ASTROW HR. Installation & Operation & Programming MANUAL

Transcription

1 ASTROW HR Installation & Operation & Programming MANUAL

2 2007 A.S.E. R&D EUROPE. Printed in Belgium. All rights reserved. NOTICE Information in this document is subject to change without notice and does not represent a commitment on the part of A.S.E. R&D EUROPE. This document may not be copied, reproduced, transmitted, or distributed in whole or in part, without the express prior written permission of A.S.E. R&D EUROPE. No title to or ownership of the products described in this document or any of its part, including patents, copyrights, and trade secrets, is transferred to the reader in general. March 2007, A.S.E. R&D EUROPE

3 TABLE OF CONTENTS 1. Installation Astrow HR System requirements Astrow Plus client workstation(s) Microsoft SQL database server New installation (not using Astrow Plus yet) Software installation Installation MDAC software Installation Astrow Plus - HR software Installation MSDE software New database installation Database location Change existing Astrow Plus installation Remove Astrow Plus Installation procedure Astrow Plus HR Convert existing Access database to SQL Server Upgrade existing SQL database Activation and settings Astrow HR User manager in Astrow Plus Open Astrow HR Synchronization between Astrow Plus and Astrow HR Automatic synchronization Synchronization button Configuration Astrow HR Language management Add a language Modify a language Remove a language User Groups Users The tab 'User details' The tab 'User groups' Curriculum General The tab 'Professional' The tab 'Contact' The tab 'Civil status' The tab 'Financial' The tab 'Documents' Add a new document Modify a document AEB Page 0-1

4 Open an attached document Remove an attached document The tab 'Medical' Medical information Medical investigations The tab 'Free items' Professional General The tab 'Skills' Skills Language knowledge The tab 'Equipment' The tab 'Vehicle' The tab 'Movements' The tab 'Evaluations/decisions' Evaluations Decisions The tab 'Certificates' History General The tab 'Training' The tab 'Educational' The tab 'Professional' Definitions Groups Locations Equipment Skills General skills Languages Training institutes Teachers Other Providers Free items Free fields Free lists Free groups Recruitment instruments Training Course categories Course providers Courses Training plans Training plan structure AEB Page 0-2

5 Employees Recruitment Vacancies Applications Events Recruitment instruments Candidates Add a new candidate Add an external candidate Add an internal candidate Open details about a candidate Remove a candidate Reports Age pyramid Department overview Skill/languages overview Free items overview Personnel movements Equipment overview Employee trainings Training participation Training plan structure Vacancies Candidates Recruitment instruments effectiveness Vacancy applications Candidate applications Roles and capacities positioning AEB Page 0-3

6 Installation Astrow HR 1. Installation Astrow HR 1.1. System requirements AstrowHR only supports SQL and MSDE databases! Astrow Plus client workstation(s) Minimum specification Recommended specification IBM PC or compatible IBM PC or compatible Pentium III 750Mhz processor Pentium 4 1.7Ghz processor Windows 2000, XP Windows 2000, XP Internet Explorer 5.5 Internet Explorer Gb free hard disk 1 Gb free hard disk 256 Mb RAM (Win 2000) 256 Mb RAM (Win 2000) 256 Mb RAM (Win XP) 265 Mb RAM (Win XP) CD ROM drive CD ROM drive USB port USB port Keyboard, mouse, SVGA monitor Keyboard, mouse, SVGA monitor Laser printer Laser printer 16 ppm or more Microsoft SQL database server 1 Minimum specification Recommended specification IBM PC or compatible IBM PC or compatible Pentium III 800Mhz processor Pentium 4 1.7Ghz processor MS Windows 2000 Server or MS Windows 2003 Server MS Windows 2000 Server or MS Windows 2003 Server MS SQL 2000 Standard Edition MS SQL 2000 Standard Edition Internet Explorer 5.5 Internet Explorer Gb free hard disk 2 30 Gb free space SCSI hard disk(s) RAID 5 / RAID 10 provide best security 256 Mb RAM (Win 2000) 512 Mb RAM (Win 2000) CD ROM drive CD-R drive USB port USB port Keyboard, mouse, SVGA monitor Keyboard, mouse, SVGA monitor 1 This machine must NOT be a Primary Domain Controller or a Back-up Domain Controller 2 Data caching on the disk controller card should not be used AEB Page 1-1

7 Installation Astrow HR 1.2. New installation (not using Astrow Plus yet) Software installation Installation MDAC software To run the ASTROW Plus - HR software some additional components like MDAC need to be installed on every workstation running the software. These components are needed to access data and to create databases. Click on the link on the installation page from Astrow Plus and the MDAC document will be automatically opened. Follow the instructions as mentioned Installation Astrow Plus - HR software Insert the installation CD into the CD-drive, open the folder 'AstrowPlus HR' and choose between a local (ASQ-Local) or network (ASQ-Net) installation. Double-click on the icon Setup.exe to install the Astrow Plus - HR Software on your computer (since the local and network installation is largely the same, we will only describe the local installation). For a local installation, following windows will be subsequently opened: Astrow Plus - HR is preparing the setup process. Welcome text of the Astrow Plus - HR Setup program, recommendations and warnings. Click on 'Next>' to continue the installation. AEB Page 1-2

8 Installation Astrow HR Click on 'Browse' to change the destination folder of Astrow Plus - HR. Click on 'Next>' to install Astrow Plus - HR in the selected folder. The files are copied to the selected location. The installation of the Astrow Plus - HR software is complete. Click on 'Finish' to complete the setup. AEB Page 1-3

9 Installation Astrow HR Installation MSDE software If you want to run the ASTROW Plus HR software on MSDE, just click on the corresponding link on the Astrow Plus installation page for more information on installing MSDE New database installation After the installation of the ASTROW Plus HR software, you will have to create a new database. Double-click on the AstrwDbC.exe icon, which can be found in the Astrow Plus installation directory (Program files\amanotis\astrow Plus). Following windows will be subsequently opened: Select the option 'Create New Database'. Click on 'Next>>' to continue. Select all the tables that have to be additionally created. In this case, do not forget to select the option 'HR tables'! Click on 'Next>>' to continue. AEB Page 1-4

10 Installation Astrow HR Select the option 'MS SQLServer' to create a new SQL database Click on 'Next>>' to continue. Click on the button to select the server name and fill out the login name and password for this server. Click on 'Next>>' to continue. AEB Page 1-5

11 Installation Astrow HR Fill out a name for this new Astrow Plus HR database. Click on 'Finish' to start the database creation. The new database has been successfully created. Click on 'Close' to close this window. AEB Page 1-6

12 Installation Astrow HR Database location Once the software and database have been installed, it is necessary to locate the database. Run the AstrwLE.exe program, which can be found in the installation directory (Program files\amanotis\astrow Plus) or select Database Location Editor from the Start menu (Programs AmanoTIS Astrow Plus Database Location Editor). Following window will be opened: Click on 'Add' to add a new database location. Following items need to be filled out: Description: Description of the SQL/MSDE database (max. 16 characters). Database Type: Select the database type (always MS SQL SERVER for Astrow Plus HR!). Server: Click on to localise the server. AEB Page 1-7

13 Installation Astrow HR Use Trusted Connection: This option can be used when having the required rights to the server the database is located on. The Windows login will then be automatically used. SQL Server Authentication: Enter the user name and the password for the SQL server. Database: Click on to select the Astrow Plus - HR database you want to localise. Click to save the modifications made Change existing Astrow Plus installation If you were already using Astrow Plus and you want to add Astrow HR to the installation, you will first have to remove the old Astrow Plus software. Next, you will have to install the Astrow Plus HR software and convert/upgrade the existing database Remove Astrow Plus Open the control panel (START Settings Control Panel) and double-click on the icon 'Add or Remove Programs'. Select 'Amano TIS (Astrow Plus)' and click on the <Change/Remove> button. Now the Astrow Plus software will have been removed Installation procedure Astrow Plus HR After removal of the old Astrow Plus software, you will have to install the new Astrow Plus HR software. Insert the installation CD into the CD-drive, open the folder 'AstrowPlus HR' and choose between a local (ASQ-Local) or network (ASQ-Net) installation. Double-click on the icon Setup.exe to install the Astrow Plus - HR Software on your computer. Following windows will be subsequently opened: Astrow Plus - HR is preparing the setup process. AEB Page 1-8

14 Installation Astrow HR Welcome text of the Astrow Plus - HR Setup program, recommendations and warnings. Click on 'Next>' to continue the installation. Click on 'Browse' to change the destination folder of Astrow Plus - HR. Click on 'Next>' to install Astrow Plus - HR in the selected folder. AEB Page 1-9

15 Installation Astrow HR The files are copied to the selected location. The installation of the Astrow Plus - HR software is complete. Click on 'Finish' to complete the setup Convert existing Access database to SQL Server If you were using an Access database, you will have to convert it to an SQL database to be able to work with Astrow HR. Double-click on the AstrwDbC.exe icon, which can be found in the Astrow Plus installation directory (Program files\amanotis\astrow Plus). Following windows will be subsequently opened: AEB Page 1-10

16 Installation Astrow HR Select the option 'Convert existing Access database to SQL Server'. Click on 'Next>>' to continue. Click on the 'Browse' button to select the MS Access database to be converted. Click on 'Next>>' to continue. AEB Page 1-11

17 Installation Astrow HR Select all the tables that have to be additionally created. In this case, do not forget to select the option 'HR tables'! Click on 'Next>>' to continue. Click on the button to select the server name and fill out the login name and password for this server. Click on 'Next>>' to continue. AEB Page 1-12

18 Installation Astrow HR Fill out a name for this SQL Astrow Plus HR database. Click on 'Finish' to start the database conversion. The database conversion has finished. Click on 'Close' to close this window. Now, you will have to locate the created SQL Astrow Plus HR database (refer to ). AEB Page 1-13

19 Installation Astrow HR Upgrade existing SQL database If you were already using an SQL Astrow Plus database, the database will have to be upgraded to the new version of Astrow Plus HR. Double-click on the AstrwDbC.exe program (can be found in the folder where Astrow Plus has been installed) and following windows will be subsequently opened: Select the option 'Upgrade Existing SQL/MS Access Database'. Click on 'Next>>' to continue. Select the option 'MS SQL Server' (AstrowHR only supports SQL and MSDE databases). Click on 'Next>>' to continue. AEB Page 1-14

20 Installation Astrow HR Enter the name of the SQL server. Enter the login name and password to log in to the SQL server. Select the SQL/MSDE Astrow Plus database to be upgraded. Click on 'Next>>' to continue. Make sure the option 'HR tables' is selected. Click on 'Next>>' to continue. AEB Page 1-15

