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©2009 Construction Industry Solutions
COINS User Guide:
Human Resources Training Manual
Construction Industry Solutions
6 Airport Park Blvd.
Latham, NY 12110
COINS User Guide:
Human Resources Training Manual
©Construction Industry Solutions, June 2009
©2009 Construction Industry Solutions
The contents of this documentation and all other documentation provided are the property of Construction Industry
Solutions (COINS) and are strictly confidential.
All rights reserved; no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any
form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written
permission of COINS.
Much care has been taken in the preparation of the documentation and COINS believes that the information given is
accurate and reliable. However, no responsibility, financial or otherwise, can be assumed for any errors or
consequences arising from the use of the material.
Companies, names and data used in examples are fictitious unless otherwise noted.
The information contained in this document is subject to change.
COINS User Guide:
Human Resources Training Manual
©Construction Industry Solutions, June 2009
CONTENTS
1 Introduction .................................................................................................................... 1
1.1 Using HR with Payroll ................................................................................................................ 1
1.2 Business Benefits of COINS HR .................................................................................................. 2
2 Getting Around in HR ...................................................................................................... 4
2.1 Log In Screen ............................................................................................................................. 4
2.2 COINS Home Page ..................................................................................................................... 5
2.3 Personnel Workbench ............................................................................................................... 6
2.4 Using the Advanced Filter ......................................................................................................... 7
2.5 Using the Record Filter .............................................................................................................. 7
2.5.1 Selecting Records ......................................................................................................... 7
2.5.2 Wildcard Searches ........................................................................................................ 8
2.6 Choose Action ............................................................................................................................ 9
2.7 What Do the Buttons Do? ......................................................................................................... 9
2.8 Bulk Record Maintenance ....................................................................................................... 10
2.9 Keyboard Shortcuts ................................................................................................................. 11
2.10 How to Use the Help ............................................................................................................... 11
3 Working with Employee Records ................................................................................... 13
3.1 Accessing Employee Records .................................................................................................. 13
3.2 Personnel Summary ................................................................................................................ 14
3.3 Maintaining a Record .............................................................................................................. 14
3.4 Profile Tab ............................................................................................................................... 15
3.5 Address Tab ............................................................................................................................. 16
3.6 Employment Tab ..................................................................................................................... 17
3.7 Organization Tab ..................................................................................................................... 18
3.8 Other Tab ................................................................................................................................. 19
3.9 Notes Tab ................................................................................................................................ 20
3.10 Captions Tab ............................................................................................................................ 21
COINS User Guide:
Human Resources Training Manual
©Construction Industry Solutions, June 2009
COINS User Guide:
Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 1
1 Introduction COINS OA Human Resources (HR) is a personnel management system that gives you a single point of
access to information about your personnel, training courses, and the HR related companies you use. It
also helps you to manage your HR tasks and activities. HR is designed to hold relevant personal data
while minimizing the effort involved in administrative tasks.
1.1 Using HR with Payroll
HR can be used on its own or linked to COINS Payroll. Links to Payroll allow employees to be set up in HR
and automatically created in Payroll. Some Payroll information entered can then be passed back and
viewed in HR.
If you are using both COINS HR and Payroll, you need to decide how to create new employee records.
You have 3 choices:
1. Only Payroll users can create new employee records.
2. Only HR users can create new employee records.
3. Both Payroll and HR can create new employee records.
Once a person has been created in HR, their company and pay type cannot be changed. This is to make
sure that the payroll record (which is unique on company/pay type/employee number) is linked to
correctly.
HR records can only create “Potential Employees” in Payroll. To turn these into employee records, the
user needs to access “Maintain Employees” from within Payroll. The user will be prompted to press F9 if
any potential records exist. If the user selects one from the list, the employee record will be created and
the user can then copy from an existing record for fields like “Pay Item Sequence”.
