COINS User Guide: Human Resources Training Manual

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1 Construction Industry Solutions 6 Airport Park Blvd. Latham, NY Construction Industry Solutions

2 2009 Construction Industry Solutions The contents of this documentation and all other documentation provided are the property of Construction Industry Solutions (COINS) and are strictly confidential. All rights reserved; no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of COINS. Much care has been taken in the preparation of the documentation and COINS believes that the information given is accurate and reliable. However, no responsibility, financial or otherwise, can be assumed for any errors or consequences arising from the use of the material. Companies, names and data used in examples are fictitious unless otherwise noted. The information contained in this document is subject to change. Construction Industry Solutions, June 2009

3 CONTENTS 1 Introduction Using HR with Payroll Business Benefits of COINS HR Getting Around in HR Log In Screen COINS Home Page Personnel Workbench Using the Advanced Filter Using the Record Filter Selecting Records Wildcard Searches Choose Action What Do the Buttons Do? Bulk Record Maintenance Keyboard Shortcuts How to Use the Help Working with Employee Records Accessing Employee Records Personnel Summary Maintaining a Record Profile Tab Address Tab Employment Tab Organization Tab Other Tab Notes Tab Captions Tab Construction Industry Solutions, June 2009

4 Construction Industry Solutions, June 2009

5 1 Introduction COINS OA Human Resources (HR) is a personnel management system that gives you a single point of access to information about your personnel, training courses, and the HR related companies you use. It also helps you to manage your HR tasks and activities. HR is designed to hold relevant personal data while minimizing the effort involved in administrative tasks. 1.1 Using HR with Payroll HR can be used on its own or linked to COINS Payroll. Links to Payroll allow employees to be set up in HR and automatically created in Payroll. Some Payroll information entered can then be passed back and viewed in HR. If you are using both COINS HR and Payroll, you need to decide how to create new employee records. You have 3 choices: 1. Only Payroll users can create new employee records. 2. Only HR users can create new employee records. 3. Both Payroll and HR can create new employee records. Once a person has been created in HR, their company and pay type cannot be changed. This is to make sure that the payroll record (which is unique on company/pay type/employee number) is linked to correctly. HR records can only create Potential Employees in Payroll. To turn these into employee records, the user needs to access Maintain Employees from within Payroll. The user will be prompted to press F9 if any potential records exist. If the user selects one from the list, the employee record will be created and the user can then copy from an existing record for fields like Pay Item Sequence. You also have the option to switch on a dynamic link between HR and Payroll. This means when the following fields are amended in either module, the other module is automatically updated. The fields included are: Last Name First Name Middle Name Social Security Number Gender DOB Start Date Address Construction Industry Solutions, June 2009 Page 1

6 Zip Code Termination Date Termination Reason 1.2 Business Benefits of COINS HR COINS OA Human Resources (HR) delivers a wide variety of benefits to your business: Key Roles Supported HR Administrator / Manager HR Director Departmental Heads / Managers Payroll Employees Training and Competency Manager Health and Safety Managers Key Business Processes Supported Employee register and key data Appraisals and grievances Holidays and absences Benefits statements Training and competency Payroll linking Medical and Health & Safety recording Terminated employee details Additional Processes Supported Document linking Contacts and beneficiaries Qualifications and memberships Issued items register Bulk updating (including via Excel) Bulk salary updating (including % increases) Comprehensive reporting Construction Industry Solutions, June 2009 Page 2

7 Added Value offered Automated prompts via reporting for due actions Payroll linking, ensuring consistent employee records Training and competency register Benefits value statements and tracking of benefits due / available Comprehensive and consistent management of employee data Enforcement of company procedures through consistent approach Construction Industry Solutions, June 2009 Page 3

8 2 Getting Around in HR 2.1 Log In Screen To log into COINS OA HR, use your web browser to go to the COINS Human Resources Log in screen. Enter your User ID and Password and either press RETURN/ENTER on your keyboard or click [Next]. Figure 1: Log in Screen Construction Industry Solutions, June 2009 Page 4