21 Installation Astrow HR Click on 'Finish' to start the database upgrade. The database upgrade has finished. Click on 'Close' to close this window. AEB Page 1-16

22 Activation and settings Astrow HR 2. Activation and settings Astrow HR Although Astrow HR has a separate executable, the HR module can only be opened through Astrow Plus. Therefore, a few extra settings have been added to Astrow Plus to open Astrow HR and allowing you to work simultaneously with Astrow Plus and Astrow HR. Astrow HR has three different modules: HR part 1, HR part 2 (training) and HR part 3 (recruitment). Each module requires a separate Wibukey setting. HR part 2 is used for managing annual training plans for your employees. HR part 3 is used for managing the recruitment process, from defining a need to hire a new employee until accepting the candidate considered as the most suitable. REMARK: HR part 2 and 3 are extensions of HR part 1 and cannot be used without HR part 1! 2.1. User manager in Astrow Plus Before starting the HR module, we will have to change the settings of the 'User manager' in Astrow Plus. Open Astrow Plus through the Start menu (START Programs Amano TIS Astrow Plus) and enter your user name and password. Select 'User Manager' from the 'View' menu and following window will be opened: An extra option 'Astrow HR administrator' has been added to define for each user if he is an administrator in Astrow HR or not. A user that is administrator can then define the access rights for all other users in Astrow HR. This option is only visible if Astrow HR has been installed and if your Wibukey has been programmed with the required licences. The access rights for each user in Astrow HR will be defined in the Astrow HR application and linked with the users from Astrow Plus (refer to 4.2. and 4.3.). AEB Page 2-1

23 Activation and settings Astrow HR 2.2. Open Astrow HR First open Astrow Plus with your own user name and password. Click on the button in the upper right corner of the toolbar. This icon is only visible if Astrow HR has been installed and if your Wibukey has been programmed with the required licences. Click on this button to open Astrow HR. Following window will be opened: AEB Page 2-2

24 Synchronization Astrow Plus - Astrow HR 3. Synchronization between Astrow Plus and Astrow HR Since the curriculum of Astrow Plus and Astrow HR contains some common information (a large number of items from the Astrow Plus curriculum are automatically imported into the Astrow HR curriculum), it might be interesting to synchronize both applications. This way, when running Astrow Plus and Astrow HR at the same time, both applications will show the same up-to-date information about the same person at any time. So, if one application moves to another employee, the other application will also move to the same employee. And if the common information of the curriculum is modified in one application, it will be simultaneously updated in the other application as well. The synchronization can be switched on and off with the button. This button can have 5 different colours, according to the synchronization state (refer to 3.2.). It will also be possible to automatically synchronize the applications when starting Astrow HR (refer to 3.1.) Automatic synchronization A new user setting has been added to Astrow Plus to automatically synchronize Astrow Plus and Astrow HR when starting Astrow HR. Select the option 'User' from the 'Configuration' menu and open the 'General' tab. Following window will be opened: Select the option 'Automatically synchronize when starting AstrowHR' to immediately synchronize Astrow Plus and Astrow HR when starting Astrow HR. This option will only start synchronization automatically. When this option is selected, you will still be able to manually stop the synchronization using the button (refer to 3.2.). AEB Page 3-1

25 Synchronization Astrow Plus - Astrow HR 3.2. Synchronization button Astrow Plus and Astrow HR can also be synchronized manually, using the button. The synchronization between Astrow Plus and Astrow HR can be switched on and off. The synchronization button can be found both in Astrow Plus and in Astrow HR in the upper right corner of the toolbar. It can have 5 different colours, according to the synchronization state: The HR button can only have a grey colour in Astrow Plus, when Astrow HR is not started. When pressing this button, Astrow HR will be launched. A dark green HR button means that both applications are started, but not synchronized. Click on this button to start the synchronization (the button will turn light green) A light green HR button means that both applications are started and synchronized. Click on this button to stop the synchronization (the button will turn dark green) The HR button will be yellow if the applications are not synchronized because a filter has been applied in Astrow Plus. When selecting an employee in Astrow HR that is not included in the Astrow Plus filter, there will be no more synchronization between both applications and the button will turn yellow. At the same time, the curriculum in Astrow Plus will switch to 'All persons in filter' because the selected employee is not found. However, when selecting a person in Astrow HR that is included in the Astrow Plus filter, the button will stay light green. The HR button will be red if an error occurred while synchronizing the applications. If an unsaved modification has been made in one application and you move to another employee in the other application, the first application will display a message that there is unsaved information and the HR button will turn red. After answering to this message the applications will continue with the synchronization. AEB Page 3-2

26 Configuration Astrow HR 4. Configuration Astrow HR 4.1. Language management In this module you can set the different language databases to be used, allowing you to fill out the 'Name' and 'Description' fields in different languages (each field with the button). This way, when a user starts up in a different language, these fields will be in the correct language as well (refer to 4.3.). Select 'Language management' from the 'Configuration' menu. Following window will be opened: In this window, you can add, modify or remove a language Add a language Click on the button to add a new language. Following window will be opened: AEB Page 4-1

27 Configuration Astrow HR Name: Fill out the name of the language to be created. Astrow Language: This field refers to the language databases of Astrow Plus (refer to the Astrow Plus Programming Manual, Chapter 11). You have the choice between language database 1 or 2. This way, when starting up Astrow HR in a different language, not only the 'Name' and 'Description' fields will be in the correct language, but also the fields that have been imported from Astrow Plus (e.g. the field 'Department' from the curriculum). Now you can fill out all 'Name' and 'Description' fields in the selected languages. Click on the button next to a 'Name' or 'Description' field and following window will be opened: Fill out the translations in the different languages Modify a language Double-click on the language to be modified. Double-click on the language you want to modify. Following window will be opened: Modify the 'Name' or 'Astrow language' field and click on the button to save your modifications or on the button to cancel your modifications and close this window. AEB Page 4-2

28 Configuration Astrow HR Remove a language Select the language to be removed and click on the 'Remove' button. Select the language you want to remove and click on the will be opened: button. Following window Click on to confirm removal of the selected language or on to cancel. REMARK: Only languages that are not yet in use can be removed. If you try to remove a language that is in use, following window will be displayed: AEB Page 4-3

29 Configuration Astrow HR 4.2. User Groups In this module you can define the access rights of the different user groups. Each user can be linked to one or more user groups (refer to 4.3.). Only the Astrow Plus user that is administrator can define the access rights for all the users in Astrow HR (refer to 2.1.). Select 'User Groups' from the 'Configuration' menu. Following window will be opened: The user group 'Administrators' will be created by default and cannot be removed or modified. All users linked to this user group (refer to 4.3.) will have full administrator rights to Astrow HR and will automatically have the option 'Astrow HR administrator' selected in Astrow Plus (refer to 2.1.). Click on the button to add a new user group. Following items need to be filled out: AEB Page 4-4

30 Configuration Astrow HR Description: Fill out a description for this user group. Click on the description in the different languages (refer to ) button to fill out the The tab 'Actions/Rights': Select the different rights to each module of Astrow HR (View, Print, Add, Edit or Remove) for this user group. The tab 'Users': On this tab, you will see the different users that have been added to this user group and the language they have been linked to, both in Astrow Plus and in Astrow HR. This tab will only be filled out once the user settings have been completed (refer to 4.3.). Select a user group from the left part of the window and click on the remove this group. button to REMARK: The 'Administrator' user group and all other user groups that are already in use cannot be removed. If you try to remove them, following window will be displayed: OR AEB Page 4-5

31 Configuration Astrow HR 4.3. Users The access rights for each user in Astrow HR are defined in the 'Users' module and are linked to the users from Astrow Plus. The users in this module can only be created in Astrow Plus. This module allows you to add each user to one or more user groups (refer to 4.2.) and to link each user to a language that has been created in the language management (refer to 4.1.). Only the Astrow Plus user that is HR administrator can define the access rights for all the users in Astrow HR (refer to 2.1.). Select 'Users' from the 'Configuration' menu. Following window will be opened: In the left column of this window, you will see all users that have been defined in Astrow Plus. Select a user and make the required modifications on the tabs 'User details' and 'User groups'. AEB Page 4-6

32 Configuration Astrow HR The tab 'User details' Username: This is the name of the user that has been selected. This user name can only be modified in Astrow Plus. Language: Select the language in which the 'Name' and 'Description' fields have to be displayed when starting up with this user name (refer to 4.1.) The tab 'User groups' Each user can be linked to one or more user groups. If you select more than one user group, the rights of these groups will be combined. Select a user group from the 'Available groups' and click on the button to add the selected user group to this user. Select a user group from the 'Selected groups' and click on the button to remove the selected user group back from this user. AEB Page 4-7

33 Curriculum 5. Curriculum 5.1. General The curriculum contains all kinds of information about the employees defined in Astrow Plus (For information about the Astrow Plus curriculum, refer to Chapter 6 of the Astrow Plus Operation Manual). This information from the Astrow Plus database is view-only in Astrow HR. In addition to this information from Astrow Plus, you can add a large number of employee information in the Astrow HR curriculum. However, it won't be possible to add a new employee in Astrow HR (only possible in Astrow Plus). A list of employees can be found in the toolbar, which can be grouped by Name, File Nr, Department, Employee Nr or badge Nr, just like in Astrow Plus. Select 'Curriculum' from the 'View' menu or click on the the curriculum. button from the toolbar to open Following window will be opened: AEB Page 5-1

34 Curriculum Following items will always be available in the curriculum, no matter which tab of the curriculum is active. Pers Nr: This is the field 'File Nr' from the Astrow Plus curriculum. This field is automatically attributed when adding an employee in Astrow Plus and cannot be changed, neither in Astrow Plus nor in Astrow HR. Name: This is the field 'Name' from the Astrow Plus curriculum, holding the employee name. This field can only be changed in Astrow Plus. Badge Nr: This is the field 'Badge Nr' from the Astrow Plus curriculum, holding the number of the badge used for clocking. This field can only be changed in Astrow Plus. Click on this button to display the 'Professional' window (refer to Chapter 6). Click on this button to save your modifications. Click on this button to cancel your modifications. Click on this button to close the curriculum The tab 'Professional' This tab contains the current job information of the selected employee. Department: This is the field 'Department' from the Astrow Plus curriculum, holding the department the employee belongs to. This field can only be changed in Astrow Plus. Group: Select the employee group this employee belongs to from the roll-down list. If the required employee group does not exist yet, click on the group (refer to 8.1.). button to create a new employee Location: Select the location this employee belongs to from the roll-down list. If the required location does not exist yet, click on the button to create a new location (refer to 8.2.) AEB Page 5-2

