University College Cork. HRIS Core Personnel. Navigation. Departmental Users Version 1.1

Transcription

1 University College Cork HRIS Core Personnel Departmental Users Version 1.1 Navigation Human Resources 08/06/2012

2 Table of Contents Accessing the System and CorePersonnel... 1 Exit... 4 Enquiry... 4 Training... 4 Reports... 4 Main Menu, Standard Toolbar... 5 Using the Mouse... 5 Standard Toolbar... 5 View Icon Description... 5 Status Bar... 5 Querying the Application... 7 Search using the employee screen... 7 Search by Personnel No Search by Name... 8 Advanced Search Options... 9 Viewing Search Results... 9 Personal Detail Appointment Details Post Profile How to change HRIS log in Password... 12

3 Accessing the System and CorePersonnel 1. From the main UCC webpage 2. Click on the Staff Link 3. Choose Human Resources 4. From the left of the screen choose the link HR Information System 1 P a g e

4 5. Click on the HRIS banner to get the log on screen for HRIS 6. Select the menu path HR Information systems (HRIS) 2 P a g e

5 1. Choose HRIS Application, the following log in screen appears. 2. Use your existing username and password for the HRIS application to log in. Use CORPRD as the database name. 3. Click Connect You are now logged on to the system. The CoreHR suite of applications opens as shown below. From here, all available modules can be selected through the Jig-saw pieces or through the CoreHR drop down menu. The CorePersonnel module can be accessed in two ways: 1. Select the Personnel jig-saw piece. 2. Select CorePersonnel through the CoreHR menu option. 3 P a g e

6 CorePersonnel System Overview CorePersonnel is sub-divided into separate sections for ease of navigation. These menu options are outlined below: Exit This closes the CorePersonnel Main Menu screen and returns the user to the CoreHR Suite Menu screen. Clicking Exit from this screen will close the application entirely. Enquiry The enquiry option allows the user to view Personnel data such as Discipline Details, Education/Skills Details or Qualification Details. The user cannot amend any details through these screens. Training The training module allows the user to view Training data. The Enquiries Menu gives the user the option to view training details only i.e. no modifications can be made. Reports Reports comprise : Personnel, Core Time & Training reports 4 P a g e

7 . Main Menu, Standard Toolbar Using the Mouse When using the mouse, click on the required menu to display the menu items and select the required menu item For example, from the main menu, select Enquiry, Personal Profile. You are now in the Employee Search screen as illustrated below Standard Toolbar The screen shot above displays the standard toolbar used by Core applications. The toolbar is made up of 9 menus and 14 icons. The menus and icons perform similar functions with the most frequently used commands appearing as icons. These allow the user to insert, update, edit, view and delete data within the Core application. View Icon Description Each Icon has a description explaining its function. To access this description, hold your mouse pointer over an icon on the toolbar e.g. over the <Save> button. A description displays. Status Bar 5 P a g e

8 The Status Bar is positioned at the bottom of each screen. The following information is displayed there, depending on the context. Error Messages Error messages are displayed on the status bar when a user attempts actions which are not permitted e.g. change a field such as Personnel Number. A typical error message would be Field is protected against update. Valid Values When the cursor is in a field and the word <List> is displayed on the status bar, a list of <Valid Values> are available for that particular field. Click the <Valid Values> icon on the toolbar or press F9 to access the Valid Values. Query mode. Some Core Screens display the toolbar in query mode i.e. with <Execute Query> icon displaying. The execute query term is also referred to as using the red tick. The Cancel Query mode can also be referred to as the black lightning bolt. When a screen is in Query mode, as the screen below, the following messages are displayed on the status bar: Enter a query; press F8 to execute, Ctrl + q to Cancel and ENTER QUERY. Record Count The number of records on screen is displayed next to Record on the status bar. Field Help When the screen is in Edit Mode, data input is allowed. When the cursor is in a field, a help message displays on the status bar describing the action required. 6 P a g e

9 Querying the Application To perform a query, the screen must be in Query Mode. Query-Mode is indicated in some screens by a greyed-out <Edit Mode> icon. It will look like the following:. This is typically on the search screens in CorePersonnel. Search using the employee screen 1. Navigate to Maintenance, Personal Profile 2. When searching ensure that you have chosen one of the following o Active (default) o Dormant o All (Active & Dormant staff) 7 P a g e

10 Search by Personnel No. 1. Click on the Personnel No list of <Valid Values>. Here, a Personnel List pop up appears. Type in text to narrow down the search. 2. For example: Type M and all surnames with M s appear. Type Mu and this brings back all employees with a surname starting with Mu. The wildcard operator % can also be used in this Find text box. 3. Click OK 4. Once the search criteria has been selected, click on the <Search> button to return the search results 5. When this exercise has been completed, use the <Clear> button to clear any previous searches Search by Name 6. Using the Name field, use the wildcard operator to return specific results e.g. Sm% for Smith/Smyth, %Jo% for all names containing the letters JO, etc. 7. Once the search criteria has been selected, click on the <Search> button to return the search results 8. When this exercise has been completed, use the <Clear> button to clear any previous searches 8 P a g e

11 Advanced Search Options From the Advanced Options, you can search by other fields e.g. search an entire dept etc. Viewing Search Results The following details return when a search has been complete Personnel No. Name Address Status (Employee Status) Home No Date Started Department To view further employee details double click on the person name Note: Searching can only be done from the main Personal Profile screen 9 P a g e

12 Personal Detail - 01 Retirement date generated automatically from the Date of Birth field and is based on a retirement age of 65. This date can be manually overwritten Appointment Details 02 Length of Service: calculation is based on your Date Started up to today s date. Total Length of Service: calculation is based on the post Appointment history. I.e. Earliest Post Start Date to today s date. Post Start/Post End Date: The start and end date of the current appointment Date Started: The original start date of the employee in the University. This date will also include time as an occasional staff member or if the person was employed as a student Latest Start Date: This is the latest start date of the employee without a break in service since this date. Contract Dates: Dates of any additional contracts or Contract details of Research staff Probation Dates: Probation and Establishment Dates used for the tracking of Academic Probation and Establishment 10 P a g e

13 Post Profile 03 Post Profile Type: Status of the Post Post Hierarchy: This is the hierarchy of the post in which the person is appointed to. This reflects the reporting structure of the employee and where the employee is counted for headcount/fte purposes Post Type reflects the Post appointment and Employee Status reflects the status of the employee. 11 P a g e

14 How to change HRIS log in Password 1. Log in to HRIS 2. Click CoreHR/CoreTime 3. Choose Tools/Change Password 4. The change Password dialog box appears 5. Enter Current Password 6. Enter New Password and Confirm New Password 7. Click OK 12 P a g e

15 8. The following dialog box appears to confirm password has been successfully changed 9. Log out of HRIS and log in with new password 13 P a g e