hcm: guide for hr managers...running a pre-defined dashboard 235 building a custom dashboard 236...

SP-HCM-HRM-UG-201803--R022.00

HCM: Guide for HR Managers Version 22

© Sage 2018 2

© Sage 2018. All rights reserved.

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SP-HCM-HRM-UG-201803--R022.00

Contents

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Contents

About this Guide 8 Related Guides 8 Feedback 9

Frequently Asked Questions 10 How do I change a Team Member picture? 11 How do I apply a change to a large number of people? 11 How do I create a Job History record to be processed on a future date? 11 How do I award a percentage salary increase to several people? 11 What is the difference between a Salary Award Date and a Salary Start Date? 11 How do I create a new Policy? 11 How do I create a new HR Department? 12

Introduction 13 WX 14 HR Manager Portal 15 Moving Between Portals 16

From HR Manager Portal to WX 16 From WX to HR Manager Portal 17 Adding the Administration Link to WX 17

Logging in to Sage People 18 For the First Time 19 After You Have Changed Your Password 20 Login with Single Sign-On 21

Contents

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Finding Your Way Around the HR Manager Portal 22 HR Manager Portal Home Page 23 Sage People HCM Terminology 24 HR Manager Portal Tabs 25

Display All Tabs 25 Customize Your Tab Bar 26 Available Tabs 27 Related Lists Available For HR Manager Portal Tabs 31

Search for a Team Member 35 Team Members Home Page 36 Using Views 37

Creating a New View 37 Team Member View 41 Team Member View Buttons 42

Viewing Recent Items 53 Viewing Next Due Dates for Team Member Processes 54 Review Your Personal Setup 55 Reviewing Your Outstanding Tasks 58 Automatic Related Records 59 Different Views of a Team Member 60 Policies, HR Departments, and General Configuration 61

Policies 61 HR Departments 65 General Configuration Settings 67

Contents

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Maintaining Team Member Records 68 Team Member Related Lists 69

Changing Which Related Lists Are Displayed 70 Changing Related List Content 71

Employment Record Related Lists 73 Job History 74

Creating a Future Dated Job History Record 75 Handling Notes and Attachments 77

Adding Notes and Attachments while Using Sage People 77 Adding Attachments by Email 78

Team Member Detail Buttons 79 Edit 79 Delete 80 Profile 80 Org Chart 81 Change User 83 Reset Password 85 Change Picture 86 Change Position 87 Transfer 88 Terminate 89 Send Form 90 Send PDF 91

Adding an Employee to Sage People 94 Create a New Team Member 95 Create a New Employment Record 97 Assign a Job to a Team Member 98 Create Salary and Other Related Records 99 Link Team Member to User Record 101 Send a Welcome to Sage People Email 101 Add New Hires through a Single Page 101

Validating Team Member Social Security Numbers 106 Adding a Job Description for a Team Member 108 Creating a Task for a Team Member 109 Adding or Changing a Primary Manager 111 Adding an HR Manager 112 Setting Up Cross Reporting 114 Transferring Team Members Between Departments and Managers 116

Using the Organization Home Page 117 Using Filters 118 Using the Team Member Transfer Wizard 120 Setting up the Organization page 122 Setting up Future Dating for Team Member Transfers 123

Contents

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Setting Up Groups and Teams 125 Adding a New Group 126 Adding a Team Member to a Group 128 Adding a Group Type 129 Maintaining Groups 130 Deactivating a Team Member 131 Removing a Team Member from a Group 131 Deactivating a Group 132 Deleting a Group 133 Viewing Team Member Group Membership 134

Approving and Finalizing HR Requests 135 Maintaining Timesheets 137

Creating a Timesheet 137 Editing a Timesheet 138 Creating a Time Report 138 Editing a Time Report 140 Viewing, Editing, and Adding Timesheet Comments in the HR Manager Portal 141

Maintaining Passport and Visa Records 142 Creating a New Passport Record 142 Updating a Passport Record 143 Deleting a Passport Record 144 Creating a New Visa Record 144 Updating a Visa Record 146 Deleting a Visa Record 146

Maintaining Stock Options 147 Creating a New Stock Option Pattern 149 Awarding a Stock Option to a Team Member 153 Recording Options Exercised 158 Maintaining the Stock Price 159

Maintaining Team Member Tax Status 160 Creating a New Tax Status Record 160

Maintaining Targets 162 Creating a New Target 162

Setting Up Performance Review Templates 164 Creating a Performance Review Template 165 Defining Constraints 169 Linking Templates and Constraints 171 Editing a Template 173 Copying a Template 174 Deleting a Template 175 Bulk Performance Review 176

Contents

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Maintaining Supporting Processes 178 HR Noticeboard 179

Adding a New HR Notice 180 Editing a Notice 184 Copying a Notice 185 Adding WX Fields to HR Noticeboard Page Layout 186 Adding the HR Noticeboard Related List 187

Salary Planning 188 Salary Bands 189 Salary Projections 190

Reports and Dashboards 191 Pre-defined Reports and Dashboards Supplied with Sage People HCM 191 Running a Pre-Defined Report 225 Report Folders 226 Report Buttons 227 Report Formats 227 Building a Custom Report 228 Running a Pre-Defined Dashboard 235 Building a Custom Dashboard 236 Edit Custom Dashboards 245

Using Libraries 246 The Job Library 247 The Job Profile Library 256 The Job Description Library 259 The Scales Library 260 The Skills Library 264 The Competency Library 266 The Metrics Library 268 The Training Library 273 The Template Library 276 The Constraint Library 276 The Work Location Library 277

Approval Processes 280 Showing Sage People Recruit Vacancies on HCM 281

Glossary of Terms 282

Index 294

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About this Guide This Sage People HCM Guide for HR Managers provides a comprehensive how to... guide to Sage People HCM for the HR Manager and HR professional using the Sage People HR Manager's Portal.

Enhancements in this release are shown:

indicates a completely new feature for this release.

Highlighted text indicates other enhancements.

Related Guides WX: Guide for Users Coverage summary

How to use Sage People WX for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, and recording changes to your personal circumstances.

Typical target audience

You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports.

HCM Configuration Guide Coverage summary

How to set up, manage, and maintain the Sage People HCM system. Includes detailed configuration information.


You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers.

WX Configuration Guide Coverage summary

How to set up, manage, and maintain the extra functionality delivered with Sage People WX. Includes detailed configuration information. The information builds on the HCM Configuration Guide.


You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers.

About this Guide Feedback

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Resource Manager: A Complete Guide Coverage summary

How to use Sage People Resource Manager. Covers Resource Plan creation through automatic generation of Resource Needs based on an existing organization, and by entry of individual Resource Needs. Includes a complete list of available fields and brief descriptions of the pre-configured reports supplied with the package.


You have a role including resource planning, creating what-if resourcing models, or resource analysis within your organization.

Time: A Complete Guide Coverage summary

How to set up and use Timesheets on Sage People. Covers Timesheet completion and approval through WX, and maintenance through the HR Manager's Portal. Includes step by step guidance for setting up Pay Codes, Overtime Rules, Timesheet Patterns, and Work Allocations, and reference tables of field names and profile settings.


You have responsibility for supporting Sage People Time within your organization.

Compensation & Benefits: Stock Options Coverage summary

How to set up, view, and maintain Stock Options on Sage People. Covers creating a Stock Option Pattern to include the vesting schedule, awarding Stock Options, recording exercises, and maintaining the stock price. Also includes full configuration instructions.


You have responsibility for supporting the Stock Options process within your organization.

Feedback Feedback from you on our products and on our documentation is important to us. We seek to incorporate your ideas in future enhancements to our products, and only by understanding your requirements can we hope to meet or exceed your expectations.

• To provide comments and suggestions on any aspect of Sage People please email us:

[email protected]

• To provide specific feedback on our documentation please email our documentation team:

[email protected]

Thank you!

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Frequently Asked Questions

Frequently Asked Questions How do I change a Team Member picture?

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How do I change a Team Member picture? Use the Change Picture button on the Team Member Detail page (see page 86), or email a picture to an address supplied by Sage People for automatic loading to the Team Member record (see page 86).

