Welcome to the Human Resources overview guide! In this comprehensive guide, we will explore the various features offered by the HR module. This includes capturing timesheets, Interpreting awards, storing training qualifications & Certificates, handling leave requests, facilitating onboarding, and much more.
1. Click "HR"
To begin, navigate to the HR Module by clicking on it from the home dashboard.
2. Click "View"
Within the "People" section, you'll find a comprehensive list of all your employees. For illustration purposes, let's use Arnold as an example. Click on view
3. Click "- Personal Data (Inside HR Only)"
In his profile, you can access a variety of information, including all the forms he has completed for your organization, all his personal details, and his contact data.
4. Click "Employees"
As we scroll down, additional information is available, including all his training data, the Personal Protective Equipment (PPE) that has been provided to him, and the option to add any other custom fields, such as his favorite footy team.
5. Click "View Induction"
Select the tab to "View Induction"
6. Progression Bar
In the "Induction" tab, we store all of his onboarding documentation. There's a traffic light color code system to monitor the progress of the induction: red for not started, yellow for in progress, and green for completed.
7. Click "on"
Scrolling down, you'll find a section containing all the policies that he has read and signed off on. This streamlined approach simplifies the process of ensuring that all staff members acknowledge new or updated policies.
8. Edit Pencil
To make changes to Arnold's profile, return to his profile and click on the edit pencil icon.
9. Click "Override Allowances"
Once in the editing mode, you can make any necessary modifications to his profile. Now, proceed to the "Override Allowances" tab.
10. Click "Edit Time Details"
In the "Override Allowances" tab, you can adjust Arnold's allowances if they vary from the Role allocated allowances. This would normally only be required as an exception where Arnold is entitled or not entitled to an Allowance that is assigned to his role. Click on the "edit time details" tab
11. Review and confirm details
In this tab you can review and confirm the Users role, pay type, employee type and Assigned E.B.A. group. Select Training Log tab.
12. Import/Export CSV
The "Training Log" tab showcases a matrix format of each employee's competencies. It provides visibility into upcoming competency renewals using a traffic light color system: green for those that never expire, yellow for warnings (expiring in 30 days), red for expired, and orange for those not yet submitted. Additionally, there's an option to import a CSV file to populate this database and the flexibility to export the data into a spreadsheet. To filter the certificates, click on the filter icon. You can then narrow down the view based on contact, role, or certificate group.
13. Click "Project Matrix"
Select the "Project Matrix" option
14. Click "Training Needs Analysis Matrix"
In the Projects matrix, you can identify which employees are qualified for specific projects. For instance, Arnold possesses all the necessary qualifications for the Snowy Hydronic project, including the red card, working with children check, and a heavy vehicle license. This system ensures that we appropriately assign employees to suitable jobs. Click on the "Training Needs Analysis Matrix" field
15. Click "Role Matrix"
In the Training Needs Analysis matrix, you can review all the training need records for each of your employees. Select the option of the "Role Matrix"
16. Click "PPE Register"
In the role-based matrix, you can access a comprehensive list of standard certification requirements necessary for a specific role. In the example we are showing the requirements for a Manager. Let's Navigate to the "PPE Register" section
17. Click "Stages"
The PPE Register tab enables you to monitor and keep track of all the equipment distributed to employees. Let's explore the stages tab
18. Multiple Stages
If configured the Stages tab gives a snapshot of each employee's onboarding journey, right from the application phase to filling out specific forms and progressing to the interview stage. Here, they can complete questionnaires, quizzes, watch videos, or any other activities you deem fit. In the final onboarding stage, employees have the opportunity to go through the employee handbook and fulfill any additional training requirements as needed. The beauty of it is, you're not limited to just three stages—you can create as many stages as you'd like!
19. Click "Timesheet Approval"
Choose the "Timesheet Approval" option
20. Filter by day or week
In this section, you can easily access and review all the timesheets and leave requests submitted by your employees. The details include start and end times, the project or job allocation, allowances, and the corresponding EBA rates. You have the flexibility to filter by day or week, and the option to set multiple approvals before the data is seamlessly integrated into the accounting package. Each timesheet entry can be edited by clicking on the shift line.
21. Click "30"
You have the flexibility to make adjustments to various aspects such as the start and end times, allowances, E.B.A. rates, and include any additional comments as needed. It provides a user-friendly interface for fine-tuning the details. The comments field can be used to add any notes for changes made so the User can then review on Mobile. Select the History tab.
22. Click "Your Activity"
In the History tab, you can review all the adjustments made to this particular timesheet, ensuring that every change is documented and archived for reference. Let's navigate to the "your activity" tab
23. Click "Leave Requests"
In this section, you can have a comprehensive view of all the activities a specific employee has completed for either the week or day, providing a detailed overview of their work contributions. Select the "Leave Requests" tab
24. Submit Leave
In this section, you can easily access all the leave requests submitted by your employees. You have the convenient option to submit leave directly from your mobile or tablet, or through the browser by clicking on the plus icon. Let's explore the Staff utilization tab
25. Click "Staff Utilisation"
In this section, you get an insightful overview of your staff utilization. You can see their contracted hours, worked hours, leave hours, and time in lieu. This provides a valuable tool to monitor your staff's fatigue levels and ensure their well-being.
This guide has explored a variety of features and options within the Kynections HR module, focusing on employee training. By learning how to access different views and configure settings, you now have the tools to efficiently manage tasks like induction, time details, training logs, and leave requests. Feel free to refer back to this guide as needed to make the most of Kynections HR capabilities.
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