9 2.2 COINS Home Page When you first log into COINS OA, you are taken to the COINS Home page. From here, first choose a COINS Company from the top drop down menu. (You can select a different company at any time using this menu.) Figure 2: COINS Home Page Next, select the COINS module that you want to work with from the drop down menu directly below. A tree appears displaying the different components of that module. To expand the tree, click on the plus signs. Next, select the function you want to work with from the tree menu. Related information will be displayed in the main area of the screen. There are several buttons at the bottom right hand corner of COINS screen, including: [ this Page] and [Show/Hide Help]. The Help contents always relates to what you have displayed in the main part of the screen, so in other words, it follows you as you work through the different screens. The and Help sections can be resized by placing your cursor on the border between the or Help and the main area, and dragging your mouse left or right. Construction Industry Solutions, June 2009 Page 5

10 2.3 Personnel Workbench The Personnel Workbench lists employees in the Human Resources database. It displays information related to them such as name, job title, company, department, start date, etc. This Workbench also gives you access to the Personnel Summary for each employee, where additional information can be viewed or updated. Figure 3: Personnel Workbench At the bottom of the screen, you will see a Filter drop down menu. Whether or not this filter is available depends on the function you are in. The options available in the drop down menu also depend on the function. For example, in the Personnel Workbench, you have filter options Current, Left, and All which enable you to view current employees only, terminated employees only, or a combination of the two. Next to the Filter drop down menu, there is a Search field. To make a search, select the column you want to search on from this drop down. Type the value into the Search field and then click [Apply Filter] or press the [Enter] key. COINS displays only the records that match the value you typed. Construction Industry Solutions, June 2009 Page 6

11 2.4 Using the Advanced Filter An Advanced Filter is available for certain functions. The Advanced Filter lets you filter on columns that may not be available in the Simple Filter. It may also let you filter on columns that are not displayed. To use the Advanced Filter (if it is available), click [Advanced Filter]. To close it, click [Simple Filter]. Figure 4: Typical Advanced Filter The From and To fields allow you to filter on a range. For example, you might want to filter on ID Numbers. In the From field, type in the first, beginning value or use the Lookup to display available values. In the To field, type the ending value or use the Lookup to display available values. Click Filter]. [Apply The Matches field lets you filter on a specific item or items. To do this, type the value in the field or use the Lookup to select multiple values and click [Apply Filter]. 2.5 Using the Record Filter The Record Filter can be found in the top left hand side of the worksheet in the main area. The purpose of the Record Filter is to allow you to filter on specific or a range of records. To do this, you need to select the records you want, and then click [Record Filter] Selecting Records To select a record, in the Record Filter column, simply click the record you want. A selected record will have an arrow next to it. Construction Industry Solutions, June 2009 Page 7

12 To select multiple records, hold down the [CTRL] key and click on the records you want. To select a range of records, click on the first record, hold down the [Shift] key, and click the last record. To deselect a record, hold down the [CTRL] key and click on the arrow. Figure 5: Record Filter You can move a record to the top of the screen by double clicking in the Record Filter column Wildcard Searches Wildcard characters can be used in both the Simple and Advanced Filter. They include: * [Asterisk] for multiple characters. For example: 100* will return all contract numbers beginning with [Period] for single characters. For example:.00* will return all contract numbers with 0 in the second and third digits.! [Exclamation mark] to exclude. For example:!100* will return all contract numbers except those beginning with 100. To combine exclude with other wildcard searches, the exclude must be stated first. For example, to exclude all contract numbers except those beginning with 100 and include all contract numbers beginning with 200:!100*,200*. Construction Industry Solutions, June 2009 Page 8