35 Curriculum Function: Fill out the function of the selected employee within the company or select an already existing function from the roll-down list. Job description: Fill out a job description, which will be linked to the selected function. You can also select a job description that has already been linked to this function (for a different employee) when clicking on the button. Following window will be opened: Select a job description from the list and click on 'OK' to confirm. Date in service: This is the field 'Start calculation' from the Astrow Plus curriculum, holding the date as from which calculations have started for this employee. This field can only be changed in Astrow Plus. Date out service: This is the field 'End calculation' from the Astrow Plus curriculum, holding the date as from which calculations will stop for this employee. This field can only be changed in Astrow Plus. Type of contract: Fill out the type of employment contract the selected employee has been given. Direct boss: This roll-down list contains all employees that have been entered in Astrow Plus. Choose the selected employee's direct boss from this list. Click on this button to open the 'Movements' tab of the 'Professional' window. This way, you can display the movements of the selected employee within the company. (refer to 6.5.) Click on this button to open the 'History' window of the selected employee. This way, you can display this employee's history on the field of training, education and previous employment. (refer to Chapter 7) Click on this button to open the 'Seniority' window of the selected employee. Following window will be opened: Total: Enter the total number of years of service for the selected employee. Company: Enter the number of years of service within the current company for the selected employee. Specialization: Enter the number of years the selected employee has experience in some kind of specialization. AEB Page 5-3

36 Curriculum 5.3. The tab 'Contact' This tab contains the contact information for at home and at work of the selected employee. Office: Enter the contact information for at work of the selected employee. All these items can be freely entered. Home: Enter the contact information for at home of the selected employee. All these items can be freely entered. Only for the 'Country' field you have the choice to either enter text or select a previously entered country from the roll-down list The tab 'Civil status' This tab contains the personal details of the selected employee. ID Card Nr: This is the field 'ID-card Nr' from the Astrow Plus curriculum (tab 'Personal'), holding the ID card number for the selected employee. This field can only be changed in Astrow Plus. AEB Page 5-4

37 Curriculum Social security nr: Enter the social security number for the selected employee. This item can be freely entered. Gender: This is the field 'Sex' from the Astrow Plus curriculum (tab 'Personal'), holding the selected employee's gender. This field can only be changed in Astrow Plus. Nationality: This is the field 'Nationality' from the Astrow Plus curriculum (tab 'Personal'), holding the selected employee's nationality. This field can only be changed in Astrow Plus. Date of birth: This is the field 'Date of Birth' from the Astrow Plus curriculum (tab 'Personal'), holding the selected employee's date of birth. This field can only be changed in Astrow Plus. Place of birth: This is the field 'Place of Birth' from the Astrow Plus curriculum (tab 'Personal'), holding the selected employee's place of birth. This field can only be changed in Astrow Plus. Marital status: This is the field 'Legal State' from the Astrow Plus curriculum (tab 'Personal'), holding the selected employee's legal state (married, divorced, single or widow(er)). This field can only be changed in Astrow Plus. Military status: Enter the military status for the selected employee. This item can be freely entered. Father name: Enter the name of the selected employee's father. This item can be freely entered. Mother name: Enter the name of the selected employee's mother. This item can be freely entered. Driver license nr: Enter the number of the selected employee's driver's licence. This item can be freely entered. Driver license type: Enter the type of the selected employee's driver's licence. This item can either be freely entered or selected from the roll-down list (contains all types that have already been entered for other employees). Level of education: Select the selected employee's level of education from the roll-down list (high school, college short term, college long term, university, post university or MBA). Citizenship: Enter the citizenship of the selected employee. This item can be freely entered. Religion: Enter the religion of the selected employee. This item can be freely entered. AEB Page 5-5

38 Curriculum 5.5. The tab 'Financial' This tab contains the bank contact information and the bank account number where the selected employee receives his/her salary. You can freely enter the fields 'Bank account nr', 'Bank address 1, 2, 3, 4 ', 'City' and 'Zip code' for the selected employee The tab 'Documents' On this tab you can attach all kinds of documents to the selected employee. AEB Page 5-6

39 Curriculum Add a new document Click on the opened: button to add a new document to the list. Following window will be Description: Enter a description for the document to be attached to the selected employee. Path: Click on the button to select the document that has to be attached to this employee. Click on the button to save your modifications and to close this window or on the button to close this window without saving any modifications Modify a document Double-click on an attached document to modify the name of or link to this document. Following window will be opened: Now make the required modifications to the description or the path of this document. Click on the button to save your modifications and to close this window or on the button to close this window without saving any modifications Open an attached document Select a document from the list and click on the document with the default application. button to open the attached Remove an attached document Select a document from the list and click on the document from the list. button to remove the selected AEB Page 5-7

40 Curriculum 5.7. The tab 'Medical' This tab contains all kinds of medical information and a history of the medical investigations of the selected employee. Blood group: Choose the selected employee's blood group from the roll-down list Medical information The left part of the 'Medical' tab contains medical information of the selected employee. This medical information (height, weight, allergies and medication) is linked to a date, so you can keep a history. Select a date from the roll-down list to show the medical information linked to this date. You can also modify or remove the information from a past date. Click on the 'Add' button to add new medical information linked to a new date. Following window will be opened: AEB Page 5-8

41 Curriculum Medical investigations The right part of the 'Medical' tab contains a history of the medical investigations of the selected employee. Click on the button to add a new medical investigation to the list. Following window will be opened: Select the date of the investigation. You can fill out the name of the doctor, the reason of the investigation and some additional information. Click on 'OK' to save this information Double-click on a medical investigation to modify it and following window will be opened: Make the required modifications to these fields and click on 'OK' to save your modifications AEB Page 5-9

42 Curriculum 5.8. The tab 'Free items' For each 'Free item group' a new tab is created in this window. This tab contains all 'Free item groups' that have been created (refer to ). For each free item group, a new tab is created in this window showing the free fields and free lists attached to it. On each of the tabs (a tab for each free item group), you can fill out the needed free fields and/or free lists. When entering data for a free list (refer to ), you can select a value from a roll-down list. When entering data for a free field (refer to ), you can enter any text in the text box. AEB Page 5-10

43 Professional 6. Professional 6.1. General The Professional window contains all kinds of information on an employee's language knowledge and skills, equipment to do his/her job, company vehicle, professional movements within the company, evaluations and certificates (only available for HR part 2). Select 'Professional' from the 'View' menu or click on the the Professional window. button from the toolbar to open Following window will be opened: Following items will always be available in the Professional window, no matter which tab of the Professional window is active. AEB Page 6-1

44 Professional Pers Nr: This is the field 'File Nr' from the Astrow Plus curriculum. This field is automatically attributed when adding an employee in Astrow Plus and cannot be changed, neither in Astrow Plus nor in Astrow HR. Name: This is the field 'Name' from the Astrow Plus curriculum, holding the employee name. This field can only be changed in the Astrow Plus curriculum. Badge Nr: This is the field 'Badge Nr' from the Astrow Plus curriculum, holding the number of the badge used for clocking. This field can only be changed in the Astrow Plus curriculum. Click on this button to display the Curriculum (refer to Chapter 5). Click on this button to save your modifications. Click on this button to cancel your modifications. Click on this button to close the Professional window The tab 'Skills' This tab contains an overview of all languages and skills known by the selected employee, combined with a rating system. The languages have ratings for reading, writing and speaking; the skills have only one rating. Click on this button to open the 'Skills' window (refer to 8.4.). AEB Page 6-2

45 Professional Skills Click on the button to add a new skill to this list. Following window will be opened: Select the skill(s) you want to add to this employee and click on 'Select' to confirm. If the required skills are not yet in this list, click on the button to add a new skill (refer to ). Now, the selected skill(s) has (have) been added to the list and can be rated: Click in the 'Rating' column to add a rating between 1 and 10 to this skill. Select a skill from the list and click on the button to remove the selected skill. AEB Page 6-3

46 Professional Language knowledge Click on the button to add a new language to this list. Following window will be opened: Select the language(s) you want to add to this employee and click on 'Select' to confirm. If the required languages are not yet in this list, click on the button to add a new language (refer to ). Now, the selected language(s) has (have) been added to the list and can be rated: Click in the corresponding columns to add 'Reading', 'Writing' and 'Speaking' ratings between 1 and 10 for each language. Select a language from the list and click on the button to remove the selected language. AEB Page 6-4

47 Professional 6.3. The tab 'Equipment' This tab displays an overview of the equipment the selected employee needs to do his job. You also get some additional information like the date the employee received this equipment and the date the equipment needs to be renewed. This renewal date will be automatically calculated on the basis of the equipment definition (refer to 8.3.). Click on the button to add new equipment to the selected employee. Following window will be opened: Equipment: Select the equipment you want to add to this employee from the roll-down list. If the needed equipment is not yet in this list, click on the definitions (refer to 8.3.). button to add new equipment Date received: Select the date on which the employee received this equipment. This date will be used, together with the validity period (refer to 8.3.) of the equipment, to automatically calculate the renewal date. Additional info: Enter some additional information about the equipment. Click on the button to add new equipment definitions (refer to 8.3.). Select equipment from the list and click on the button to remove the selected equipment. AEB Page 6-5

48 Professional Double-click on equipment from the list to modify the settings of this equipment. Following window will be opened: Now make the required modifications to this equipment and click on the button to save your modifications and to close this window or on the button to close this window without saving any modifications The tab 'Vehicle' This tab contains information about the selected employee's company car. Date received: Select the date on which the employee received his company car. Make: Enter the make of the car. Model: Enter the model of the car. Registration number: Enter the number of the car's registration plate. Mileage: Enter the cost of this vehicle per mile. Additional info: Enter some additional information about this vehicle. AEB Page 6-6

49 Professional 6.5. The tab 'Movements' This tab displays an overview of the selected employee's movements inside the company. These movements can be a change of department, location, function, Click on the button to add a new movement for the selected employee. Following window will be opened: Date movement: Select the date this movement will take place. Department: Select the department from the roll-down list this employee will belong to as from the selected movement date. The departments in this roll-down list can be created in Astrow Plus (refer to Chapter 9 of the Astrow Plus Programming Manual). Group: Select the employee group from the roll-down list this employee will belong to as from the selected movement date. If the required employee group does not exist yet, click on the button to create a new group (refer to 8.1.). AEB Page 6-7