How do I apply a change to a large number of people? Team Member View Buttons, Mass Update (see page 44)

How do I create a Job History record to be processed on a future date? Creating a Future Dated Job History Record (see page 75)

How do I award a percentage salary increase to several people? Team Member View Buttons, Mass Update (see page 44)

1. Select the people.

2. Select Mass Update.

3. Select Update Salary Records.

4. Select Indexation Increase.

5. Specify the percentage increase, start date, and a reason for the change.

6. Update.

What is the difference between a Salary Award Date and a Salary Start Date? Salary Award Date is the date the Team Member is informed about a change to their salary; Salary Start Date is the date the new salary starts to be paid to the Team Member (see page 99).

How do I create a new Policy? Defining a New Policy (see page 62)

Frequently Asked Questions How do I create a new HR Department?

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How do I create a new HR Department? Create a completely new HR Department (see page 66), or copy an existing HR Department (see page 67).

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Introduction Sage People HCM (Human Capital Management) is a cloud based application, accessed through your browser and designed to support your HR processes.

Sage People HCM eases employee administration tasks by providing a single source for all important employee information including salary data. It provides time saving, pre-defined reports for reviewing stored employee information, and the ability to draw on that information to create your own views, reports, and dashboards. Easy configuration gives you immediate access to new reports and dashboards you might need in the future.

Sage People HCM helps to ensure that HR processes are followed consistently by all your employees:

• Making it easy for everyone to understand and fulfil their individual responsibilities.

• Communicating clearly what is required of you as both a Team Member and a Manager.

• Making it easier to share information securely.

• Encouraging you to record progress and provide feedback on a regular basis.

• Encouraging Team Members to participate actively in their own development.

• Enabling you to manage your personal information.

There are two faces to the Sage People HCM system, both drawing on the same underlying data:

• Sage People WX

The team member's view, providing configurable access to all the information you want team members to see, and enabling them to edit just those parts your HR policies allow. All employees have their own, unique login credentials to give them access.

• HR Manager Portal

Access to employment details, including salary, salary related, and benefits information, as well as induction and termination workflows, reports and dashboards, and consolidated cross-team, multi-location information.

HR Managers use Sage People WX, and the HR Manager Portal.

Introduction WX

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WX

WX provides access to the following information and processes:

• People Management o Education o Employment Details o Forms o Manager Notes o Work History/Experience o Job Description o Organization Chart o Passports & Visas

• Time & Attendance o Check In/Out o Timesheets o Vacation & Absence

• People Science & Analytics o WX Reports

• Talent Acquisition o Current Internal Vacancies o Hiring Manager

• Performance Management o Competency Assessment o Development Plan o Manager Notes o Metrics Review o Objectives o Performance Review o Skills o Talent Plan o Succession Plan o Targets o Training

• Compensation & Benefits o Benefits & Open Enrollment o HR Requests o Compensation Planning o Stock Options

Your organization may not subscribe to the full range of services and some services may have restricted visibility within your organization.

Introduction HR Manager Portal

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HR Manager Portal

The HR Manager Portal provides access to the following information and processes:

HRMS/HRIS • Personnel Data

• Employment Data

• Historical multi-currency with a single reporting currency

• Consolidated cross-team, multi-location information

• HR Notices

• HR Tasks

• Induction / Offboarding Workflows

• Incident Reports

• Grievances

• Disciplinary

Time &Attendance • Absence / Vacation / Leave

Compensation & Benefits • Salary, including different pay cycles and pay calculations

• Salary Bands and Projections

• Bonuses

People Science & Analytics • Reports

• Dashboards

Your organization may not subscribe to the full range of services and some services may have restricted visibility within your organization.

Introduction Moving Between Portals

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Moving Between Portals To access Sage People HCM, use your unique login ID and password. Your initial view of the system depends on your Sage People security profile; the higher your level of access, the more you will be able to see. A standard employee will access WX and never have any access to the HR Manager Portal. As an HR Manager you are likely to have access to the HR Manager Portal and WX.

Login to Sage People HCM using your unique login ID and password.

From HR Manager Portal to WX

To move from the HR Manager Portal to WX use one of the following links:

• Select the tab:

• Select Your Profile in the Custom Links panel on the left of the HR Manager Portal:

• Select Profile on a Team Member Detail page:

• Select a photo icon on the Team Member home page:

Introduction Moving Between Portals

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From WX to HR Manager Portal

To move from WX to the HR Manager Portal:

• Select Administration at the top right of the WX page:

The Administration link is visible only if your security profile gives you access to the HR Manager Portal.

If the Administration link is not displayed you can add it (see page 17). To add the Administration link for a Team Member, the Team Member must be linked to an existing user. or you must create a new user using an existing User Profile with an available license.

Adding the Administration Link to WX

To enable access from Sage People WX directly to the HR Manager Portal you can add a link to the Team Member interface:

To add the link:

1. Open the Team Member record for the person you want to grant access.

2. Select Change User.

Sage People displays the Team Member User page.

To add the Administration link, the Team Member must be linked to an existing User, or you must create a new user using an existing User Profile and an available license.

3. Select the Salesforce Access checkbox:

4. Select Save.

Next time the Team Member views or refreshes WX, the Administration link is displayed.

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Logging in to Sage People

Logging in to Sage People For the First Time

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For the First Time As part of Sage People implementation you are sent a welcome email containing:

• A link to your Sage People site.

• Your unique user name.

• A temporary password.

To login for the first time:

1. Select the link in the welcome email.

Sage People displays the Change Password page:

2. Enter a new password. Your password must contain at least 8 characters and include a combination of

letters and numbers.

3. Choose a security question from the picklist and provide your answer. You will be asked for the answer to the security question if you forget your password.

4. Select Save.

You are now ready to login to Sage People using your unique user name and password combination.

Logging in to Sage People After You Have Changed Your Password

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After You Have Changed Your Password 1. Go to the Sage People login page:

http://login.fairsail.com

Sage People displays the customer login page:

2. Enter your unique user name and password.

3. Select Login.

Sage People takes you straight to your Sage People system.

http://login.fairsail.com/

Logging in to Sage People Login with Single Sign-On

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Login with Single Sign-On If your organization uses single sign-on technology your login process is:

1. Go to the web address provided by your organization.

2. Use your company provided single sign-on credentials to get access to Sage People.

Your browser may need additional configuration so that you can take full advantage of single sign-on. Refer to your System Administrator or HR representative for more information.

When you have successfully logged in you are redirected to the Home Page.

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Finding Your Way Around the HR Manager Portal

The HR Manager Portal provides access to employment details, including salary, salary related, and benefits information, as well as induction and termination workflows, reports and dashboards, and consolidated cross-team, multi-location

information.

Finding Your Way Around the HR Manager Portal HR Manager Portal Home Page

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HR Manager Portal Home Page

Finding Your Way Around the HR Manager Portal Sage People HCM Terminology

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Sage People HCM Terminology Sage People HCM uses standard Salesforce terms, so if you're familiar with Salesforce you'll find your way around the HR Manager Portal more easily.

Key terms you will find useful are:

Term Description

Tab Used to organize information stored in Sage People into groups. By selecting a tab at the top of the Portal, you get access to all the data related to that tab.

Record When you select a tab, the page displays information in rows. The information for each row is held in a record. For example, the Team Members tab groups all team member records together, with each record displayed on a separate row.

Related List Information that is not part of a selected record, but is related to it. For example, the employment, objectives, and targets information for a team member record.

Field Each record contains a number of fields, with each field describing an attribute of that record. Each field contains data of a particular kind, such as text, numeric, a picklist, a check box.

Link A hyperlink providing a jump to more information such as another record, a report, or a website.

You will also find brief definitions of many terms in the Glossary - Salesforce, Sage People, and industry-specific (see page 282).

Finding Your Way Around the HR Manager Portal HR Manager Portal Tabs

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HR Manager Portal Tabs Tabs group related information together. Each tab gives access to a group of records and where relevant, associated information through Related Lists (see page 31). You can:

• Display a list of all tabs for quick access to those that are not part of your regular view (see page 25).

• Customize your display to show just the tabs you use most often (see page 26).

Display All Tabs On the right of the Tab bar, select +:

Sage People displays the All Tabs page:

The tabs you can see depend on the packages you have installed and on the Profile assigned to you:

• If you have just Sage People HCM, you can see HCM tabs; with HCM and Recruit you can see the Recruit tabs too.

• The Fairsail Administrator Profile gives access to all tabs.

• The Fairsail HR Manager Profile excludes access to tabs controlling Sage People configuration options such as those enabling you to set up Absence Accrual and Action Event Patterns, the Job Description, Skill, and Training Libraries, and Salary Bands and Projections.