You also have the option to switch on a dynamic link between HR and Payroll. This means when the
following fields are amended in either module, the other module is automatically updated. The fields
included are:
Last Name
First Name
Middle Name
Social Security Number
Gender
DOB
Start Date
Address
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 2
Zip Code
Termination Date
Termination Reason
1.2 Business Benefits of COINS HR
COINS OA Human Resources (HR) delivers a wide variety of benefits to your business:
Key Roles Supported
HR Administrator / Manager
HR Director
Departmental Heads / Managers
Payroll
Employees
Training and Competency Manager
Health and Safety Managers
Key Business Processes Supported
Employee register and key data
Appraisals and grievances
Holidays and absences
Benefits statements
Training and competency
Payroll linking
Medical and Health & Safety recording
Terminated employee details
Additional Processes Supported
Document linking
Contacts and beneficiaries
Qualifications and memberships
Issued items register
Bulk updating (including via Excel)
Bulk salary updating (including % increases)
Comprehensive reporting
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 3
Added Value offered
Automated prompts via reporting for due actions
Payroll linking, ensuring consistent employee records
Training and competency register
Benefits value statements and tracking of benefits due / available
Comprehensive and consistent management of employee data
Enforcement of company procedures through consistent approach
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 4
2 Getting Around in HR
2.1 Log In Screen
To log into COINS OA HR, use your web browser to go to the COINS Human Resources Log in screen.
Enter your User ID and Password and either press RETURN/ENTER on your keyboard or click [Next].
Figure 1: Log in Screen
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 5
2.2 COINS Home Page
When you first log into COINS OA, you are taken to the COINS Home page. From here, first choose a
COINS Company from the top drop down menu. (You can select a different company at any time using
this menu.)
Figure 2: COINS Home Page
Next, select the COINS module that you want to work with from the drop down menu directly below. A
tree appears displaying the different components of that module. To expand the tree, click on the plus
signs.
Next, select the function you want to work with from the tree menu. Related information will be
displayed in the main area of the screen.
There are several buttons at the bottom right hand corner of COINS screen, including: [E-Mail this
Page] and [Show/Hide Help]. The Help contents always relates to what you have displayed in the
main part of the screen, so in other words, it “follows” you as you work through the different screens.
The E-Mail and Help sections can be resized by placing your cursor on the border between the E-Mail or
Help and the main area, and dragging your mouse left or right.
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Human Resources Training Manual
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2.3 Personnel Workbench
The Personnel Workbench lists employees in the Human Resources database. It displays information
related to them such as name, job title, company, department, start date, etc. This Workbench also
gives you access to the Personnel Summary for each employee, where additional information can be
viewed or updated.
Figure 3: Personnel Workbench
At the bottom of the screen, you will see a Filter drop down menu. Whether or not this filter is available
depends on the function you are in. The options available in the drop down menu also depend on the
function. For example, in the Personnel Workbench, you have filter options Current, Left, and All which
enable you to view current employees only, terminated employees only, or a combination of the two.
Next to the Filter drop down menu, there is a Search field. To make a search, select the column you
want to search on from this drop down. Type the value into the Search field and then click [Apply
Filter] or press the [Enter] key. COINS displays only the records that match the value you typed.
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 7
2.4 Using the Advanced Filter
An Advanced Filter is available for certain functions. The Advanced Filter lets you filter on columns that
may not be available in the Simple Filter. It may also let you filter on columns that are not displayed.
To use the Advanced Filter (if it is available), click [Advanced Filter]. To close it, click [Simple Filter].
Figure 4: Typical Advanced Filter
The From and To fields allow you to filter on a range. For example, you might want to filter on ID
Numbers. In the From field, type in the first, beginning value or use the Lookup to display available
values. In the To field, type the ending value or use the Lookup to display available values. Click [Apply
Filter].
The Matches field lets you filter on a specific item or items. To do this, type the value in the field or use
the Lookup to select multiple values and click [Apply Filter].
2.5 Using the Record Filter
The Record Filter can be found in the top left hand side of the worksheet in the main area. The purpose
of the Record Filter is to allow you to filter on specific or a range of records. To do this, you need to
select the records you want, and then click [Record Filter].
2.5.1 Selecting Records
To select a record, in the Record Filter column, simply click the record you want. A selected record will
have an arrow next to it.
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 8
To select multiple records, hold down the [CTRL] key and click on the records you want.
To select a range of records, click on the first record, hold down the [Shift] key, and click the last
record.
To deselect a record, hold down the [CTRL] key and click on the arrow.