50 Professional Location: Select the location from the roll-down list on which this employee will work as from the selected movement date. If the required location does not exist yet, click on the button to create a new location (refer to 8.2.). Function: Fill out the function this employee will have as from the selected movement date or select an already existing function from the roll-down list. Job description: Fill out a job description for this employee that is applied as from the selected movement date and that will be linked to the selected function. You can also select a job description that has already been linked to this function by clicking on the Following window will be opened: button. Select a job description from the list and click on 'OK' to confirm. Type of contract: Enter the type of contract this employee will have as from the selected movement date. Select a movement from the list and click on the button to remove the selected movement. Double-click on a movement from the list to modify the settings of this movement. Following window will be opened: Now make the required modifications to this movement and click on the button to save your modifications and to close this window or on the button to close this window without saving any modifications. AEB Page 6-8

51 Professional 6.6. The tab 'Evaluations/decisions' This column shows whether an Evaluation or a Decision is concerned. This tab will display all evaluations the selected employee had since he started working in the company and all the decisions that have been made related to this employee Evaluations Click on the button to add a new evaluation for the selected employee. Following window will be opened: Type: This roll-down list contains two options: Evaluation and Decision. In this case, you will have to select the option 'Evaluation'. Date: Select the date on which this evaluation took place. Comments: Fill out some comments about the evaluation of the selected employee. Interviewer: Insert the name of the employee who interviewed the selected employee. Rating: Select an evaluation rating between 1 and 10 for this employee. AEB Page 6-9

52 Professional Select an evaluation from the list and click on the button to remove the selected evaluation. Double-click on an evaluation from the list to modify the settings of this evaluation. Following window will be opened: Now make the required modifications to this evaluation and click on the button to save your modifications and to close this window or on the button to close this window without saving any modifications Decisions Click on the button to add a new decision for the selected employee. Following window will be opened: Type: This roll-down list contains two options: Evaluation and Decision. In this case, you will have to select the option 'Decision'. Date: Select the date on which this decision has been made. Comments: Fill out some comments about the decision made concerning the selected employee. AEB Page 6-10

53 Professional Select a decision from the list and click on the button to remove the selected decision. Double-click on a decision from the list to modify the settings of this decision. Following window will be opened: Now make the required modifications to this decision and click on the save your modifications and to close this window or on the window without saving any modifications. button to button to close this 6.7. The tab 'Certificates' REMARK: This tab is only available for the HR part 2 training module (this module can only be used if your Wibukey has been programmed with this licence). This tab displays all certificates the selected employee has obtained since he started working in the company. The displayed information cannot be modified on this tab. AEB Page 6-11

54 Professional Title: This column displays the certificate title (refer to ). Delivered: This column contains the date on which the certificate has been delivered (refer to ). Valid (m): This column displays the validity period in months of the course (refer to ). Course name: This column displays the name of the attended course (refer to ). Course cost: This column displays the cost of the attended course, together with the used currency (refer to ). Travel cost: This column displays the travel cost of the attended course (refer to ) Path: This column contains the certificate file path, if such document was obtained by the employee (refer to ). You can open this document selecting this path and clicking on the button. AEB Page 6-12

55 History 7. History 7.1. General The History window contains all kinds of information on an employee's training, educational and professional history. Select 'History' from the 'View' menu or click on the History window. button from the toolbar to open the Following window will be opened: Following items will always be available in the History window, no matter which tab of the History window is active. Pers Nr: This is the field 'File Nr' from the Astrow Plus curriculum. This field is automatically attributed when adding an employee in Astrow Plus and cannot be changed, neither in Astrow Plus nor in Astrow HR. AEB Page 7-1

56 History Name: This is the field 'Name' from the Astrow Plus curriculum, holding the employee name. This field can only be changed in the Astrow Plus curriculum. Badge Nr: This is the field 'Badge Nr' from the Astrow Plus curriculum, holding the number of the badge used for clocking. This field can only be changed in the Astrow Plus curriculum. Click on this button to save your modifications. Click on this button to cancel your modifications. Click on this button to close the History window The tab 'Training' This tab displays an overview of all training the selected employee attended while working for the company. Click on the button to add a new training for the selected employee. Following window will be opened: AEB Page 7-2

57 History Institute: Select the training institute where the new training will take place from the rolldown list. If the needed training institute is not yet in this list, click on the button to add a new training institute (refer to 8.5.). From date: Select the date as from which this training will start. To date: Select the date on which this training will end. Course: Enter the course this employee will attend. Costs: Enter the costs of this training. Additional info: Enter some additional information with regard to this training. Select a training from the list and click on the button to remove the selected training. Double-click on a training from the list to modify the settings of this training. Following window will be opened: Now make the required modifications to this training and click on the save your modifications and to close this window or on the window without saving any modifications. button to button to close this Click on the button to open the training institutes definition window (refer to 8.5.). AEB Page 7-3

58 History 7.3. The tab 'Educational' This tab displays an overview of the studies the selected employee did. Click on the button to add a new educational item for the selected employee. Following window will be opened: From date: Select the date on which these studies started. To date: Select the date on which these studies ended. School: Enter the name of the educational institute. Course: Enter the name of the course this employee has taken. Select an educational item from the list and click on the button to remove the selected educational item. Double-click on an educational item from the list to modify the settings of this educational item. Following window will be opened: AEB Page 7-4

59 History Now make the required modifications to this educational item and click on the button to save your modifications and to close this window or on the close this window without saving any modifications. button to 7.4. The tab 'Professional' This tab displays the selected employee's professional history, i.e. all previous employers of this employee. Click on the button to add a new professional move for the selected employee. Following window will be opened: AEB Page 7-5

60 History From date: Select the date as from which the selected employee started working for this particular company. To date: Select the date the selected employee stopped working for this particular company. Company: Enter the name of the company the selected employee used to work for between the selected dates. Function: Enter the position the selected employee held in this company. Comment: Enter some additional information about this employment. Select a professional move from the list and click on the button to remove the selected professional move. Double-click on a professional move from the list to modify the settings of this professional move. Following window will be opened: Now make the required modifications to this professional move and click on the button to save your modifications and to close this window or on the close this window without saving any modifications. button to AEB Page 7-6

61 Definitions 8. Definitions 8.1. Groups This module allows you to create groups to which each employee can be linked in his curriculum (refer to 5.2.). Select 'Groups' from the 'Definitions' menu. Following window will be opened: Click on the button to add a new group. Following items need to be filled out: The tab 'Groups': AEB Page 8-1

62 Definitions Name: Fill out a name for this group. Description: Fill out a description for this group. Click on the buttons to fill out the name and description in the different languages (refer to ). The tab 'Used by': This tab shows all employees that have been linked in their curriculum to the selected group. The information on this tab will be automatically filled out and cannot be modified on this tab. Select a group from the left part of the window and click on the the selected group. button to remove REMARK: Only groups that are not yet in use can be removed. If you try to remove a group that is in use, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window. AEB Page 8-2

63 Definitions 8.2. Locations This module allows you to create locations to which each employee can be linked in his curriculum (refer to 5.2.). Select 'Locations' from the 'Definitions' menu. Following window will be opened: Click on the button to add a new location. Following items need to be filled out: The tab 'Locations': Name: Fill out a name for this location. Description: Fill out a description for this location. AEB Page 8-3

64 Definitions Click on the buttons to fill out the name and description in the different languages (refer to ). The tab 'Used by': This tab shows all employees that have been linked in their curriculum to the selected location. The information on this tab will be automatically filled out and cannot be modified on this tab. Select a location from the left part of the window and click on the the selected location. button to remove REMARK: Only locations that are not yet in use can be removed. If you try to remove a location that is in use, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window. AEB Page 8-4

65 Definitions 8.3. Equipment This module allows you to create equipment the employees will need to do their jobs. Each employee can be given equipment in the 'Professional' window (refer to 6.3.). Select 'Equipment' from the 'Definitions' menu. Following window will be opened: Click on the button to add new equipment. Following items need to be filled out: The tab 'Equipment': Description: Fill out a description for this equipment. Click on the button to fill out the description in the different languages (refer to ). AEB Page 8-5

66 Definitions Validity period (days): Fill out the number of days after which the equipment needs to be replaced. On the basis of this number of days and on the basis of the 'Date received', the renewal date will be automatically calculated (refer to 6.3.). The tab 'Used by': This tab shows all employees that have been given this equipment in the 'Professional' window. The information on this tab will be automatically filled out and cannot be modified on this tab. Select equipment from the left part of the window and click on the the selected equipment. button to remove REMARK: Only equipment that has not yet been linked to an employee can be removed. If you try to remove equipment that is linked to an employee, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window. AEB Page 8-6

67 Definitions 8.4. Skills This module allows you to create new skills and languages that can be linked to each employee in the 'Professional' window (refer to 6.2.). Select 'Skills' from the 'Definitions' menu. Following window will be opened: In this window, you can add, remove and modify both skills and languages General skills Click on the button to add a new skill. Following items need to be filled out: The tab 'Skills': AEB Page 8-7

68 Definitions Type: Select whether you want to add a general skill or a language. In this case, you will have to select 'General skill'. Name: Fill out a name for this skill. Description: Fill out a description for this skill. Click on the to ). buttons to fill out the name and description in the different languages (refer The tab 'Used by': This tab shows all employees that have been given the selected skill in the 'Professional' window (refer to ). The information on this tab will be automatically filled out and cannot be modified on this tab. Select a skill from the left part of the window and click on the selected skill. button to remove the REMARK: Only skills that have not yet been linked to an employee can be removed. If you try to remove a skill that has been linked to an employee, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window Languages Click on the button to add a new language. Following items need to be filled out: AEB Page 8-8

69 Definitions The tab 'Skills': Type: Select whether you want to add a general skill or a language. In this case, you will have to select 'Language'. Name: Fill out a name for this language. Description: Fill out a description for this language. Click on the to ). buttons to fill out the name and description in the different languages (refer The tab 'Used by': This tab shows all employees that have been linked to the selected language in the 'Professional' window (refer to ). The information on this tab will be automatically filled out and cannot be modified on this tab. Select a language from the left part of the window and click on the the selected language. button to remove REMARK: Only languages that have not yet been linked to an employee can be removed. If you try to remove a language that has been linked to an employee, following window will be displayed: AEB Page 8-9

70 Definitions Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window Training institutes This module allows you to create new training institutes where employees can follow a training. These training institutes can be selected when adding a new training for an employee (refer to 7.2.) or when adding a new course provider (refer to 9.2.). Select 'Training institutes' from the 'Definitions' menu. Following window will be opened: Click on the filled out: button to add a new training institute. Following items need to be AEB Page 8-10