Select any tab in the list to display that page. To add a tab to your tab bar select Customize My Tabs (see page 26).


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Customize Your Tab Bar 1. On the All Tabs page (see page 25), select Customize My Tabs:

Sage People displays the Customize My Tabs page:

2. Select the tabs and use Add or Remove to build your list of Selected Tabs.

3. Select a Tab in Selected Tabs and use Up or Down to change the order - Up moves a tab to the left in the Tab Bar, Down moves a tab to the right.

4. Select Save.


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Available Tabs Tab visibility is controlled by the Profile assigned to you:



Tab Displays

Key Tabs

Home The landing page when you open the HR Manager Portal. The Home page includes a dashboard, which you can select, the My Tasks list, Items to Approve, and your Calendar (see page 23).

Workforce eXperience Your own view of information about yourself and your team, with options for updating.

Team Members The Team Member records for each employee in your organization. All employee information is accessible through their Team Member records (see page 36).

Other Tabs, alphabetical order

Absence Accrual Patterns Sets of rules defining how absence and vacation accrues. Rules can cover

each absence type and multiple Patterns can be defined, enabling you to use different models for different groups of employees such as by country or by seniority. Patterns can be assigned to policies or to Employment Records. Not displayed with the Fairsail HR Manager Profile.

Action Event Patterns Action Events are sent to HCM users at various points in a process in

response to specific events, and the Action Events are grouped into sets known as Action Event Patterns. Action Event Patterns are linked to policies and you can link one Pattern to multiple policies, or to a single policy. Action Event Patterns can be exported and imported to enable copying between organizations. Not displayed with the Fairsail HR Manager Profile.

Actions Digests Actions Digests are daily emails sent to all Team Members who have process

related actions raised for them. The Actions Digests tab lists the Digests sent, with options to display the number of actions included in each Digest for each process.

Competency Library The qualities used to assess how well an individual performs a job for a specific job profile. The Competency Library stores a record for each competency used in defining a job profile. For example, flexibility, initiative, or personal organization (see page 266).

Constraint Library Conditions that can be applied to other items, such as Templates, to restrict availability of those items. For example, Start and End Dates set as Constraints mean that the item using the Constraint is only available between the Start and End Date.

Dashboards Pre-defined graphical summaries of underlying reports. A dashboard can

have up to 20 component charts or tables, each one providing a visual summary of report data. The Dashboards tab has options for cloning and editing existing dashboards. Use the Reports tab for an option to create your own dashboards (see page 191).

DocuSign Envelopes DocuSign Envelopes are created when you use DocuSign Templates to send forms to Team Members for completion. Not displayed by default.


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Tab visibility is controlled by the Profile assigned to you:



Tab Displays

DocuSign Templates Templates available to use as DocuSign forms for sending to Team Members for completion. Data can be extracted automatically from completed forms and added to Team Member records. Not displayed by default

Exchange Rates The fixed exchange rates used by your organization for calculating currency

conversions. Each currency is represented by a rate to enable standardized conversion to a base currency.

Groups Defined groups of Team Members brought together for a range of organizational needs. Groups are visible through the WX People Bar and the Team Absence Calendar (see page 125).

Group Types A means of classifying Groups. Related Groups can share a Group

Type (see page 129).

HCM Form Definitions All HCM Form templates set up for your organization, such as exit interview or

Equal Employment Opportunity Reporting forms. Every HCM form that you use is based on an HCM Form Definition. Not displayed with the Fairsail HR Manager Profile.

HCM Forms All HCM Forms set up for use in your organization. Each HCM Form is based

on an HCM Form Definition and defines who is to receive the request to complete the form, and the dates applied to start, remind, and close the form. Not displayed with the Fairsail HR Manager Profile.

HR Departments The Team Member groups. Each HR Department is a group of Team Members managed by an HR Manager. An HR Department can align with an organizational department, or it can be some other grouping such as a site, region or country (see page 65).

HR Noticeboard The notices you have defined for displaying on specific WX pages

(see page 179).

HR Requests Changes to Team Member records requested by their managers, such as salary or job profile changes. Each request follows an approval process before HR implementation (see page 135).

Internal Communications The Internal Communications available in your organization.

Internal Communications are WX Processes delivered in text, video, or website form. Each Internal Communication can be associated with one or more WX Services and have localized versions for locale-specific display throughout your organization. Not displayed with the Fairsail HR Manager Profile.

Job Description Library The roles and responsibilities for each job. Job Descriptions are typically prepared in advance and provided as templates to Team Members and Managers (see page 259). Not displayed with the Fairsail HR Manager Profile.

Job Library

Standard information about jobs such as title, grade, and salary ranges (see page 247).

Job Profiles Profiles for each job, defined using the competences, skills, and indicators

needed to perform a job. For example, the job profile for a Sales Director typically includes flexibility, personal impact, pace setting, initiative, and so on. Competency assessments are performed against job profiles (see page 256).


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Tab Displays

Metrics Library Items that are measured for a Metrics Review. Metrics can be Number, Scale or Text (see page 268).

Organization Access to all Team Members in your organization, with options to filter the view on a range of fields and to transfer selected Team Members between HR Departments and managers (see page 116).

Overtime Rules Supplied with the Sage People Time package.

Collections of one or more Overtime Conditions applying to a specific timespan, such as a day, a week, or that defined by a Timesheet. Overtime Rules are allocated to one or more Timesheet Patterns and used to support the Timesheets process (see page 137).

Pay Codes Supplied with the Sage People Time package.

Codes allocated to specific pay rate, such as standard time or double time. Each Pay Code has a name, which is used on Timesheets, and a code, which is used within the system (see page 137).

PDF Templates Pre-configured Adobe Portable Document Format (PDF) templates

supporting Sage People functionality enabling you to create and send PDF files from within Sage People packages. PDF files in Sage People are typically used for employment contracts, amendments to terms and conditions, other formal letters to Team Members, branded company-wide announcements and so on. PDF templates can use formulas for conditional and tailored content.

Policies The sets of Sage People HCM processes defined for your organization.

Separate Policies can be defined for each location, HR Department, or other grouping of Team Members. Settings control the visibility of processes in Sage People WX. (see page 61) Not displayed with the Fairsail HR Manager Profile.

Reports Pre-defined reports for reviewing and managing stored employee information.

The Reports tab also includes an option for creating your own custom reports and dashboards. (see page 191)

Roles Roles defined to execute actions on behalf of someone else. Roles enable you to map one or more people to act as delegates for one or more others.

Salary Bands Top, bottom and quartile currency amounts used to define the salaries paid in

your organization. Bands can be allocated to salary families. (see page 189) Not displayed with the Fairsail HR Manager Profile.

Salary Projections Planned or what-if percentage salary increases by salary band and

fiscal quarter, enabling low and high percentage rates to be applied. (see page 190) Not displayed with the Fairsail HR Manager Profile.

Scales The scales used in measuring indicators of competency and skill. For example, the scale used in measuring the frequency of an activity might use the terms Never, Occasionally, Often, Usually, and have the respective scores 1, 2, 3, 4. (see page 260) Not displayed with the Fairsail HR Manager Profile.


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Tab Displays

Skill Library The knowledge needed for a job profile. The Skills Library stores a record for each skill used in defining a job profile. Skills can be grouped into areas: a Management area might include mentoring, delegation, coaching, appraising performance (see page 264). Not displayed with the Fairsail HR Manager Profile.

Stock Options Patterns Groups of parameters that define how a Stock Option based on the Pattern

will behave. Stock Option Patterns support Sage People Stock Options functionality (see page 147). Not displayed with the Fairsail HR Manager Profile.

Template Library Reusable pages for driving a process such as Performance Review. Templates are defined for a process and can be versioned. Templates can share a version number to form Template Version Streams; updating a Template Version updates all templates in the same stream.

Timesheet Patterns Supplied with the Sage People Time package.

Definitions of timesheet periods and the time reporting timespan, supporting the Timesheets process. Timesheet Patterns have an associated Overtime Rule which defines the conditions under which overtime is payable to Team Members working under the Pattern. Timesheet Patterns can be assigned to Policies and to individual Team Members (see page 137).

Timesheets Records of work time over a defined period for Team Members. A Sage

People Time timesheet has defined start and end dates and comprises one or more Time Reports. Typically completed through Team Members' WX pages, Timesheets can also be created and edited through the HR Manager Portal. When complete, the timesheet enables calculation of total work duration and amount of pay due (see page 137).

