please feel free to reach out to us. We are happy to do follow-ups. As I pointed out earlier, we have some sandboxes. We can help you dig into some things and look further and see what was a fit or what we might be looking at.
The next question. In reference to the proxy feature, would we use this for a vacancy situation or with the vacant position up line manager be able to drill down into the vacant position’s direct reports and perform actions without having to use the proxy feature?
Melissa: Yes. They would be the direct up line. Even right now direct up line can drill down into all their managers, people and perform any actions. They most likely will not have the in-basket for them yet, but you can change the notification to skip the manager and move directly to the up line while there is not a manager sitting in there so that any in-basket issues would go directly. Yes, that would be the best way to use it, not the proxy in this case.
Keith: Do we need to purchase employee relations module or is it delivered with GHR?
Melissa: It is delivered with GHR …
Jackie: It all comes together.
Melissa: … Yes, out of the box. Everything recovered here is out of the box and I tried to make sure we talked about when something was not ancillary, talent management module.
Keith: Is the manager proxy new for Version 11 or is it in the Version 10 GHR?
Melissa: It’s in 10. 10 was the first time I played around with making it work.
Keith: Can we get a copy of your presentation?
Jackie: Yes, you can.
Melissa: Yes, we will PDF this and we can send it out. We will also have this up on YouTube within about a week, a week and a half. If you want this presentation done for your organization, people who were not able to make it today, just let us know and we can set up a WebEx. We can talk to you about what you would like to see and concentrate on those topics more so than maybe the whole presentation.
Keith: Great, I am going to move to start closing here since we are running out of time. I want to thank Melissa and Jackie. I hope all of you in the front of your computers give them a little bit of a hand because they are really good presenters. They do a great job with this. In fact, there is surely I’m going to start campaigning for another presentation. If you did a survey from us, please give us some feedback. Tell us what you would like to see. We will be doing more webinars in August and September and we can get some new content. They are really good at this. I think we just need to give them other things to start to present to you.
Melissa: It doesn’t necessarily have to be GHR.
Keith: It could be S3. It could be employee self-service. Obviously that’s still what a large majority of our customers are on. I also want to point out that they are great representatives of RPI and our growing ATM, which we had a lot of them actually down at the Southeast Mega. We have some really talented individuals did we are very fortunate to be assembling such a great team. Feel free to reach out. We hope to see you at In Forum. If you want to see some of these webinars, feel free to put them out in the YouTube and thank you, have a great afternoon.
Melissa: Thank you.