71 Definitions The tab 'Training institutes': On this tab, you can fill out the contact information for each training institute, like name, address, contact person, telephone number, fax number, address and website. The tab 'Used by': This tab shows all employees that have already followed a course in the selected training institute (refer to 7.2.). The information on this tab will be automatically filled out and cannot be modified on this tab. AEB Page 8-11

72 Definitions The tab 'Used by': REMARK: This tab will only be available if you have a licence for the HR part 2 module! This tab shows all courses provided by the selected training institute. The information on this tab will be automatically filled out and cannot be modified on this tab (Refer to ). Select a training institute from the left part of the window and click on the remove the selected training institute. button to REMARK: Only training institutes that have not yet been linked to an employee can be removed. If you try to remove a training institute that is linked to an employee, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window. AEB Page 8-12

73 Definitions 8.6. Teachers REMARK: This module will only be available if you have a licence for the HR part 2 module! This module allows you to create new teachers that will teach the available courses. These teachers can be selected when adding a new course provider (refer to 9.2.). Select 'Teachers' from the 'Definitions' menu. Following window will be opened: Click on the button to add a new teacher. Following items can be filled out: AEB Page 8-13

74 Definitions The tab 'Teachers': On this tab, you can fill out detailed information about each teacher like name, expertise domains, scientific titles and contact information. The tab 'Used by': This tab shows all courses that are taught by the selected teacher (refer to ). The information on this tab will be automatically filled out and cannot be modified on this tab. AEB Page 8-14

75 Definitions Select a teacher from the left part of the window and click on the the selected teacher. button to remove REMARK: Only teachers that have not yet been linked to a course can be removed. If you try to remove a teacher that is linked to a course, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window Other Providers REMARK: This module will only be available if you have a licence for the HR part 2 module! This module allows you to create new providers of courses (others than training institutes and teachers). These providers can be selected when adding a new course provider (refer to 9.2.). Select 'Other Providers' from the 'Definitions' menu. Following window will be opened: AEB Page 8-15

76 Definitions Click on the button to add a new provider. Following items can be filled out: The tab 'Other Providers': On this tab, you can fill out detailed information about each provider like name, address, contact person and contact information. AEB Page 8-16

77 Definitions The tab 'Used by': This tab shows all courses that are provided by the selected provider (refer to ). The information on this tab will be automatically filled out and cannot be modified on this tab. Select a provider from the left part of the window and click on the the selected provider. button to remove REMARK: Only providers that have not yet been linked to a course can be removed. If you try to remove a provider that is linked to a course, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window. AEB Page 8-17

78 Definitions 8.8. Free items In this module you can create free items that can be used as additional employee information in the curriculum (refer to 5.8.). You can create both 'Free fields' and 'Free lists' and subsequently add them to a 'Free group' Free fields This module allows you to create free fields in which a freely chosen text can be filled out in the curriculum of each employee (refer to 5.8.). However, free fields will only appear in the curriculum if they have been added to a free group (refer to ). Select 'Free Items' 'Free fields' from the 'Definitions' menu: Following window will be opened: Click on the button to add a new free field. Following items need to be filled out: AEB Page 8-18

79 Definitions The tab 'Free Fields': Description: Fill out a description for this free field. Click on the button to fill out the description in the different languages (refer to ). The tab 'Used by': This tab shows all free groups to which this free field has been linked (refer to ). The information on this tab will be automatically filled out and cannot be modified on this tab. Select a free field from the left part of the window and click on the the selected free field. button to remove REMARK: Only free fields that are not yet in use can be removed. If you try to remove a free field that has been linked to a free group, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window. AEB Page 8-19

80 Definitions Free lists This module allows you to create lists holding a number of items (e.g. a list with all possible transportation systems). These lists can be selected from in the curriculum of each employee (refer to 5.8.). However, free lists will only appear in the curriculum if they have been added to a free group (refer to ). Select 'Free Items' 'Free lists' from the 'Definitions' menu: Following window will be opened: Click on the button on the left part of this window to add a new free list. Following items need to be filled out: AEB Page 8-20

81 Definitions The tab 'Free Lists': Description: Fill out a description for this free list. Click on the button to fill out the description in the different languages (refer to ). List items: Here, you can add new items to this free list. You can add, remove or modify items. - Click on the button in the 'List items' window to add a new item to this list and following window will be opened: Fill out a description for this new item and click on the button to fill out the description in the different languages (refer to ). Click on 'OK' to save your modifications - Select an item from the 'List items' window and click on the button to remove this item. - Double-click on an item from the 'List items' window to modify this item and following window will be opened: Make the required modifications and click on the 'OK' button to save these modifications. AEB Page 8-21

82 Definitions The tab 'Used by': This tab shows all free groups to which this free list has been linked (refer to ). The information on this tab will be automatically filled out and cannot be modified on this tab. Select a free list from the left part of the window and click on the the selected free list. button to remove REMARK: Only free lists that are not yet in use can be removed. If you try to remove a free list that has been linked to a free group, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window. AEB Page 8-22

83 Definitions Free groups Since free fields (refer to ) and free lists (refer to ) will only appear in the curriculum if they have been added to a free group, you will now have to create free groups. For each free group you created, a new tab will be added to the curriculum (refer to 5.8.), holding the free fields and free lists you attached to it. Select 'Free Items' 'Free groups' from the 'Definitions' menu: Following window will be opened: Click on the button on the left part of this window to add a new free group. Following items need to be filled out: Description: Fill out a description for this free group. Click on the button to fill out the description in the different languages (refer to ). Group items: Here, you can add free fields and free lists to this free group. AEB Page 8-23

84 Definitions Click on the button in the 'Group items' window to add new free fields and/or free lists to this group and following window will be opened: Select one or more free lists and/or free fields and click on 'Select' to add them to this free group. If the needed free lists/free fields are not yet included in this list, click on the button to add a new free field (refer to ) or on the button to add a new free list (refer to ). REMARK: Each free list/free field can only be added to one free group! Select a free list/free field from the 'Group items' window and click on the button to remove this free list/free field. Select free lists/free fields from the 'Group items' window and use the and buttons to determine the order in which the group items will be displayed in the curriculum. Select a free group from the left part of the window and click on the remove the selected free group. button to REMARK: Only free groups that are not yet in use can be removed. If you try to remove a free group that has been used in an employee's curriculum, following window will be displayed: Select a free group and use the and buttons to determine the order in which the free groups will be displayed in the curriculum (refer to 5.8.). Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window. AEB Page 8-24

85 Definitions 8.9. Recruitment instruments REMARK: This module will only be available if you have a licence for the HR part 3 module! This module allows you to create new recruitment instruments that can be defined in two ways: - the means through which a vacancy is made known to the potential candidates - the sources for gathering applications. These recruitment instruments can include: job fairs, agencies, newspaper advertisements, online advertisements, internal postings, employee referrals, etc. Searching into the candidates database or searching through the organization s employees can also be a recruitment instrument. In the Vacancies module, these recruitment instruments can be linked to one or more vacancies (refer to 10.1.). Select Recruitment instruments from the Definitions menu. Following window will be opened: Click on the be filled out: button to add a new recruitment instrument. Following items need to AEB Page 8-25

86 Definitions The tab 'Recruitment instruments : Type: Select the recruitment instruments type from the list or click on the a new recruitment instruments type. Following window will be opened: button to add - Click on the button to add a new recruitment instruments type and fill out the name of the recruitment instruments type. Click on the button to fill out the name in the different languages (refer to ). - Select a recruitment instruments type from the left part of the window and click on the button to remove this recruitment instruments type. - To modify a recruitment instruments type, you select a recruitment instruments type from the left part of the window, enter a new name and click on the button. Name: Fill out a name for this recruitment instrument. Click on the button to fill out the name in the different languages (refer to ). Details: In this field, you can fill out all kinds of additional information about this recruitment instrument. AEB Page 8-26

87 Definitions The tab 'Used by': This tab shows all vacancies that have used the selected recruitment instrument (refer to ). The information on this tab will be automatically filled out and cannot be modified on this tab. Select a recruitment instrument from the left part of the window and click on the button to remove the selected recruitment instrument. REMARK: Only recruitment instruments that are not used by a vacancy can be removed. If you try to remove a recruitment instrument that is used by a vacancy, following window will be displayed: Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window. AEB Page 8-27

88 Training 9. Training The training module provides a way of defining course providers, courses and training plans, as well as the relations between them. This way, you will be able to keep data of your employees' trainings. The training module (HR part 2) is an extension of HR part 1 and requires an additional licence. REMARK: HR part 2 cannot be used without HR part 1! You have to start by adding course categories. Next, you can add course providers and define for each provider the courses they supply. With all this information, you can design training plans that contain a list of scheduled courses and the employees that will follow these courses Course categories This module allows you to create course categories to divide the different courses into categories (refer to ). Select 'Course Categories' from the 'Training' menu. Following window will be opened: Click on the button to add a new course category. A new line will be added on which you can fill out a description for the new course category: AEB Page 9-1

89 Training Fill out a description for this course category Click on the button to fill out the description in the different languages (refer to ). Select a course category from the list and click on the selected course category. button to remove the Click on this button to save your modifications. Click on this button to cancel the modifications you made. Click on this button to close this window Course providers This module allows you to create course providers, which offer a number of courses the employees can attend. These course providers can be training institutes, (independent) teachers or other providers (e.g. companies). For each provider you can specify the courses that are offered by that provider and for each course you can specify the dates and locations where that course will take place. Select 'Course Providers' from the 'Training' menu. Following window will be opened: AEB Page 9-2

90 Training Click on the opened: button to add a new course provider. Following window will be Provider Type: Select the type of provider you want to create from the roll-down list. You have a choice between 'Training Institute', 'Teacher (Independent)' or 'Other provider'. Course providers: Dependent on the selected provider type, a list with all available course providers of this type will be displayed. Click on the button to add a new course provider of the type selected in the Provider Type list. (For creating new training institutes refer to 8.5., for creating teachers refer to 8.6. and for creating other providers refer to 8.7.) Click on the the button to save your modifications and to close this window or click on button to close this window without saving any modifications. Select a course provider from the list and click on the button to modify the settings of the selected course provider. Following window will be opened: AEB Page 9-3

91 Training Make the required modifications to this course provider and click on the button to save these modifications or on the button to close this window without saving any modifications. Select a course provider from the list and click on the selected course provider. button to remove the Courses You can also specify the courses that are offered by each course provider. To do so, select a course provider from the list and click on the button. Select a course provider from the list and click on the 'Courses' button. Following window will be opened: Select a different Provider type and Provider from the roll-down lists to display the courses offered by this provider. AEB Page 9-4