Figure 5: Record Filter
You can move a record to the top of the screen by double clicking in the Record Filter column.
2.5.2 Wildcard Searches
Wildcard characters can be used in both the Simple and Advanced Filter. They include:
* [Asterisk] for multiple characters. For example: 100* will return all contract numbers beginning with 100. . [Period] for single characters. For example: .00* will return all contract numbers with 0 in the second and third digits. ! [Exclamation mark] to exclude. For example: !100* will return all contract numbers except those beginning with 100.
To combine exclude with other wildcard searches, the exclude must be stated first. For example, to
exclude all contract numbers except those beginning with 100 and include all contract numbers
beginning with 200: !100*,200*.
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 9
2.6 Choose Action
The Choose Action drop down menu allows you to choose the next action by selecting a value from the
drop down menu. On the Personnel Workbench, the available options include Link to benefit, holiday,
item, medical test, incident, training course and to adjust salaries.
You can bulk link employees by first selecting the range of records you want and then clicking the action.
Figure 6: Choose Action
2.7 What Do the Buttons Do?
The availability of buttons depends on your user permissions. The following is a list of buttons that you
might have access to, along with a short description of what each one does.
Update information on a record (select the record first).
View detailed information on a record or records (select them first).
Takes you to the first screen.
Takes you to the previous screen.
Takes you to the next screen.
Takes you to the last screen.
Allows you to export entire contents to Excel.
Delete a record or records (select them first).
Undo/cancel the last action.
Apply the filter on a search.
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 10
For more specific searches or to search for a range of values.
Saves your recent changes.
Lets you look up existing values in the database. Used for filling in fields.
Add a new record.
Copy a record (select the record you want to copy first).
Gives you a personnel count and salary total for records you select (select the records first).
Allows you to multi update for the records you select on the following fields: Director, Manager,
Supervisor, Job Title, Grade, Group, Subgroup, Holiday Entitlement, and any Analysis Sets you
have set up.
2.8 Bulk Record Maintenance
Bulk Record Maintenance is for updating multiple records at a time. To do this:
1. Select the records you want.
2. Check the Bulk check box and click [Open]. Two screens appear. One is a spreadsheet containing
all the records you selected, and the other is a large editor field.
3. Make your changes in the spreadsheet, then copy and paste the contents into the large editor field.
CTRL+A will highlight the entire spreadsheet, CTRL+C will copy all of the changes, and CTRL+V will
paste back into COINS HR.
4. Click [Save]. All the fields of all the records will be updated in one transaction.
NOTE:
Do not make any changes to the last two columns; if you do, the update will not work.
Bulk Record Maintenance also allows you to add, copy, and insert in bulk. For copy, the records in the
spreadsheet are copies which you can then make changes to and paste into the editor. For add and
insert, you get a blank spreadsheet with column headings.
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 11
2.9 Keyboard Shortcuts
Several keyboard shortcuts are available in HR. These include:
[CTRL]+[Shift]+A Apply Filter [CTRL]+[Shift]+F Apply Record Filter [CTRL]+[Shift]+T Toggle Simple/Advanced Filter [CTRL]+[Shift]+L Lookup [CTRL]+[Shift]+N Add/New [CTRL]+[Shift]+O Open [CTRL]+[Shift]+S Save [CTRL]+[Shift]+U Undo
2.10 How to Use the Help
To open the Help, click the [Help] button at the right bottom of the screen. The Help contents you
see are related to the function you are in. For example, the fields displayed in the main area will be
described in the Help. If you navigate to another screen, the Help display changes to relate to the new
screen.
A typical layout of the Help includes the title of the function you are in, followed by two links: Show All
and Hide All. Clicking on [Show All] displays all additional information related to the function. Clicking on
[Hide All] hides the additional information. These links are usually followed by a description of what the
function does and what it can offer. Any extra information related to the function will follow in the form
of a link.
The next section of the Help describes Selectors (if there are any) and Fields in the function. Selectors
are usually drop down menus that require you to choose an option to tell COINS what sort of
information you want to see. If there is extra information related to a selector or field, you will see a link
entitled More... Click this to view the information, and click it again to hide it. You may also get extra
information on associated parameters for a field; click the Associated Parameters link to view these. To
hide the information on associated parameters, click the link again.