Training Library All training courses and types of intervention that may be helpful when addressing skill or competency gaps. (see page 273) Not displayed with the Fairsail HR Manager Profile.

Work Allocations Tasks, projects, customers or other entities against which Team Members

book their time, supporting the Timesheets process. Sage People enables you to define Work Allocations as a hierarchy, for example from a geographical region, through customers in that region, to projects and sub-projects within customers (see page 137).

Work Days Patterns Definitions of the working week as used in different parts of your organization,

including recurring holidays, such as bank or public holidays, and how vacation days are treated when they fall on public holidays. Typically used to define practices in different countries or regions.

Work Locations Standard information about your organization's locations, such as

address, zip or postal code, and country (see page 277).

WX Reports Tabular and graphical reports set up for displaying data through WX. WX

Reports are based on underlying Salesforce reports using Sage People data, with field content and filters tailored to your requirements.

WX Services The Sage People WX Services available in your organization.

WX Services host the WX Processes used by your Team Members, and can be named to suit the needs of your organization Not displayed with the Fairsail HR Manager Profile.


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Related Lists Available For HR Manager Portal Tabs This table gives the key Related Lists available for the records displayed through each of the HR Manager Portal Tabs.

• To add or remove lists from your HR Manager Portal display use the Customize Page link at the top of each page (see page 70). Customize Page gives you access to the selectable set of Related Lists that have been made available through Setup. You can select, deselect, and change the order of those that are displayed.

• To add or remove Related Lists from the Customize Page selectable set you must have Administrator access and use Setup.

• To add or remove fields displayed as columns in a related list use the Edit Layout link at the top of each page (see page 71).

Tab Key Related Lists

Absence Accrual Patterns • Absence Accrual Rules

• Policies Action Event Patterns • Action Events

• Policies Competency Library • Competencies

• Competency Library Languages

• Competency Training Options

• Indicator Library

• Job Needs

• Recognition Constraint Library • Templates Dashboards

Exchange Rates • Benefits

• HR Requests

• Salary Bands

• Salary History

• Targets Groups • Child Groups

• Group To Group Memberships

• Internal Communications Multi Filters Group Types • Groups

• Internal Communications Multi Filters HCM Form Definitions

HCM Forms

HR Departments • HR Managers

• Team Members HR Noticeboard


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HR Requests • Actions

• Approval History Internal Communications • Internal Communication Instances

• Internal Communication Languages

• Internal Communication Score Results

• Internal Communications Multi Filters Job Description Library • Job Library Job Library

Job Profiles • Job Needs Metrics Library • Job Needs Overtime Rules • Overtime Conditions Pay Codes • Overtime Conditions PDF Templates

Policies

Reports

Roles

Salary Bands • Job History

• Job Library Salary Projections

Scales • Indicator Library

• Metrics

• Metrics Library

• Scale Languages

• Scale Responses

• Scale Response Languages

• Skill Library Skill Library • Job Needs

• Skill Library Languages

• Skill Training Options

• Skills Stock Options Patterns • Stock Option Periods Survey Dimensions • Survey Dimension Mappings Surveys • Internal Communication Instances

• Survey Dimension Mappings

• Survey Questions

• Survey Responses


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Team Members • Activity History

• Applications (available if you also subscribe to Sage People Recruit)

• Candidates (available if you also subscribe to Sage People Recruit)

• Competency Assessments

• Dependants

• Development Needs

• Development Needs (Mentor)

• Education

• Emergency Contacts

• Employment (see page 73)

• Experiences

• HCM Forms

• HR Requests

• Internal Communications (for Team Members using Sage People WX)

• Internal Communication Score Results (for Team Members using Sage People WX)

• Job Descriptions

• Management (Cross Reporting)

• Metrics

• Metrics Reviews

• Notes & Attachments

• Objective Reviews

• Objectives

• Open Activities

• Passports

• Performance Reviews

• Recognition (for Team Members using Sage People WX)

• Recognition (Giver) (for Team Members using Sage People WX)

• Resource Needs (for organizations using Resource Manager)

• Resource Needs (Manager) (for organizations using Resource Manager)

• Self Performance Reviews

• Skills

• Skills (Approver)

• Successors (Successor)

• Successors (Team Member)

• Talent Assessments

• Talent Plans

• Targets

• Team Member Pictures

• Team Members

• Training

• Visas

• WX Process Confirmations (for Team Members using Sage People WX)


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Template Library • Constraints

• Policies

• Template Versions Timesheet Patterns • Work Allocation Assignments Timesheets • Timesheet Comments

• Time Reports Training Library • Competency Training Options

• Notes & Attachments

• Skill Training Options

• Training Work Allocations • Time Reports

• Work Allocation Assignments Work Days Patterns • Policies

• Work Days Holidays Work Locations • Check Ins WX Reports • WX Report Fields

• WX Report Filters WX Services • HR Noticeboard

• WX Processes

• WX Service History

Finding Your Way Around the HR Manager Portal Search for a Team Member

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Search for a Team Member In the HR Manager Portal use the Search box on the sidebar:

Use the picklist to restrict your search to Team Members.

Enter the name, word, or part word you want to search on. Search looks in the following fields to find a match:

• Name

• Unique ID

• Extension

• Email

In the search box you can:

• Use * for a number of characters

• Use ? for a single character

• Enclose text in " and " for an exact match

• Search across the database, including inside uploaded documents.

Search returns a list of all matches it finds, enabling you to select links to go to Team Member detail pages.

Finding Your Way Around the HR Manager Portal Team Members Home Page

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Team Members Home Page Select the Team Members tab:

Sage People displays the Team Members home page:

Use the filter towards the top right of the page to change the view to Recently Created, Modified, or Viewed:

Finding Your Way Around the HR Manager Portal Using Views

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Using Views Views enable you to apply a set of filters to your Sage People data so that you can focus in on a subset of all the records. Views:

• Support data from a single object (tab) at a time.

• Can be printed.

• Cannot be transformed into a report.

• Can be cloned and then edited to produce a new view.

For example, you could create a view to show you all the Team Members with a Talent Plan, or all the Team Members called Smith with a home address in the United Kingdom. Views can be created for use only by you, or to be shared with a defined group of users.

To see the views you have available, go to the top of any tab home page and select the View picklist:

Creating a New View You can create a new view by:

• Copying an existing view by saving it under a new name, editing it to make the changes you want.

• Creating a new view from scratch.

To copy and rename an existing view:

1. At the top of the list page or tab home page hosting the view you want to copy, select the View picklist, select the view on which you want to base your new view, and select Edit:

Sage People opens the Edit View page.

2. In View Name enter a new name for your new view to prevent the original from being overwritten, or the new view being saved with the same name as the original.

3. Make the changes you need to create your new view.

4. Select Save As.

If you have not entered a new name for your view: o Selecting Save As saves the new view with the same name as the original and both will appear in the list

of available views. You can change a view name by selecting it, selecting Edit, and renaming it. o Selecting Save instead of Save As overwrites the original view.


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To create a new view for a list page or tab home page from scratch:

1. At the top of the page for which you want to create a new view select Create New View:

Sage People displays the Create New View page:

The exact content of this page depends on the kind of record you are viewing.


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2. Complete the fields as follows:

Field Description

Step 1. Enter View Name section

View Name Enter the name to appear in the View picklist

View Unique Name If you have Customize Application permission, enter a unique name to be used by the system. The View Unique Name:

• Must begin with a letter.

• Must use only alphanumeric characters and underscrores.

• Must not end with an underscore.

• Must not use two consecutive underscores. If you leave this field blank, Sage People constructs a unique name from the View Name you have entered.

Step 2. Specify Filter Criteria section

Filter By Owner Select the radio button corresponding to the set of records you want to filter against. The options vary depending on the kind of record. For Team Member views you will see:

• All Team Members Select to create a view that filters data for all Team Members.

• My Team Members Select to create a view that filters data for Team Members reporting to you.

Filter By Additional Fields

Select your filter criteria. This is optional. The fields and values available to you vary depending on the kind of record. You can apply multiple filters to act on your data. As an example, to create a view to display all Team Members without a photo:

• In the first Field select the picklist and choose Picture:

• In Operator select the picklist and choose equals:

• As we're filtering for those Team Members without a photo, leave Value blank:


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Step 3. Select Fields to Display section

Available Fields Select the fields you want to display by selecting them, then select Add:

You can choose up to 15 different fields to display in your view. You can display only the fields that are available in your page layout. When you select a long text area field, up to 255 characters are displayed in the list view. Use Remove to take fields off the Selected Fields list.