92 Training Click on the button to add a new course. Following window will be opened: Course code (provider): Enter an identification code (of the course provider) for this course (maximum 16 alphanumeric characters). Course name: Enter a name/description for this course. Category name: Select the category this course belongs to. Click on the a new course category (refer to 9.1.). button to create Certificate: Enter the name of the certificate that is given when this course is followed (if such document exists). Validity (months): Enter the number of months this course will be valid. Course cost: Enter the cost of this course together with the used currency. If the needed currency has already been entered for another course you can select it from the roll-down list, if not the new currency can be entered in the text box. Regular course: Select whether this is a regular course or not. Click on the button to save these modifications or on the button to close this window without saving any modifications. Select a course from the list and click on the button to modify the settings of the selected course. Following window will be opened: AEB Page 9-5

93 Training Make the required modifications to this course and click on the button to save these modifications or on the button to close this window without saving any modifications. Select a course from the list and click on the course. button to remove the selected Select a course from the list and click on the button to specify dates and locations for the selected course. Following window will be opened: Now you can click on the button to add a new date and location this course will take place. Following window will be opened: AEB Page 9-6

94 Training Select the start and end date of this course. Enter the location this course will take place on these dates. You can also modify a date and location clicking on the button or remove a date and location clicking on the button. Click on the button to close the 'Course calendar' window Training plans This module allows you to create training plans. These training plans have a standard structure and contain a list of scheduled courses and the employees that will attend these courses. Select 'Training Plans' from the 'Training' menu. Following window will be opened: Year: Select the year for which you want to visualize/create training plans. AEB Page 9-7

95 Training Click on the opened: button to add a new training plan. Following window will be Training plan code: Enter a code for this training plan (maximum 5 alphanumeric characters). This code has to be unique for the selected year. Training plan description: Enter a description for this training plan. Created at: Select the date on which this training plan has been created. The current date is automatically selected. Approved at: Select the date on which this training plan has been approved. Click on the button to save these modifications or on the button to close this window without saving any modifications. Select a training plan from the list and click on the button to modify the settings of the selected training plan. Following window will be opened: Make the required modifications to this training plan and click on the button to save these modifications or on the button to close this window without saving any modifications. Select a training plan from the list and click on the selected training plan. button to remove the AEB Page 9-8

96 Training Training plan structure You can also specify a training plan structure for each training plan. To do so, select a training plan from the list and click on the button. Select a training plan from the list and click on the 'Open' button. Following window will be opened: This window displays a list of scheduled courses for the selected training plan. Year: Select the year for which you want to visualize the courses of the selected training plan. Training plan code: Displays the code and description of the selected training plan. You can also select a different training plan from this roll-down list. AEB Page 9-9

97 Training Click on the button to add a new scheduled course for the selected training plan. Following window will be opened: Category name: Select one specific course category from the roll-down list or select 'All' meaning no specific category is chosen. Click on the (refer to 9.1.) button to add a new course category Provider: The content of this roll-down list depends on the selected course category above. Or all course providers will be available (if you selected category name 'All'), or only the course providers that offer courses of the selected course category. Click on the add a new course provider (refer to 9.2.). button to Course code / Course name: This roll-down list contains all courses that are offered by the course provider selected above. Click on the button to add a new course (refer to ). When a course has been selected, the calendar of this specific course will be displayed in the grid below (start date, end date and location). Travel cost: Enter the travel cost of the scheduled course together with the used currency. If the needed currency has already been entered for another course you can select it from the roll-down list, if not the new currency can be entered in the text box. Click on the button to save these modifications or on the button to close this window without saving any modifications. Select a scheduled course from the list and click on the button to modify the settings of the selected scheduled course. Following window will be opened: AEB Page 9-10

98 Training Make the required modifications to this scheduled course and click on the button to save these modifications or on the button to close this window without saving any modifications. Select a scheduled course from the list and click on the selected scheduled course. button to remove the Employees All scheduled courses can be assigned to one or more employees. To do so, select a scheduled course from the list and click on the button. Select a scheduled course from the list and click on the 'Employees' button. AEB Page 9-11

99 Training Following window will be opened: Course code: Displays the code of the selected course (refer to ). Course name: Displays the name of the selected course (refer to ). Provider: Displays the provider that offers the selected course (refer to 9.2.). From date: Displays the first available start date of the selected course (refer to ). To date: Displays the end date (that corresponds with the displayed start date) of the selected course (refer to ). Location: Displays the location the selected course will take place on the displayed dates (refer to ). The tab 'Participation proposals': On the first tab 'Participation proposals', you can select all employees that might follow the selected course. AEB Page 9-12

100 Training Select one or more employees from the list on the left and click on the button to assign these employees to the selected course. All these employees will be added to the list on the right and will automatically have the 'Waiting' value in the 'Approved' column. Now you can select for each employee (in the 'Approved' column) whether an approval has been given or not to follow this course. You have the choice between: 'Yes' (approved), 'No' (not approved) and 'Waiting' (waiting for a decision). You can also remove an employee from the list on the right by checking one or more employees and clicking on the button. The tab 'Graduated course': On the second tab 'Graduated course' all employees appear that have been given approval to follow the selected course (all employees with the 'Yes' value in the 'Approved' column on the first tab). Employee: This column displays all employees that have been given approval to follow the selected course. AEB Page 9-13

101 Training Graduated: In this column, you can select for each employee whether he/she has graduated the selected course. When this option has been selected, the 'Delivered' and 'Path' columns will also be available. Delivered: Select the date on which the certificate for the selected course has been given. Path: Click on the button or manually enter the path where the electronic file of the certificate can be found (if available). Select a path and click on the the attached file. button to open Click on the button to save these modifications or on the button to close this window without saving any modifications. AEB Page 9-14

102 Recruitment 10. Recruitment The recruitment module provides a way of defining vacancies and candidates, as well as the relations between them. This way, you will be able to manage the recruitment process. The recruitment module (HR part 3) is an extension of HR part 1 and requires an additional licence. REMARK: HR part 3 cannot be used without HR part 1! The first step of the recruitment process is to define a vacancy. Next, a candidate pool has to be created Vacancies This module allows you to define the vacancies in your company. This definition contains information that describes the job position that has to be staffed, as well as the requirements a candidate has to fulfil to be considered for this position. You can also specify the received applications for each vacancy and select the recruitment instruments used for publishing this vacancy. Select Vacancies from the Recruitment menu. Following window will be opened: Show: In this roll-down list, you can select to display only the vacancies with the selected status or to display all vacancies. The displayed vacancies are sorted descending on request date. Click on the button to add a new vacancy. Following window will be opened: AEB Page 10-1

103 Recruitment Vacancy code: Enter an identification code for this vacancy (maximum 10 alphanumeric characters). This has to be a unique code. Department: Select a department from the roll-down list (contains all departments defined in Astrow Plus) at which a new vacancy has arisen. Function: Enter the function the new employee will have. If the needed function has already been entered for another vacancy, you can select it from the roll-down list. Job description: Enter the job description for this vacancy, which will be linked to the selected function. You can also select a job description that has already been linked to this function in other vacancies, clicking on the button. Following window will be opened: Select a job description from the list and click on 'OK' to confirm. AEB Page 10-2

104 Recruitment Requirements: Enter the requirements for this vacancy, which will be linked to the selected function. You can also select a requirement that has already been linked to this function in other vacancies, clicking on the button. Following window will be opened: Select a requirement from the list and click on 'OK' to confirm. Documents: Attach one or more documents to this vacancy. Click on the select the document that has to be attached to this vacancy. Click on the the attached document or click on the button to remove the attached document. No of positions: Enter the number of positions available for this vacancy. Type of contract: Enter the type of contract for this vacancy. button to button to open HR responsible: Select the HR responsible from the roll-down list (contains all employees defined in Astrow Plus). Approved by: Select the employee by whom this vacancy has been approved from the rolldown list (contains all employees defined in Astrow Plus). Approval date: Select the date on which this vacancy has been approved. Needed by: Select the date by which this vacancy has to be filled. Request date: This date is automatically filled out. This is the date on which the vacancy has been created (current date). Suspending date: This date is automatically filled out. This is the date on which this vacancy has been suspended. Closing date: This date is automatically filled out. This is the date on which this vacancy has been closed. Vacancy status: A vacancy can have four different statuses: o Inactive: the vacancy is defined, but the recruitment process is not started yet. o Active: the recruitment is started (default value). o Suspended: the recruitment is temporarily/permanently suspended. o Closed: the recruitment is finished, all vacancies are filled. AEB Page 10-3

105 Recruitment Click on the the button to save your modifications and to close this window or click on button to close this window without saving any modifications. Select a vacancy from the list and click on the button to modify the settings of the selected vacancy. Following window will be opened: Make the required modifications to this vacancy and click on the button to save these modifications or on the button to close this window without saving any modifications. Select a vacancy from the list and click on the vacancy. button to remove the selected Applications You can also link applications to a vacancy. To do so, select a vacancy from the list and click on the button. AEB Page 10-4

106 Recruitment Select a vacancy from the list and click on the 'Applications' button. Following window will be opened: In this window, you can define all applications that have been received for the selected vacancy. Vacancy: Displays the function and code of the selected vacancy. You can also select a different vacancy from this roll-down list. Candidate code: This code is automatically assigned by the system. Candidate codes starting with INT are internal candidates, with EXT are external candidates. Candidate name: This is the name of the candidate that applied for the selected vacancy. AEB Page 10-5

107 Recruitment Click on the button to add a new application for the selected vacancy. Following window will be opened: List with application details Candidate: This list contains all candidates existing in the database. Select a candidate from this roll-down list or click on the button to add a new candidate (refer to ). o Click on the button to add an application detail for this candidate. Following window will be opened: Date: Select the date of the application detail. Recruitment instrument: Select the used recruitment instrument from the roll-down list or click on the button to create a new recruitment instrument (refer to 8.9.). Document: Click on the button to attach a document to this application. Click on the button to save these modifications or on the button to close this window without saving any modifications. o Select an application detail and click on the application detail. button to modify the selected AEB Page 10-6

108 Recruitment o Select an application detail and click on the application detail. o Select an application detail and click on the document. button to remove the selected button to open the attached Click on the button to save the new application or on the button to close this window without saving any modifications. Select an application from the list and click on the button to modify the settings of the selected application. Following window will be opened: Make the required modifications to this application and click on the button to save these modifications or on the button to close this window without saving any modifications. Select an application from the list and click on the button to remove the selected application. Select an application from the list and click on the button to open the personal details of the selected candidate. For internal candidates the curriculum will be opened for the external candidates a window with all kinds of personal information will be opened (refer to ). AEB Page 10-7

