Human Resources

1:15

Create a Candidate for Hire

This is an optional step and not required for creation of an Employee record.  However, there are benefits to the centralized tracking of a Candidate throughout the hiring process.  If the Candidate is hired, the data entered is copied over to the Employee record during the conversion step

1. Go to HR > Hire, then click the Add icon
2. In the new Candidate record, enter the person’s details available at this time, such as the following:
   • Contact information including a personal email address, phone number, and address
   • Activities such as the hiring interview progress and interviewee feedback
3. Click the Save icon

3:55

Create an Employee

1. Create an Employee record using one of the two following options:
   • Convert a Candidate record:
     1. Go to the Candidate record in HR > Hire
     2. Click the Candidate Extended Menu > Convert to Employee. An Employee record is automatically created using the Candidate information
   • Create a new Employee record:
     1. Go to HR > Employee, then click the Add icon
     2. Enter the employee details including as personal contact information
2. With the Employee record in edit mode, add information in the following fields:
   • Start Date – The start start for the beginning of employment
   • Reports To – The Supervisor who will approve the Employee’s time off and will post their time records
   • Expense Approver – The person who will approve the Employee’s expenses
   • Note: Leave the User ID and Contact fields blank. This is populated in a separate procedure
3. Click the Save icon

• Once the Employee record is created, you may return to complete the setup and continuously add attributes pertaining to the Employee’s growth and Human Resource record, such as:
  • Wage Type and Burden | in conjunction with Accounting department, define the cost of the Employee before any Time Bill records are linked to their UserID
  • Training | capture courses and / or skills expiry dates
  • Benefits | define benefits / deductions applicable
  • Articles | track employer items in Employee’s possession to facilitate retrieval or inactivation in future
  • Reviews | capture performance or feedback review dates, scores and delivery
  • Employee Activities | capture any activity related to the Employee

2:51

Create Employee’s linked Userid and Contact

Typically, a newly created Employee record has blank User ID and Contact record

To add this information, complete the following steps:

1. Go to HR > Employee, and open the Employee record
2. Click the Employee Extended Menu > Create / Update User ID and Contact.  The following records are are automatically generated and linked to the Employee record:
   • A Contact record with the Employee’s Name and Title
   • A User ID record with the Employee’s Name, Title, Company Number, Branch, Department, and link to the other newly created Contact record
     • • Recommended: Your System Administrator is expected to further define this new User ID’s permissions

      

For any future changes required for an Employee such as Title, Branch, or Department, complete the following steps:

1. Go to HR > Employee, and open the Employee record
2. In Edit mode, make the necessary changes to the record
3. Click the Extended Menu > Create / Update User ID and Contact.  The changes made are automatically synchronized with the linked User ID and Contact records

1:49

Define Employee Work Week

You can specify a typical work week for an Employee including the days of the week as well as the start and end hours for the day.  The work week for an Employee must be set up prior to scheduling or creating time requests

1. Go to HR > Employee, and open the Employee record
2. Click the Employee > Schedule tab
3. In EDIT mode, enter the following details:
   • Check off the days of the week the Employee works
   • The values for Default Start Time and Default End Time for the Employee’s typical work day. Make sure to use a twenty four hour clock for the time entry value
4. Click the Save icon

3:36

HR Approve Employee Time Off Requests

1. There are 2 options:
   • Go to View > My Tasks and click the HR Time Request item type requiring you (HR) to approve
   • Or alternatively, go to HR > Employee and search for the Employee record
2. Go to Employee > Schedule tab
3. Enter the date range of this Employee’s time requests you wish to find and approve:
   • Specify the dates Start Date and End Date fields
   • Specify the Type applicable, or leave as “ALL”
   • Notice the request(s) waiting for your approval are in status HRSUBMIT
4. Decide whether to approve or deny the time request:
   • Hint: you may refer to the data displayed in Days Off / Allocations grid for this Employee’s allowable days remaining
   • Select the requested row(s) and click Schedule grid Extended Menu for options
     • • To approve: click Accept Selected.  Status is now APPROVED
       • To deny: click Deny Selected, and enter the reason when prompted.  Status is now HRDENIED
       • The Employee can expect to receive an automated email of the outcome of your action, i.e. HR’s approval / denial decision of the time request

      

Reference: a submitted time request will go through the MGRSUBMIT, HRSUBMIT, and APPROVED statuses, as illustrated on this Q360 employee schedule status flow for time request:

5:06

Create Employee Schedule

There are 2 options to create Employee Schedule: via Create Company Employee Schedule or via the Employee record.  Create Company Employee Schedule allows selection of multiple Employees, while from the Employee record, it is intended for a specific Employee

From Global Schedule

1. Go to HR > Create Company Employee Schedule
2. Select the filter details for the Employee list based on Company, Branch, and / or Department
   • Notice the Available Employees grid displays a list of Employees from which we can choose to create a schedule for
3. Define the schedule attributes:
   • Date, Time Range, and Type
   • Optionally, add Comment text
4. Select the row(s) of Available Employees and click the ADD button
   • Notice the schedule is created for the Employee names listed on the Current Schedule grid

From Employee record

1. Go to HR > Employee, and open the Employee record
2. Click the Employee > Schedule tab
3. Click Schedule grid ADD button
   • When prompted, enter the Schedule details, including Type, Start Date, End Date
   • Some fields have defaults Start Time and End Time default to the employee’s typical work day hours and Allocation per Day defaults to 1
   • Comments (optional)
4. Click Submit button

Regardless of how the Employee schedule is created by HR, its status is [blank] since no approval is required.  Once created, it is visible in a few places for visibility: HR > Schedule, the Resource Console, and the Employee record

Important: The below methods apply to Q360 versions 21.03 and older.  For newer versions, reference Resource Console: Employee HR Schedule

1:49

Create HR Reservation

1. Go Project or Service > Resource Console
   • Select the filters and timeline so the Employee you wish to create a schedule for is visible for the date / time range
   • Ensure the Emp HR Schedule checkbox is checked
2. In EDIT mode, drag the mouse across the Employee’s row, starting at the start date / time, and drop the mouse at the end date / time
   • When prompted, enter the Type and Reason for the Employee HR Reservation
   • Click Save button on the pop up dialog box
3. Click Save icon on the Resource Console
   • This HR reservation is on the Employee’s schedule and visible on HR > Schedule, the Employee record – as well as on the Resource Console.  Its Status is [blank] since no approval is required