Use the Up , Down , Top , and Bottom arrows to sort your selected fields into the order you want the view to display them.

Step 4. Restrict Visibility section

Select the radio button corresponding to who you want to be able to use the view you are creating:

3. Select Save.

The view you created is displayed and added to the picklist of views for you to use again:


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Team Member View Select a View on the Team Member Home page to display all Team Members meeting the criteria of the View.

You can:

• Select Edit for a Team Member to go to that Team Member's detail page so that you can change or add information.

• Select Del for a Team Member to delete that Team Member's record. Only use this option to correct mistakes.

• Select specific Team Members for further action by selecting the check box at the left of their names:

• Select all displayed Team Members by selecting the Action check box:


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Team Member View Buttons

You can use the action buttons displayed above the Team Member view to perform actions on all selected Team Members at once.

Bulk Email Bulk Email enables you to send a stored Template email to multiple Team Members.

4. Select or create a Team Member View (see page 37) to display the people you wish to send the email.

5. Select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list:

6. Select Bulk Email.

Sage People displays the Team Member Send Email page:


Field Description

Template Select the picklists and select the email template you want to send.

From Select the picklist and select the sender as it will appear on the email. This can be your personal email or an organization-wide address.

8. Select Send.


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Reset Passwords Reset Passwords enables you to issue emails with temporary passwords to a group of Team Members so that they can login to Sage People and change their own passwords. For example, you could use Reset Passwords when you are creating a lot of new Team Members but want to delay sending their login details until after you have set up their Team Member records and the links to the correct profiles.

Do not use this action for users logging in with Single Sign-On. Single Sign-On passwords are issued outside Sage People.

1. Create a Team Member View (see page 37) showing all those whose passwords you wish to reset.

2. Select all those members by selecting the Action check box at the head of the list.

3. Select Reset Passwords.

Sage People displays the Reset Passwords page, prompting you to confirm your action:

4. Select Reset Passwords to confirm.


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Mass Update Mass Update enables you to update a single field for a selected group of Team Members. You can update fields in the following records:

• Team Member

• Employment

• Salary

For each type of mass update a Wizard guides you through the process:

Update Team Members

Update Employment Records

Update Salary Records

Step 1 Confirm records to be updated

Step 2 Select the field to be updated from a picklist.

Step 3 Enter a new value for the field. Enter a new value for the field.

OR

Apply a percentage salary increase to all selected Team Members:

Sage People prompts you to enter the details:

Enter:

• The Percentage Increase you want to apply to all selected Team Members.

• The effective Start Date for the increase.

• The Change Reason. Step 4 Confirm the change and select Update.


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Mass Update Example: Move Team Members to a New Team

Restructuring in your organization results in moving the Information Systems team to the IT team:

1. Create a Team Member View of all those in the Information Systems team.



4. In the Mass Update Wizard, select Update Team Members:

The Mass Update Wizard prompts you for the field you want to change.

5. Select the picklist, choose Team, and select Next:

The Mass Update Wizard prompts you for the new value of the field.

Enter IT as the new value for the Team field. This value will be applied to all the selected Team Members. Select Next:

The Mass Update Wizard prompts you for confirmation before the change is applied. Select Previous if you want to make adjustments, select Cancel to drop out of the Wizard and cancel the change. You cannot stop the change when you complete step 4 of the Wizard.

6. Select Update to make the changes:


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Mass Update Example: Award % Salary Increase to Multiple Team Members

You want to award a fixed percentage cost of living salary increase to all Team Members in your Paris office:

1. Create a Team Member View of all those with Location: Paris.



4. In the Mass Update Wizard, select Update Salary Records:

The Mass Update Wizard prompts you for the field you want to change.

5. Select the Indexation Increase checkbox and select Next:

The Mass Update Wizard prompts you for the new value of the field.

6. Enter the Percentage Increase you want to award, the Start Date for the new salaries, and a Change Reason:

The percentage you specify is applied to the Team Members' old salary to calculate the new salary.

These values will be applied to all selected Team Members. Select Next.

The Mass Update Wizard prompts you to confirm before applying the change. To make adjustments, select Previous; to drop out of the Wizard and cancel the change, select Cancel. You cannot stop the change when you complete step 4 of the Wizard.


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7. Select Update to make the changes:


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Bulk Send Form Bulk Send Form enables you to send a stored form to up to 200 Team Members in a single operation. You can choose a form from the Form Definitions you have available. Contact Sage People Support if you need to define a new form.

1. Select or create a Team Member View to display the people you wish to send the form.

2. Further select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list:

Sage People displays the Team Member Send Form page

3. In Form To Initiate use the picklist to select the form you wish to send.

4. Select Send.


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Bulk Competency Assessment Bulk Competency Assessment enables you to start Competency Assessments for up to 200 Team Members in a single operation. You can use Bulk Competency Assessment for Team Members with no active Competency Assessment. Competency Assessments are made against the competencies held in a Job Profile - when using Bulk Competency Assessment you can choose the Job Profile to use:

• The Job Profile assigned to each Team Member.

• A single Job Profile for all Team Members.

All assessments are assigned common End and Close Dates, so make sure the dates can be met by all assessors.

To use Bulk Competency Assessment:

1. Select or create a Team Member View (see page 37) to display the people you want to assess.

2. Select Team Members from the displayed View, or select all by selecting the Action check box at the head of the list.

3. Select Bulk Competency Assessment.

Sage People displays the Start Competency Assessment page:

Complete the fields as follows:

Job Profile Picklist. Select the picklist and choose from:

• Use Default Team Member Profile. Assessments are made using the competencies held in the Job Profile assigned to each Team Member selected for Bulk Competency Assessment. o If the Team Member has no directly assigned Job Profile, the Assessment uses the

default Job Profile assigned to the Policy used by the Team Member. o If the Policy has no default Job Profile, the Assessment uses the default Job Profile

assigned to the Team Member's HR Department. If no Job Profile can be found for the Team Member, the process displays an error message with the record IDs of all Team Members without Job Profiles; to link to a Team Member, copy and paste each record ID into the browser address bar.

• Any of the listed Job Profiles. Assessments are made using the competencies held in the single Job Profile you choose for all Team Members selected for Bulk Competency Assessment.

Job profile containing the competencies and indicators to be assessed.


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End Date Date when assessors are asked to complete feedback. Set this a few days before the Close Date to give time to chase stragglers. The Sage People configurable workflow can send reminders before and immediately after the End Date.

Close Date Date after which the competency assessment may be completed and outstanding feedback requests canceled. Make this shortly after the End Date to give a grace period for feedback to be completed. The Close Date is not normally revealed to the assessors but it is the date up to which you will wait for them to supply feedback. You cannot cancel assessments to see your results until the Close Date, but you can see the results before the close date if all assessments are complete.

4. Select Initiate.

Sage People creates actions for the Team Member's managers to start the Competency Assessments.


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Bulk Performance Review Bulk Performance Review enables you to start Performance Reviews for up to 200 Team Members in a single operation. Bulk Performance Review enables you to use the single operation to combine reviews using Performance Review Templates and legacy (non-Template) reviews.

Team Members cannot have more than one active performance review at any one time, so make sure that the Team Members you select for Bulk Performance Review have no reviews in Draft, Approved, or Revealed status.

To use Bulk Performance Review:

1. Select the people you want to review or create a Team Member View (see page 37) to display the people you want, then select them. You can select all by selecting the Action check box at the head of the list.

2. Select Bulk Performance Review:

Sage People displays the Start Performance Review page:

The Start Performance Review page enables you to control the Reviews, and summarizes the type of Review - Legacy or Performance Review Template - to be used for each of the people you have selected.


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Manager Review Only Checkbox. If checked, the Self Performance Review is not created. Only the manager participates in the performance review. Team Members you want to participate must be registered users of Sage People. If not checked and the Team Member is a registered user of Sage People, the self performance review is created for the team member.

Mid-Year Review Checkbox. If checked, the performance reviews use the Mid-Year Review process. Overridden by a Template selected in Template Library Item.

Template Library Item Picklist. If you are using Performance Review Templates, select the picklist and choose the Template. A Template selected here overrides:

• The Mid-Year Review checkbox; the Template is used in preference to the Mid-Year Review process.

• Any Default Performance Review Templates defined on the Policies assigned to the Team Members selected for Review.