109 Recruitment Events You can also specify the different events that happen between the application and the final decision. This can be, for instance, interviews, tests, To add an event, you select a candidate from the Applications window and click on the button. Select a candidate from the list and click on the 'Events button. Following window will be opened: The recruitment events are sorted descending on the date of the event. An application could be in some different statuses: None (by default), Suspended, To interview, To hire, Rejected. AEB Page 10-8

110 Recruitment The status will be displayed as follows: : To interview : Suspended : To hire : Rejected Vacancy: Displays the function and code of the selected vacancy. You can also select a different vacancy from this roll-down list. Candidate: Displays the name and code of the selected candidate. You can also select a different candidate from this roll-down list. The content of this roll-down list depends on the selected vacancy (shows all candidates for the selected vacancy). Click on the button to add a new recruitment event for the selected candidate. Following window will be opened: Date: Select the date the recruitment event took place. Event description: Enter a short description of the recruitment event. To do next: Define what to do next after this recruitment event. Comments: Enter comments about this recruitment event. Document: Click on the the button to open the attached document. button to attach a document to this recruitment event. Click on Status: Select the status of the recruitment. You have 5 different options: None, To interview, Suspended, To hire, Rejected. Click on the button to save the new recruitment event or on the button to close this window without saving any modifications. AEB Page 10-9

111 Recruitment Select a recruitment event from the list and click on the button to modify the settings of the selected recruitment event. Following window will be opened: Make the required modifications to this recruitment event and click on the button to save these modifications or on the button to close this window without saving any modifications. Select a recruitment event from the list and click on the selected recruitment event. button to remove the Recruitment instruments You can also link recruitment instruments to a vacancy. To do so, select a vacancy from the list and click on the button. Select a vacancy from the list and click on the 'Recruit. Instrum' button. AEB Page 10-10

112 Recruitment Following window will be opened: Select the recruitment instruments used for publishing the selected vacancy and click on OK to confirm. Select the recruitment instruments that are used for publishing the selected vacancy (use the Ctrl button from your keyboard to select more than one recruitment instrument). The selected recruitment instruments are displayed with a blue background. Click on the button to add a new recruitment instrument. The Recruitment Instruments window will be opened (refer to 8.9.). Click on the button to save these modifications or on the button to close this window without saving any modifications Candidates This module allows you to add new candidates, modify the details of the existing candidates or remove candidates. You have the possibility to add both internal and external candidates. The external candidates are displayed in green, the internal candidates are displayed in blue and the internal candidates not visible to the user because of a user filter (refer to 4.2.) will be displayed in red. Select Candidates from the Recruitment menu. Following window will be opened: AEB Page 10-11

113 Recruitment By typing the first letter(s) of the candidate s name in the text box on top of this window, you can easily go to the searched candidate Add a new candidate Click on the opened: button to add a new candidate to the list. Following window will be Select External candidate to add an external candidate or select Internal candidate to add an internal candidate (person defined in Astrow Plus: refer to Chapter 5) Add an external candidate Select External candidate and click on the button. Following window will be opened: AEB Page 10-12

114 Recruitment In this window you can fill out all kinds of personal information about the new external candidate. Code: This code will be automatically assigned by the system. For external candidates, this code will always start with EXT, followed by a number (assigned by the application). The tab Personal : AEB Page 10-13

115 Recruitment This tab contains personal information about the candidate like name, date of birth and contact information. You can also attach the candidate s picture clicking on the button. The tab Education : On this tab you can enter information about the studies this candidate did. o Click on the button to add a new educational item for this candidate. Following window will be opened: From date: Select the date on which these studies started. To date: Select the date on which these studies ended. School: Enter the name of the educational institute. Course: Enter the name of the course this candidate has taken. Click on the button to save the new educational item or on the button to close this window without saving any modifications. AEB Page 10-14

116 Recruitment o Select an educational item from the list and click on the the selected educational item. button to remove o Double-click on an educational item from the list to modify the settings of this educational item. Following window will be opened: Now make the required modifications to this educational item and click on the button to save your modifications and to close this window or on the close this window without saving any modifications. button to The tab Professional experience : On this tab you can enter information about this candidate s professional experience, i.e. all the previous employers of this candidate. o Click on the button to add a new professional experience item for this candidate. Following window will be opened: AEB Page 10-15

117 Recruitment From date: Select the date on which this candidate started working at the undermentioned company. To date: Select the date until which this candidate worked at the undermentioned company. Company: Enter the company this candidate worked at between the above-mentioned dates. Function: Enter the function this candidate held at this company. Comment: Enter comments about this professional experience item. Click on the button to save the new professional experience item or on the button to close this window without saving any modifications. o Select a professional experience item from the list and click on the remove the selected professional experience item. button to o Double-click on a professional experience item from the list to modify the settings of this professional experience item. Following window will be opened: Now make the required modifications to this professional experience item and click on the button to save your modifications and to close this window or on the button to close this window without saving any modifications. AEB Page 10-16

118 Recruitment The tab Skills : This tab contains an overview of all languages and skills known by this candidate, combined with a rating system. The languages have ratings for reading, writing and speaking; the skills have only one rating. o Skills: Click on the opened: button to add a new skill to this list. Following window will be Select the skill(s) you want to add to this candidate and click on 'Select' to confirm. If the required skills are not yet in this list, click on the button to add a new skill (refer to ). Now, the selected skill(s) has (have) been added to the list and can be rated: AEB Page 10-17

119 Recruitment Click in the 'Rating' column to add a rating between 1 and 10 to this skill. Select a skill from the list and click on the skill. button to remove the selected o Language knowledge: Click on the be opened: button to add a new language to this list. Following window will Select the language(s) you want to add to this candidate and click on 'Select' to confirm. If the required languages are not yet in this list, click on the button to add a new language (refer to ). Now, the selected language(s) has (have) been added to the list and can be rated: Click in the corresponding columns to add 'Reading', 'Writing' and 'Speaking' ratings between 1 and 10 for each language. AEB Page 10-18

120 Recruitment Select a language from the list and click on the selected language. button to remove the The tab Documents : On this tab you can attach all kinds of documents to this candidate. o Click on the be opened: button to add a new document to the list. Following window will Description: Enter a description for the document to be attached to this candidate. Path: Click on the candidate. button to select the document that has to be attached to this Click on the the button to save your modifications and to close this window or on button to close this window without saving any modifications. o Double-click on an attached document to modify the name of or link to this document. Following window will be opened: AEB Page 10-19

121 Recruitment Now make the required modifications to the description or the path of this document. Click on the the button to save your modifications and to close this window or on button to close this window without saving any modifications. o Select a document from the list and click on the attached document with the default application. button to open the o Select a document from the list and click on the selected document from the list. button to remove the The tab Free items : This tab contains all 'Free item groups' that have been created (refer to ). For each free item group, a new tab is created in this window showing the free fields and free lists attached to it. On each of the tabs (a tab for each free item group), you can fill out the needed free fields and/or free lists. When entering data for a free list (refer to ), you can select a value from a roll-down list. AEB Page 10-20

122 Recruitment When entering data for a free field (refer to ), you can enter any text in the text box Add an internal candidate Select Internal candidate and click on the button. Following window will be opened: This list contains all employees from Astrow Plus. Once an employee has been added to the Candidates list, he will disappear from this list. Select a candidate from this list and click on the the Candidates list and to close this window. button to add this candidate to REMARK: Internal candidates will also have a code assigned by the system. For internal candidates, this code will always start with INT, followed by this person s file number from Astrow Plus ( Pers Nr in the HR Curriculum). AEB Page 10-21

123 Recruitment Open details about a candidate button to open the personal details of the selected candidate (or double- Click on the click on a candidate). If you selected an internal candidate (displayed in blue), the curriculum of this candidate will be opened (refer to Chapter 5): Make the required modifications to the curriculum of this candidate and click on the button to save your modifications or on the button to cancel your modifications. Click on the button to close this window. AEB Page 10-22

124 Recruitment If you selected an external candidate (displayed in green), following window will be opened: Make the required modifications to the personal information of this candidate and click on the button to save your modifications or on the button to cancel your modifications. Click on the button to close this window. Click on the button to open the Candidates report (refer to ) where you can print the personal information of this candidate Remove a candidate Select a candidate from the list and click on the the list. button to remove this candidate from Select a candidate and click on the Remove button. AEB Page 10-23

125 Reports 11. Reports Astrow HR contains six default reports: Age pyramid, Department overview, Skill/languages overview, Free items overview, Personnel movements and Equipment overview. If you have a licence for the HR part 2 module, three additional reports will be available: Employee Trainings, Training Participation and Training Plan Structure. If you have a licence for the HR part 3 module, six additional reports will be available: Vacancies, Candidates, Recruitment instruments effectiveness, Vacancy applications, Candidate applications and Roles and capacities positioning Age pyramid The report 'Age pyramid' shows an overview of the employees' ages within the company (number of male, female employees per age category). Since this is a report including the data of all employees, this report will always be the same, no matter which employee is selected. Select 'Age pyramid' from the 'Reports' menu. Following window will be opened: AEB Page 11-1

126 Reports Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window Department overview The report 'Department overview' shows an overview of one or all departments, the locations on which these departments are situated, the groups that exist at each location and the employees that are included in these groups (refer to 5.2.). You have the possibility to select one or all departments to be displayed. Select 'Department overview' from the 'Reports' menu. AEB Page 11-2

127 Reports Following window will be opened: Select the department (or 'all' departments) to be displayed. Department Location Group Employee Click to show or hide the employees included in this group. Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window. AEB Page 11-3

128 Reports Skill/languages overview The report 'Skill/languages overview' shows an overview of all skills and languages (refer to 6.2.) of one individual employee or of all employees. The employee(s) to be displayed can be selected in the toolbar. Select 'Skill/languages overview' from the 'Reports' menu. Following window will be opened: Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. AEB Page 11-4

129 Reports Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window Free items overview The report 'Free items overview' shows an overview of all free items that have been filled out in the curriculum (refer to 5.8.) of the selected employee(s). In the report, just like in the curriculum, the items will be sorted per free group. The employee(s) to be displayed can be selected in the toolbar. Select 'Free items overview' from the 'Reports' menu. Following window will be opened: AEB Page 11-5