13 2.6 Choose Action The Choose Action drop down menu allows you to choose the next action by selecting a value from the drop down menu. On the Personnel Workbench, the available options include Link to benefit, holiday, item, medical test, incident, training course and to adjust salaries. You can bulk link employees by first selecting the range of records you want and then clicking the action. Figure 6: Choose Action 2.7 What Do the Buttons Do? The availability of buttons depends on your user permissions. The following is a list of buttons that you might have access to, along with a short description of what each one does. Update information on a record (select the record first). View detailed information on a record or records (select them first). Takes you to the first screen. Takes you to the previous screen. Takes you to the next screen. Takes you to the last screen. Allows you to export entire contents to Excel. Delete a record or records (select them first). Undo/cancel the last action. Apply the filter on a search. Construction Industry Solutions, June 2009 Page 9

14 For more specific searches or to search for a range of values. Saves your recent changes. Lets you look up existing values in the database. Used for filling in fields. Add a new record. Copy a record (select the record you want to copy first). Gives you a personnel count and salary total for records you select (select the records first). Allows you to multi update for the records you select on the following fields: Director, Manager, Supervisor, Job Title, Grade, Group, Subgroup, Holiday Entitlement, and any Analysis Sets you have set up. 2.8 Bulk Record Maintenance Bulk Record Maintenance is for updating multiple records at a time. To do this: 1. Select the records you want. 2. Check the Bulk check box and click [Open]. Two screens appear. One is a spreadsheet containing all the records you selected, and the other is a large editor field. 3. Make your changes in the spreadsheet, then copy and paste the contents into the large editor field. CTRL+A will highlight the entire spreadsheet, CTRL+C will copy all of the changes, and CTRL+V will paste back into COINS HR. 4. Click [Save]. All the fields of all the records will be updated in one transaction. NOTE: Do not make any changes to the last two columns; if you do, the update will not work. Bulk Record Maintenance also allows you to add, copy, and insert in bulk. For copy, the records in the spreadsheet are copies which you can then make changes to and paste into the editor. For add and insert, you get a blank spreadsheet with column headings. Construction Industry Solutions, June 2009 Page 10

15 2.9 Keyboard Shortcuts Several keyboard shortcuts are available in HR. These include: [CTRL]+[Shift]+A [CTRL]+[Shift]+F [CTRL]+[Shift]+T [CTRL]+[Shift]+L [CTRL]+[Shift]+N [CTRL]+[Shift]+O [CTRL]+[Shift]+S [CTRL]+[Shift]+U Apply Filter Apply Record Filter Toggle Simple/Advanced Filter Lookup Add/New Open Save Undo 2.10 How to Use the Help To open the Help, click the [Help] button at the right bottom of the screen. The Help contents you see are related to the function you are in. For example, the fields displayed in the main area will be described in the Help. If you navigate to another screen, the Help display changes to relate to the new screen. A typical layout of the Help includes the title of the function you are in, followed by two links: Show All and Hide All. Clicking on [Show All] displays all additional information related to the function. Clicking on [Hide All] hides the additional information. These links are usually followed by a description of what the function does and what it can offer. Any extra information related to the function will follow in the form of a link. The next section of the Help describes Selectors (if there are any) and Fields in the function. Selectors are usually drop down menus that require you to choose an option to tell COINS what sort of information you want to see. If there is extra information related to a selector or field, you will see a link entitled More... Click this to view the information, and click it again to hide it. You may also get extra information on associated parameters for a field; click the Associated Parameters link to view these. To hide the information on associated parameters, click the link again. Construction Industry Solutions, June 2009 Page 11

16 Figure 7: Help Construction Industry Solutions, June 2009 Page 12

17 3 Working with Employee Records 3.1 Accessing Employee Records To access an employee s record, click the Personnel Summary link - the employee s Last Name, which is underlined to indicate the link. Figure 8: Link to Personnel Summary Construction Industry Solutions, June 2009 Page 13