If you are using Performance Review Templates for any of the people you have selected for Review, you must select a Template. Until you select a Template, the Summary (Templates) section carries the message: The following Team Members will be skipped (no Template selected):

When you select a Template, the Summary (Templates) section is updated:

4. Select Initiate.

Finding Your Way Around the HR Manager Portal Viewing Recent Items

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Viewing Recent Items In the HR Manager Portal you can return quickly to items you have recently viewed by using the Recent Items list in the sidebar:

Use the links to jump directly to the item you want to revisit, using the icons to help you identify the type of item.

Hovering over an icon displays a screen tip and buttons to enable you to go directly to the View or Edit pages for that item:

Finding Your Way Around the HR Manager Portal Viewing Next Due Dates for Team Member Processes

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Viewing Next Due Dates for Team Member Processes The Team Member Detail page Process Control section includes dates for:

• Next Performance Review

Calculated from the last completed Performance Review for the team Member and the Performance Review Repeat value on the Policy.

• Next Job Description

Job Descriptions need periodic review to keep them current. Next Job Description Date is calculated from the date of the last completed Job Description for the Team Member and the Job Description Repeat value on the Policy.

• Next Skills

Team Member skills need periodic review to keep records up to date. Next Skills Date is calculated from the Skill Created Date and the Skills Repeat value on the Policy.

• Next Competency Assessment

Calculated from the last completed Competency Assessment and the Competency Assessment Repeat value on the Policy.

• Next Successors

Where a successor has been nominated for a Team Member, the Next Successor Date is calculated from the Created Date and the Succession Repeat value on the Policy.

• Next Talent Plan

Where a Talent Plan has been created for a Team Member, the Next Talent Plan Date is calculated from the Created Date and the Talent Plan Repeat value on the Policy.

• Next Development Needs

Where a Development Plan exists for a Team Member, the Next Development Needs Date is calculated from the Plan Created Date and the Development Need Repeat value on the Policy.

You can manually set Next... dates for Team Members using Mass Update (see page 44).

Finding Your Way Around the HR Manager Portal Review Your Personal Setup

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Review Your Personal Setup 1. In the HR Manager Portal, select your name towards the top right of the Sage People window and select

Setup from the user menu:

2. From the left panel, under Personal Setup select My Personal Information:

You can use the options to review a range of personal information:

Option To review

Personal Information General Information These fields apply to the User, not the the Sage People Team Member. Do not attempt to change Team Member values by editing these fields.

• Name

• Company name, department, division

• Job Title

• Role

• Email address

• Phone numbers

• Start and end of day times Locale settings

• Time Zone

• Locale

• Language


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Option To review

Change My Display Tabs. Select Customize My Tabs to change the tabs displayed in your HR Manager Portal. Sage People displays lists of available and selected tabs:

You can access the same Customize My Tabs page from the All Tabs page - select the + at the right of your Tab Bar. Pages. Customize the Related Lists displayed on a page and the order in which they appear. Select a page from the picklist and select Customize My Pages:


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Option To review

Sage People displays the available and selected Related Lists for the page you selected:

• Move lists up or down in the Selected List window to change the order in which

they are displayed.

• Move a list from the Selected List window to the Available List window to remove it from the page.

• Move a list from the Available List window to the Selected List window to add it to the page.

Pages displays only those Related Lists made available through the full Page Layout dialog. To perform more extensive changes select the Edit Layout link at the top right of Detail pages.

Reminders Alert trigger Time in advance Time of day Sorting by due date

Finding Your Way Around the HR Manager Portal Reviewing Your Outstanding Tasks

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Reviewing Your Outstanding Tasks 1. Go to the My Tasks list on your Home page:

You can change the view of your task list by using the picklist at the top right of the My Tasks section:

2. Select a link in the Subject column to go to the Task Detail page for that task. Select a name in the Related

To column to go to that Team Member's detail page.

The Task Detail page includes icon links to display your calendar and task list, buttons to help you manage your tasks, and a link to any attachments associated with the task:

Finding Your Way Around the HR Manager Portal Automatic Related Records

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Automatic Related Records Many related records are created automatically as you use Sage People. For example:

• When Team Members and their managers use Sage People WX, records are created for Absence, Emergency Contacts, Training and so on.

• Job History records are created when you change tracked fields such as Job, along with a new Job Effective Date.

• Links to other systems such as payroll or recruitment may add records as a result of activity in those systems.

An HR Manager can edit some automatically created records to correct errors. For example, an absence record that was entered by mistake can be deleted, or the approval date in an absence record can be deleted so that the record can be returned to the manager for re-approval.

Finding Your Way Around the HR Manager Portal Different Views of a Team Member

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Different Views of a Team Member

Position What they can see and do

Team Member Their own data.

Manager Enhanced access to Team Member data, including approvals and performance review rights. A Manager is the person named in the Manager field on the Team Member record. Each Team Member has only one primary Manager. The Manager is prompted to perform all management tasks for the Team Member.

Grandparent Manager The enhanced manager data for a Team Member. In most cases they can also carry out approval and review processes in place of the primary manager. The person performing a task is always recorded. A Grandparent Manager is the manager's manager, and so on up the tree.

Cross Reporting Manager

Some of the tasks of a full manager, depending on the type of cross reporting manager. Cross Reporting Managers are listed on the Team Member's Cross Reporting Related List.

Direct Reports No access to their manager's data.

Colleagues Limited data. For example, colleagues can see skills and non-private objectives for those on the same level, but they cannot see performance reviews or reviews of objectives. Colleagues cannot see data on those above their reporting lines.

HR Manager All data held for Team Members in their HR Departments. They may also be set up to change that data. HR Managers are listed in the HR Managers Related List for an HR Department, and must be assigned an HR Manager, HR Administrator, or System Administrator user profile. An HR Manager can be assigned to more than one HR Department.

Finding Your Way Around the HR Manager Portal Policies, HR Departments, and General Configuration

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Policies, HR Departments, and General Configuration

Policies Policies, also known as HR policies, define the Sage People functionality you want to use.

• Every Team Member in your organization must be assigned to one Policy so that they can use the functionality defined by the Policy.

• You can have multiple policies in a single organization. If you have an organization comprising a number of different logical parts, you can define each part as a separate HR Department and apply a unique policy to each department. Team Members assigned to each HR Department then have access to the features defined by the Policy applied to the Department.

The size and complexity of your HR policies can help you decide on the best way of introducing functionality:

• Simple systems with limited functionality defined through a single Policy can be introduced to all Team Members at one time.

• More complex systems implemented through multiple Policies can have functionality introduced in stages, one Policy at a time.


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Defining a New Policy Your organization will have at least one Policy defined as part of initial implementation. There are three ways to define a new Policy:

• Create a completely new Policy. There are approximately 190 settings available in a Policy, so setting one up can be time consuming. Ensure all settings are as required by your organization. A new policy has some default values set - check all defaults and reset them if necessary.

To define a completely new Policy:

a. Select the Policies tab.

b. Select New. Sage People displays the Policy Details page, with default values completed.

c. Enter a Policy Name. Choose a Policy Name that makes it easy for you to identify how the Policy is to be used. For example, use a country or region name if the Policy is to be used by Team Members in that country or region; use the HR Department name if the Policy is to be used by Team Members in that Department; use the name of a division or group within your company if the Policy is to be used just for that group.

d. Work through the settings, changing them as necessary.

e. Select Save

• Copy an existing Policy within an organization and change it as necessary. Copying is usually the quickest and most effective way to set up a new Policy, particularly if your organization uses a core set of functionality across all teams, with some local variations.

To copy an existing Policy:

a. Select the Policies tab.

b. Select a View that shows the Policy you want to copy

c. Select the Policy Name. Sage People displays the Policy Details page for the Policy you selected.

d. Select Clone:

Sage People copies the Policy and displays the Policy Details page for the new Policy with the Policy Name highlighted for you to enter a new name.

e. Enter a Policy Name. Choose a Policy Name that makes it easy for you to identify how the Policy is to be used. For example, use a country or region name if the Policy is to be used by Team Members in that country or region; use a HR Department name if the Policy is to be used by Team Members in that Department; use the name of a division or group within your company if the Policy is to be used just for that group.

f. Work through the settings, changing them as necessary.

g. Select Save.

Export an existing Policy from another organization and import it into the organization where you want to create the new Policy (see page 63).