130 Reports Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window Personnel movements The report 'Personnel movements' shows the seniority information filled out in the curriculum (refer to 5.2.) as well as an overview of the movements from the selected employee(s) inside the company. These movements can be a change of department, location, function, (refer to 6.5.). The employee(s) to be displayed can be selected in the toolbar. Select 'Personnel movements' from the 'Reports' menu. Following window will be opened: AEB Page 11-6

131 Reports Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window Equipment overview The report 'Equipment overview' shows a detailed overview of the equipment (refer to 6.3.) and the vehicle (refer to 6.4.) each employee has been given to do his/her job. The employee(s) to be displayed can be selected in the toolbar. Select 'Equipment overview' from the 'Reports' menu. AEB Page 11-7

132 Reports Following window will be opened: Select to show details on the vehicle. Select to show additional information on the equipment. Show company car detail: When selecting this option (and next clicking on the 'Refresh' button), an additional column ('Details') will appear in the 'Vehicle' part of this report. Click on the sign to show the additional information on the vehicle and on the sign to hide the additional information on the vehicle. This information has been entered in the 'Professional' window (refer to 6.4.). AEB Page 11-8

133 Reports Show additional info: When selecting this option (and next clicking on the 'Refresh' button), an additional column ('Details') will appear in the 'Equipment' part of this report. Click on the sign to show the additional information on the equipment and on the sign to hide the additional information on the equipment. This information has been entered in the 'Professional' window (refer to 6.3.). REMARK: If the renewal date of the equipment has expired (refer to 6.3.), the date 'Valid until' will be displayed in red on the report. Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window Employee trainings REMARK: The report 'Employee trainings' will only be available if you have a licence for the HR part 2 module! The report 'Employee trainings' shows an overview of all trainings (refer to 9.3.) that have been followed by one individual employee or by all employees during the selected period. The employee(s) to be displayed can be selected in the toolbar. Select 'Employee Trainings' from the 'Reports' menu. AEB Page 11-9

134 Reports Following window will be opened: Select the period for which you want to display the employee trainings. Click to show or hide details about a training. By default, you only see for each employee the providers where this employee has followed a course. Click on the sign to display more details about the course(s) followed at that provider. For each course, details about the certificate, cost, period and location are displayed. Click on the sign to hide the additional information again. Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window. AEB Page 11-10

135 Reports Training participation REMARK: The report 'Training participation' will only be available if you have a licence for the HR part 2 module! The report 'Training participation' shows an overview of all existing courses (refer to ), the employees that followed these courses and whether they graduated or not. Select 'Training Participation' from the 'Reports' menu. Following window will be opened: Select to only display the employees who graduated their courses. AEB Page 11-11

136 Reports Graduated only: When selecting this option, only the employees who graduated their courses will be displayed. For all graduated courses you will also see the date until which the certificate is valid. Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window Training plan structure REMARK: The report 'Training plan structure' will only be available if you have a licence for the HR part 2 module! The report 'Training plan structure' shows the content of the selected training plan (refer to 9.3.). For each training plan, all courses are mentioned together with details of each course (certificate, period, location, travel cost) and the employees that can attend this course. Select 'Training Plan Structure' from the 'Reports' menu. Following window will be opened: AEB Page 11-12

137 Reports Select the training plan to be displayed. Training plan: This roll-down list contains all training plans you created (refer to 9.3.). Select the training plan for which you want to display details and click on 'Refresh' to update the data in the report. Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window. AEB Page 11-13

138 Reports Vacancies REMARK: The report 'Vacancies will only be available if you have a licence for the HR part 3 module! The report 'Vacancies shows a detailed overview of all existing vacancies (refer to 10.1.). Select 'Vacancies' from the 'Reports' menu. Following window will be opened: Displays the number of vacancies. AEB Page 11-14

139 Reports Request date between: Select this option to show only the vacancies with a Request date between the dates you selected for this option. Needed by between: Select this option to show only the vacancies with a Needed by date between the dates you selected for this option. Show: You can select a status from this roll-down list. Only the vacancies with the selected status will be displayed. Order by: Select the order by which the report has to be sorted. You can select to sort by Vacancy code or Function. Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window Candidates REMARK: The report 'Candidates will only be available if you have a licence for the HR part 3 module! The report 'Candidates shows a detailed overview of the candidates (refer to 10.2.). You have the possibility to select the candidates to be displayed and the information to be displayed for each of these candidates. Select 'Candidates' from the 'Reports' menu. Following window will be opened: AEB Page 11-15

140 Reports External candidates / Internal candidates: select one or both of these options, dependent on which candidates you want to include in this report. Next, click on the to select the candidates. Following window will be opened: button Dependent on the selected options, this window contains external and/or internal candidates. Select all candidates to be included in the report and click on OK. Include personal information/ education/ professional experience/ skills/ languages/ free items: Select the information you want to include in the report for the selected candidates. AEB Page 11-16

141 Reports Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window Recruitment instruments effectiveness REMARK: The report 'Recruitment instruments effectiveness will only be available if you have a licence for the HR part 3 module! The report 'Recruitment instruments effectiveness shows the effectiveness of the recruitment instruments that have been used for the different vacancies (refer to ). Select 'Recruitment instruments effectiveness' from the 'Reports' menu. Following window will be opened: AEB Page 11-17

142 Reports Select vacancy: Select this option to show the recruitment instruments for all vacancies or one single vacancy (selected from the roll-down list). This report will show for each vacancy the used recruitment instruments and the number of applications received (see report above). Total vacancies: Select this option to show the total number of times each recruitment instrument has been used to publish a vacancy and how many applications have been received. An example of this report: AEB Page 11-18

143 Reports Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window Vacancy applications REMARK: The report 'Vacancy applications will only be available if you have a licence for the HR part 3 module! The report 'Vacancy applications shows all applications for the selected vacancy (refer to ). You can also select to display the recruitment events for each candidate ( ). Select 'Vacancy applications' from the 'Reports' menu. Following window will be opened: AEB Page 11-19

144 Reports Click to show or hide the events for each candidate. Vacancy: This roll-down list contains all existing vacancies. Select the vacancy for which you want to display the applications (refer to ). Include recruitment events: Select this option to display the recruitment events for each candidate ( ). Click on the sign to display the recruitment events for a candidate. Click on the sign to hide the recruitment events again. Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window. AEB Page 11-20

145 Reports Candidate applications REMARK: The report 'Candidate applications will only be available if you have a licence for the HR part 3 module! The report 'Candidate applications shows a detailed overview of the vacancies a candidate applied for ( ). Select 'Candidate applications' from the 'Reports' menu. Following window will be opened: AEB Page 11-21

146 Reports External candidates / Internal candidates: select one or both of these options, dependent on which candidates you want to include in this report. Next, click on the to select the candidates. Following window will be opened: button Dependent on the selected options, this window contains external and/or internal candidates. Select all candidates to be included in the report and click on OK. Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. Click to update the data in this report. Click to close this window. AEB Page 11-22

147 Reports Roles and capacities positioning REMARK: The report 'Roles and capacities positioning will only be available if you have a licence for the HR part 3 module! The report 'Roles and capacities positioning allows searching candidates that meet criteria related to education, professional experience, skills and languages. You can search on external and/or internal candidates. Select 'Roles and capacities positioning' from the 'Reports' menu. Following window will be opened: AEB Page 11-23

148 Reports External/Internal candidates: Select to search on external and/or internal candidates. Click on this button to choose the criteria for searching. A window with all available criteria will be displayed: Select the criteria for searching and click on OK to confirm. For each selected criterion, some attributes are displayed and the user will have to give values to these attributes. Attributes can be mandatory or not. The persons who do not fit the mandatory attributes will be excluded from the result set of searching. The report is based on cumulating points for each criterion accomplished. Using the points associated to a criterion, the user gives different importance to different criteria. The candidates will be sorted in descending order of total number of points. REMARK: If the user is not allowed to see an employee (by using a user filter in Astrow), but this employee is an internal candidate and corresponds to the criteria for searching, then the report will only include this employee s name and points. Education: When this criterion is selected, you will be able to fill out school pattern, course pattern and from/to dates. Select the attributes that are mandatory. Pattern for school/course: To search for a pattern means to search for all the words of the pattern. For example, if the pattern for school is University KHLIM, all the schools that contain University and KHLIM will be considered as corresponding to the criterion. AEB Page 11-24

149 Reports You can also associate points to these attributes to give difference importance to each attribute and select whether these attributes are mandatory or not. From/To: If you specify a period, then the candidate receives points only if this period intersects with the school/course period. If only the From is specified, the period is considered to be starting with From date. If only the To is specified, the period is considered to be ending with To date. Professional experience: When this criterion is selected, you will be able to fill out company pattern, function pattern and from/to dates. Select the attributes that are mandatory. Pattern for company/function: To search for a pattern means to search for all the words of the pattern. For example, if the pattern for company is Amano Electronics, all the companies that contain Amano and Electronics will be considered as corresponding to the criterion. You can also associate points to these attributes to give difference importance to each attribute and select whether these attributes are mandatory or not. From/To: If you specify a period, then the candidate receives points only if this period intersects with the company/function period. If only the From is specified, the period is considered to be starting with From date. If only the To is specified, the period is considered to be ending with To date. Skills: When this criterion is selected, a list with all the available skills is displayed in the detail area. Select the skills that are mandatory. AEB Page 11-25

150 Reports Only the skills selected in the list will be used for searching. You can also associate points to each skill to give difference importance to each skill and select whether these skills are mandatory or not. In this example, the Programming skill is mandatory, so the candidates who do not have this skill will be excluded. Languages: When this criterion is selected, a list with all the available languages is displayed in the detail area. Select the languages that are mandatory. Only the languages selected in the list will be used for searching. You can also associate points to each language to give difference importance to each language and select whether these languages are mandatory or not. In this example, the language English is mandatory, so the candidates who do not know this language will be excluded. Click on this button to save the current report as a '.html'-file on a self-chosen location. Click on this button to print the current report. You will be able to select the printer (if more than one printer has been installed) on which you want to print this report. Click to show a print preview before printing the report. / Click to show or hide the search criteria. Click to update the data in this report. Click to close this window. AEB Page 11-26

151 AMANO CORPORATION HEAD OFFICE & FACTORY JAPAN 275 Mamedo-cho, Kohoku-ku, Yokohama-shi, TEL (045) Kanagawa-ken, Japan FAX (045) AMANO EUROPE nv/sa HEAD OFFICE & FACTORY Westerring 2, 3600 GENK, Belgium TEL (089) FAX (089) ASE R&D EUROPE nv/sa HEAD OFFICE Westerring 2, 3600 GENK, Belgium TEL (089) FAX (089) Partsnumber: AEB Issue date: 22/03/07