COINS User Guide:
Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 12
Figure 7: Help
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 13
3 Working with Employee Records
3.1 Accessing Employee Records
To access an employee’s record, click the Personnel Summary link - the employee’s Last Name, which is
underlined to indicate the link.
Figure 8: Link to Personnel Summary
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 14
3.2 Personnel Summary
Once in the Personnel Summary, you can view the employee’s Profile, Address, Employment,
Organization, Other, Notes, and Caption information via a tabbed dialogue.
Figure 9: Personnel Summary
To open the record for updating, click [Open] at the bottom left of the screen.
3.3 Maintaining a Record
Once the record is open for updating, you can change it using your tab key or mouse to move between
the fields. When your changes are complete, click [Save] to save them.
Choose options on the tab allow you to choose from pre-defined values from drop down menus, such as
Title.
Some fields are calculated, such as Age, which is based on Date of Birth; and Length of Service, which is
based on hire history.
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Human Resources Training Manual
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3.4 Profile Tab
The Profile section contains identifying Information, Length of Service, Status, Rehire Information, and
Adjusted Service Date information about the employee. There are three available Adjusted Service
Dates:
1. Computed: Computed based on hire history.
2. Manually Entered: Uses the calendar to enter a manual adjusted service date.
3. Computed by Custom Calculation: Computed based on user-defined calculations, such as
calculations that ignore employee records prior to an existing date.
Figure 10: Personnel Summary – Profile Tab
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 16
3.5 Address Tab
The Address section contains Primary and Secondary addresses, phone numbers, and email information
for the employee.
Figure 11: Personnel Summary - Address Tab
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 17
3.6 Employment Tab
The Employment section allows you to view and maintain general employment information about the
employee, such as EEO-1, I-9, and Veteran status.
Use the Job Title lookup to assign the correct Job Title to the employee. The Job Category will
automatically update. If you have set up standard job descriptions for your job titles, then you can assign
the job description to the employee by using the Standard Job Description check box. You can then
access the Job Description by clicking the link. If, however, you have an individual job description for the
employee, don't check the box and simply type in the description directly.
Figure 12: Personnel Summary - Employment Tab
Only employees with Director, Manager, and/or Supervisor checked in the Work Information area of
the Employment tab will appear in the drop down list on the Organization tab.
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 18
3.7 Organization Tab
The Organization section contains information about who the employee reports to and what
department they work in.
Figure 13: Personnel Summary - Organization Tab
Select the employee's manager from the drop-down list. Only employees with Director, Manager,
and/or Supervisor checked in the Work Information area of the Employment tab will appear in the drop
down list(s).
Group and Subgroup are a means of structuring people in your company. For example, you could have
different geographical areas which employees can belong to.
Subgroups are related to groups and can help you structure your organization. If you had a group called
North Region, you could have a subgroup of North East Region.
Some available choices on Lookup are determined by other choices. For example, the choices available
for Subgroup are determined by the Group an employee is in.
The final fields displayed on this tab will be any Analysis Sets that you have set up.
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Human Resources Training Manual
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3.8 Other Tab
The Other section contains miscellaneous information about the employee, ID Card and Driver’s License
information.
Figure 14: Personnel Summary - Other Tab
You can use this section to record whether the employee has received an orientation, if the employee is
on the phone list and, if so, the employee’s extension number.
If your organization issues ID cards to employees, you can make note of the employee’s card number
here.
You can track what type of driver’s license the employee has and if the employee has any points on their
license.
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 20
3.9 Notes Tab
The Notes section lets you add a picture or other notes for an employee. If you wish to attach a
photograph to your employees, simply enter the file directory of the image location. The image will then
display, but only when the record is closed.
Figure 15: Personnel Summary - Notes Tab
NOTE:
Any documents you link to must be on a shared directory.
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Human Resources Training Manual
©Construction Industry Solutions, June 2009 Page 21
3.10 Captions Tab
Captions are extra user-defined fields which have been included in the software you can create to
record information that is not already in the COINS system.
Each caption you set up can have up to 10 fields associated with it. You can also determine how the
values are input, for example, a check box, a date field, etc.
Figure 16: Personnel Summary - Captions Tab