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Policy Group Field The Policy Details page has a Policy Group field:

Use Policy Group in workflows and conditions in Action Events. For example:

1. Use a country name in the Policy Group field for all policies that relate to that country.

2. In workflows relating to policies for a country use the Policy Group value to set a condition, so that the workflow only operates on the correct policies.

Policy Group is also a formula field in Team Member that looks up the Policy Group for that Team Member.

Exporting and Importing Policies Policies can be exported and imported, enabling you to copy a Policy between orgs. Exported Policies do not include any associated patterns, such as Action Event, Absence Accrual, or Work Days Patterns. Patterns can be exported and imported separately. Exported Policies are saved as .fs files which can then be imported without conversion.

To export a Policy:

1. Select the Policies tab.

Sage People displays the Policies Home page.

2. Select the name of the Policy you want to export:

Sage People displays the Policy Details page.

3. Select Export:

Sage People creates an export file from your Policy using the Policy name as the file name and adding a .fs extension.

4. Save the file.

Policy import uses the standard Sage People Import Data page; there is no dedicated Policy Import option.


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To import a Policy:

1. Select the Policies tab.

Sage People displays the Policies Home page.

2. Select any Policy name:

Sage People displays the Policy Details page.

3. Select an Import link:

Sage People displays the Import Data page.

4. Select Browse:

5. Navigate to find and select the .fs file for the Policy you want to import.

6. Select Import:

Sage People displays the Policy Details page to enable you to rename the Policy and change any other settings, creating the new Policy you need.

7. Select Save.


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HR Departments HR Departments are used to organize Team Members and their Managers into groups of people with the same policy. An HR Department can be:

• A conventional organizational unit comprising people working on the same broad function.

• A geographical region.

• Some other grouping of people that makes sense in the context of your organization.

Each HR Department:

• Can be managed by a different HR Manager, or you can set up a single HR Manager to manage more than one HR Department.

• Can have a default Approver for processes associated with the HR Department.

HR Administrators have access to all HR Departments.

To define a new HR Department you can:

• Create it as a completely new HR Department (see page 66).

• Copy an existing HR Department within your organization and change it as necessary (see page 67).

Copying an HR Department copies the Policy assignment and the Approver of the original HR department but does not copy any associated HR Managers, Action Roles, or Team Members - you must re-assign these after copying the HR Department.


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Creating a Completely New HR Department To create a completely new HR Department:

1. Select the HR Departments tab.

2. Select New.

Sage People displays the HR Department Edit page:


Field Description

HR Department A name for the HR Department. Choose a name that makes it easy for you to identify how the HR Department is to be used. For example, use a country or region name if the HR Department is to be used to group Team Members by country or region; use an organizational department or division name name if the HR Department is to be used to group Team Members by organizational unit.

Policy The Policy to be used by the Team Members assigned to this HR Department.

Select Policy Lookup to find and select the Policy.

Approver The default Approver for processes associated with this HR Department.

Select Approver Lookup to find and select a default approver.

Sage People displays the HR Department Detail page for the new HR department together with its empty related lists, typically including:

• HR Managers

An HR Manager can see, and optionally change, any information held about Team Members within their HR Departments. Assign at least one HR manager to the new HR Department (see page 112).

HR Managers can be set up with Sage People WX access to selected processes: o By default, HR Managers have access through Sage People WX to the same processes as Managers. o By adding access to personal profile processes such as Benefits or Dependants, HR Managers can use

Sage People WX to view or edit these processes for Team Members in their HR Departments.

• Action Roles

Action Roles added for this HR Department receive Action Events set up with matching Action Roles. For example, an Action Event set up with recipients including Finance and IT Action Roles will be sent to the defined User or associated email address for all HR Departments that include Finance and IT in their lists of Action Roles .

• Team Members.

Assign at least one Team Member to the new HR Department.


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Copying an Existing HR Department Copying an HR Department copies the Policy assignment and the Approver of the original HR department but does not copy any associated HR Managers, Action Roles, or Team Members - you must re-assign these after copying the HR Department.

To copy an existing HR Department:


2. Select a View that shows the HR Department you want to copy.

3. Select the HR Department Name.

Sage People displays the HR Department Detail page for the HR Department you selected, along with its related lists: o Data for Team Members o HR Managers o Action Roles o Team Members

The content of the related lists is not copied as part of the HR Department copy process.

4. Select Clone:

Sage People copies the HR Department and displays the HR Department Edit page with the HR Department name field highlighted for you to enter a new name.

5. Enter a name for the HR Department. Choose a name that makes it easy for you to identify how the HR Department is to be used. For example, use a country or region name if the HR Department is to be used to group Team Members by country or region; use an organizational department or division name name if the HR Department is to be used to group Team Members by organizational unit.

6. Check the Policy field.

Policy displays the Policy assigned to the original HR Department; you can use this for the copy, or assign a different Policy. To assign a different Policy, select Policy Lookup to find and select the Policy to be used by the Team Members assigned to this HR Department.

7. Select Save.

Sage People displays the HR Department Detail page for the new HR department together with its empty related lists for HR Managers, Action Roles, and Team Members. Assign at least one HR Manager and one or more Team Members.

General Configuration Settings To control which Sage People processes are available to different groups of users in Sage People WX:

• Use policy settings to switch processes on or off.

• Go to Setup > App Setup > Deploy > Installed Packages > Fairsail HCM > Configure to control which processes are visible to each type of user.

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Maintaining Team Member Records All employees in your organization will have their own Team Member records. Your role as an HR Manager is likely to

include maintaining the Team Member records for the employees who are your responsibility.

Maintaining Team Member Records Team Member Related Lists

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Team Member Related Lists Team Member records have a number of related lists with each list containing information related to the Team Member.

You can find links to all related lists at the top of the Team Member record:

Hover your mouse on a link to display the related list section - you can then select any links it contains:

You can customize Related List display to control:

• Which lists are displayed (see page 70).

• The order in which the lists are displayed (see page 70).

• The fields displayed in each List (see page 71).


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Changing Which Related Lists Are Displayed Most HR Manager Portal tabs have a number of Related Lists available for display (see page 31). You can control which related lists are displayed on a page, and the order in which they appear:

1. Go to the page you want to customize.

2. Select Customize Page:

Sage People displays the Customize My Page dialog:

3. Move lists between the Available List panel and the Selected List panel until you have defined the page

content you want:

o To add a list to the page, select an Available List and select Add to move it to the Selected List panel.

o To remove a list from the page, select a Selected List and select Remove to move it to the Available List panel.

o To select multiple items, use Ctrl + select

4. Sort the order of the displayed Related Lists by selecting a list in the Selected List panel and using the Up and Down arrows.

5. Select Save.


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Changing Related List Content You can choose which fields are displayed in a Related List to match your requirements:

1. Go to the page that displays the Related List you want to change.

2. Select Edit Layout:

Sage People displays the Layout Builder for the page.

3. Select Related Lists:

Sage People scrolls the display to show the Related Lists included on the page.

4. Find the Related List you want to change and select Properties :


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Sage People displays the Related List Properties dialog:

5. Move lists between Available Fields and Selected Fields to define the page content you want:

o To add columns: select an Available Field and Add to move it to Selected Fields.

o To remove columns: select a Selected Field and Remove to move it to Available Fields. o To select multiple items, use Ctrl + select

6. Define the order you want to use to display items in the Related List: o In Sort By: choose the field you want to use to sort the list. Choose any field in the display. o Select Ascending or Descending to control the order.

An ascending date column lists the oldest item at the top. An ascending text column lists the item starting with the letter nearest A at the top.

7. Select: o OK to apply the changes. o Cancel to discard your changes. o Revert to Defaults to remove all customizations.

Sage People displays the Layout Builder.

8. Select: o Save to apply the changes you have made. o Cancel to discard your changes.

Sage People displays the page holding the Related Lists you have changed.

Maintaining Team Member Records Employment Record Related Lists

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Employment Record Related Lists Employment Records have a number of related lists. You can find links to all related lists at the top of the Team Member record:

Hovering your mouse on a link displays the related list section and enables you to select any links it contains:

Use the Customize Page link to control which related lists are visible on the Employment Record page and the order in which they are displayed (see page 70):

The following Employment Record related lists are available:

HR Requests Job History Salary History

Benefits Bonuses Stock Options

Google Docs, Notes & Attachments Manager Notes

Timesheets Absences

Disciplinary Actions Grievance Actions Incident Reports

Open Activities Activity History Approval History

Employment Record History HCM Forms Team Members

Maintaining Team Member Records Job History

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Job History Job History is a table linked to the Employment Record. Job History stores the history of key job details for a Team Member. Job History records are automatically generated when a change is made to Job Effective Date in the Employment Record. Selected fields held in the Team Member and Employment records are then used to supply values for the Job History.