18 3.2 Personnel Summary Once in the Personnel Summary, you can view the employee s Profile, Address, Employment, Organization, Other, Notes, and Caption information via a tabbed dialogue. Figure 9: Personnel Summary To open the record for updating, click [Open] at the bottom left of the screen. 3.3 Maintaining a Record Once the record is open for updating, you can change it using your tab key or mouse to move between the fields. When your changes are complete, click [Save] to save them. Choose options on the tab allow you to choose from pre-defined values from drop down menus, such as Title. Some fields are calculated, such as Age, which is based on Date of Birth; and Length of Service, which is based on hire history. Construction Industry Solutions, June 2009 Page 14

19 3.4 Profile Tab The Profile section contains identifying Information, Length of Service, Status, Rehire Information, and Adjusted Service Date information about the employee. There are three available Adjusted Service Dates: 1. Computed: Computed based on hire history. 2. Manually Entered: Uses the calendar to enter a manual adjusted service date. 3. Computed by Custom Calculation: Computed based on user-defined calculations, such as calculations that ignore employee records prior to an existing date. Figure 10: Personnel Summary Profile Tab Construction Industry Solutions, June 2009 Page 15

20 3.5 Address Tab The Address section contains Primary and Secondary addresses, phone numbers, and information for the employee. Figure 11: Personnel Summary - Address Tab Construction Industry Solutions, June 2009 Page 16

21 3.6 Employment Tab The Employment section allows you to view and maintain general employment information about the employee, such as EEO-1, I-9, and Veteran status. Use the Job Title lookup to assign the correct Job Title to the employee. The Job Category will automatically update. If you have set up standard job descriptions for your job titles, then you can assign the job description to the employee by using the Standard Job Description check box. You can then access the Job Description by clicking the link. If, however, you have an individual job description for the employee, don't check the box and simply type in the description directly. Figure 12: Personnel Summary - Employment Tab Only employees with Director, Manager, and/or Supervisor checked in the Work Information area of the Employment tab will appear in the drop down list on the Organization tab. Construction Industry Solutions, June 2009 Page 17

22 3.7 Organization Tab The Organization section contains information about who the employee reports to and what department they work in. Figure 13: Personnel Summary - Organization Tab Select the employee's manager from the drop-down list. Only employees with Director, Manager, and/or Supervisor checked in the Work Information area of the Employment tab will appear in the drop down list(s). Group and Subgroup are a means of structuring people in your company. For example, you could have different geographical areas which employees can belong to. Subgroups are related to groups and can help you structure your organization. If you had a group called North Region, you could have a subgroup of North East Region. Some available choices on Lookup are determined by other choices. For example, the choices available for Subgroup are determined by the Group an employee is in. The final fields displayed on this tab will be any Analysis Sets that you have set up. Construction Industry Solutions, June 2009 Page 18

23 3.8 Other Tab The Other section contains miscellaneous information about the employee, ID Card and Driver s License information. Figure 14: Personnel Summary - Other Tab You can use this section to record whether the employee has received an orientation, if the employee is on the phone list and, if so, the employee s extension number. If your organization issues ID cards to employees, you can make note of the employee s card number here. You can track what type of driver s license the employee has and if the employee has any points on their license. Construction Industry Solutions, June 2009 Page 19

24 3.9 Notes Tab The Notes section lets you add a picture or other notes for an employee. If you wish to attach a photograph to your employees, simply enter the file directory of the image location. The image will then display, but only when the record is closed. Figure 15: Personnel Summary - Notes Tab NOTE: Any documents you link to must be on a shared directory. Construction Industry Solutions, June 2009 Page 20

25 3.10 Captions Tab Captions are extra user-defined fields which have been included in the software you can create to record information that is not already in the COINS system. Each caption you set up can have up to 10 fields associated with it. You can also determine how the values are input, for example, a check box, a date field, etc. Figure 16: Personnel Summary - Captions Tab Construction Industry Solutions, June 2009 Page 21

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