Employee Self Service Add ons

People Inc. enables users to adapt the system to really meet their needs (using the Screen Designer). Any changes made in this way can also be made available to ESS users. It is also possible to add workflow or automation to the system in this way.

While the design tools are available to all People Inc. users, we understand that some users will not want to take the time to learn to use them. We have therefore provided additional workflow functionality via a series of ESS add-ons.

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Expense Claims

The expense claim add-on provides the following workflow. Firstly, an employee completes and submits an expenses claim form on-line (it is possible for the employee to attach expense receipts to the claim if required). The claim is routed to their manager; their manager is informed via e-mail and can then reviews/approve the claim via the ESS (all new claims submitted by members of their team are listed together). If the claim is rejected it is passed back to the employee for re-submission. When the claim is approved it is passed for second-level approval (by HR or finance). At each stage, the employee is informed of progress via e-mail. Information regarding approved expenses is extracted for each pay run and the information is then available for reporting.

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Timesheets

The employee timesheets add-on works in a very similar way to the expense claims add-on. Firstly, an employee completes and submits a weekly or monthly timesheet on-line. If there are existing absence bookings recorded in People Inc., the system will add these to the timesheet automatically. The submitted timesheet is routed to their manager; their manager is informed via e-mail and can then reviews/approve the timesheet via the ESS (all new timesheets submitted by members of their team are listed together). If the timesheet is rejected it is passed back to the employee for re-submission (or, if the option is enabled, the manager can simply update the timesheet themselves and then approve it). When the timesheet is approved it is passed for second-level approval (by HR or finance). Information regarding approved timesheets is extracted for each pay run and is available for reporting.

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Departmental Timesheets

The departmental timesheets add-on provides a different approach to time recording and is designed for organisations where a manager submits timesheets each week (or month) rather than individual employees. In this add-on, firstly the manager creates and submits the timesheet. The timesheet contains one row for each of the employees in their department or team. The timesheet is routed to HR or finance for approval (it is possible to disable this step if preferred). Information regarding approved timesheets is extracted for each pay run and is available for reporting.

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Appraisals

The appraisal add-on enables employees and managers to complete appraisal forms via the ESS. This is based on a series of ‘appraisal questions’. The ‘questions’ included in an appraisal form can be pre-defined for a particular job-type (and can be different for each job type). A screen is provided that enables the user to define these ‘appraisal questions’. Once the appraisal form is created, employees complete the elements of the appraisal assigned to them, and managers complete the elements of the appraisal assigned to them. It is possible to control the order in which this happens (employee first or manager first, or no order). Once complete, the form is (optionally) passed to HR for final approval. Appraisal information can now be reported on using a selection of reports. Once again, individuals are kept informed by e-mail at various stages during the process.

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Managing Employee Details

The employee details add-on enables employees to manager their own details as recorded within the People Inc. system. An employee can update their address details, telephone numbers and e-mail address, their bank account details, and can enter or update the details of contacts (next of kin, doctor, etc.). No approval is required when an employee makes a change, but the People Inc. user can choose to receive notification of changes (and details of the change can be reviewed if necessary).

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Single Sign-on

The Single Sign-on Add-on removes the need to generate and issue employee and manager ESS user accounts. When using this Add-on the system uses the account details associated with the current Windows user (instead of the user name and password configured within People Inc.) during the logon process. The Single sign-on Add-on also automates the login process (no login dialogue is displayed to users and users no longer need to type a user name or password); when a user opens the Employee Intranet they are directed straight to the home page.

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Web Recruitment

The People Inc. recruitment web-publishing add-on enables users to publish details of vacancies on their web site. This information is integrated seamlessly into the client’s existing web site using this module. When candidates apply online via this add-on, their details are then recorded automatically within the People Inc. database.

This functionality is normally provided via 4 web pages: a vacancy list page; a vacancy detail page; an application form; and a confirmation page.

The style used in the Recruitment Director Web Publishing module can be changed to match the style of the organisation’s existing web-site. This includes all fonts, font-sizes, borders, padding, colours, etc. The changes are made globally using cascading style sheets.