When implementing Sage People, existing employment history can be used to populate Job History.

You can also create a new Job History record manually and give the record an Effective Date in the future - the related change is processed on the Effective Date (see page 75).

By default, Job History tracks changes to these fields:

• Manager

• Job

• Job Title

• Job Profile

• Function

• Grade

• Salary Band

You can extend this list with more fields if you need to track them too.

Job Effective Date is set by:

• Creating a new Team Member. The Start Date value is mandatory and is copied to the Job Effective Date for both the Team Member and Employment Records.

• Entering a Job Change. Job Effective Date is a mandatory field and is copied to both the Team Member and Employment Records.

• Finalizing an HR Request. The HR Request effective date is copied to the Job Effective Date for both the Team Member and Employment Records.

• Creating a New Job History record directly, with an explicit Job Effective Date which can be in the future.

Each of these actions creates a new Job History record.


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Creating a Future Dated Job History Record You can create changes to employment details with an effective date in the future - the changes are implemented by daily batch on the effective date. Your org must be configured to enable future dated job histories using options available to your Sage People Administrator. When configured, to create a future dated job history record for a Team Member:

1. Go to the Team Member's Employment Record Detail page and scroll down to the Job History Related List.

If the Job History Related List is not displayed:

a. Select Edit Layout at the top of the page.

b. In the left panel, select Related Lists.

c. Drag and drop Job History on to the page layout.

d. Select Properties for the Job History Related List.

e. Expand the Buttons display.

f. In the Standard Buttons list check New.

g. Select OK. Sage People adds the New button to the Job History Related List.

h. Select Save.

2. In the Job History Related List, select New Job History.

Sage People displays the Job History Edit page.

If there are pending changes to the Job History for the Team Member, the page includes a warning:

Pending changes entered as HR Requests or Job History changes are displayed at the bottom of the page:

Check pending changes for any conflicts with the new change you want to make. Use the links to HR Requests and Job History to see the detail.


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3. On the Job History Edit page enter the values you want, including the Effective Date.

4. Select Save.

The new Job History record is added to the Job History Related List and is processed on the Effective Date.

Maintaining Team Member Records Handling Notes and Attachments

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Handling Notes and Attachments Most records have a Notes and Attachments related list for holding additional material that is not catered for in the fields that form the record, or in any of the other related lists. If your organization uses Google Docs, Sage People enables you to add them as attachments too; your system must first be configured to use Google Docs. The Notes and Attachments related lists then become Google Docs, Notes and Attachments.

To use Notes and Attachments related lists, you can:

• Add directly to a record while using Sage People.

• Email an attachment to Sage People.

Adding Notes and Attachments while Using Sage People When you are logged in to Sage People HCM you can add a note or attachment directly to a record.

1. Choose the record to which you want to add the note or attachment.

2. Find the Notes & Attachments section.

If Notes & Attachments is not displayed, select Customize Page and check if it is listed as an Available List. If it is available, add it to the Selected Lists and select Save.

If Notes & Attachments is not listed as an Available List for selection, you must have Administrator access and use Setup.

3. In the Notes & Attachments section: o To type a note directly into an online form, select New Note:

Sage People opens the form for you to enter the note:

When you have finished, you can Check Spelling, then select Save to add the note to the Notes & Attachments related list for the record.

Maintaining Team Member Records Handling Notes and Attachments

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o To add a file as an attachment to a record, select Attach File:

Sage People opens the Attach File dialog for you to select and attach the file you want:

Follow the steps in the dialog to find and attach the file, wait for the file to upload, then select Done.

Adding Attachments by Email You can email a file to Sage People and have it added as an attachment to an Employment Record. You will need:

• The unique Sage People email address for your company, available from Sage People Support. Note that this is different from the email address Sage People issues for uploading pictures.

• The Team Member's Unique Id to ensure that the attachment is applied to the right person. You can find the Unique Id on the Team Member record in the Team Member Detail section:

1. Ask Sage People Support for the unique Sage People email address allocated to your company for uploading notes and attachments.

2. Compose the email:

a. The Subject line must contain just the Unique ID for the Team Member.

b. Add the attachment. You can add multiple files, with each attachment up to 5MB and the total email size up to 10MB.

Any images embedded in your email, such as a logo in an email signature, may also be treated as attachments. You can avoid this by using a simple email template without embedded images. Any text in the body of the email is ignored.

3. Send the email.

All attachments are added to the Team Member Employment Record Notes and Attachments related list.

Maintaining Team Member Records Team Member Detail Buttons

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Team Member Detail Buttons At the top of each Team Member record in the Team Member Detail section you can find buttons that enable you to perform day-to-day Team Member maintenance tasks:

Your Sage People Administrator can edit the Team Member Detail page layout to add or remove buttons, so some of the functionality described in this section may not be available in your organization.

Edit

Edit enables you to view and change Team Member and Employment record details:

When you have made the changes you want, select Save.


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Delete

Delete enables you to remove an entire record. Use this with care, and only to correct mistakes. Delete permanently removes all data for that Team Member. It is good practice to archive data for Team Members at regular intervals.

Profile

Profile enables you to view the Team Member's home page in Sage People WX.

To return to the Team Member's detail page:

• From Sage People WX use the Administration link.


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Org Chart

Org Chart enables you to display the Team Member's position in the company in an organization chart. The button is a link to the WX Classic org chart:


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Org charts show current team members. TBA (To Be Announced) Team Members resulting from Team Members who have left are shown only if the leaver was a manager with Team Members who are still employees, and who have not yet been transferred to another manager.

• Select anyone in the org chart to change the focus to that person.

• To create a print ready version of the org chart, select the number of levels you want the chart to show:

then select Print:

For more information, refer to the WX Guide for Users.


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Change User

Change User enables you to link a Team Member to a User Record. This link is essential if you want an employee with a Team Member record to be able to see their own pages through Sage People WX.

• For a new Team Member, Change User enables you to create the User Record automatically, establishing the link between the Team Member and the User Record for you.

• For an existing Team Member with a User Record that has not been linked, Change User enables you to make the link between the Team Member and the User Record.

For Change User to work, ensure that:

• Your company has enough remaining unused Sage People licenses to enable you to create the new User Records. To check, go to Setup > Administration Setup > Company Profile > Company Information.

• The Team Member has at least these fields defined: o Start date. This can be a future date. o First name and Surname. o Email address

1. Select Change User.

Sage People displays the Team Member User page:


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Field Description

User • For a new Team Member, leave blank.

• For an existing Team Member who you wish to link to an existing, unassigned User Record, select User Lookup and select the User Record you need. Do not re-assign an existing User if it has previously been assigned to another Team Member - always deactivate or delete the previously assigned User and create a new one.

User Profile • For a new Team Member, select the picklist and choose the Platform Team Member Profile.

• For an existing Team Member who you wish to link to a newly created User, leave blank. Salesforce Access Uncheck.

Single Sign-On User Details section

Federation Id If you are using Single Sign-On enter your federation id. If you are not using Single Sign-On, leave blank.

3. Select Save.

You can confirm that Team Members have links to User Records by looking in the User column on the Team Member Home page:

The User column displays the User Record name linked to each Team Member.


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Reset Password

Every Team Member needs a password to be able to login to Sage People. Reset Password enables you to send an email to a Team Member inviting them to login and change their passwords. Use Reset Password to:

• Invite new Team Members to login to Sage People for the first time. Their first action will be to setup their own passwords.

• Enable existing Team Members to login and change their passwords. This is useful if a Team Member has forgotten their password.

Do not use Reset Password for Team Members if your company is using Single Sign-On. Single Sign-On passwords are set outside Sage People. HR users can be set up with both a Sage People password and and Single Sign-On password, enabling them to sign on to Sage People with either.

1. Select Reset Password.

Sage People displays the Reset Passwords page:

2. Check that the page shows the correct Team Member.

3. Select Reset Passwords.

Sage People confirms that the password has been reset:

The Team Member is sent an email with their Sage People login details and an invitation to change their own password on login.


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Change Picture

Change Picture enables you to load a picture to be visible for a Team Member throughout Sage People, including WX.

1. In the Team Member Picture dialog, select Browse to find the image you want to use:

2. Choose a picture with a file size no bigger than 200KB, and ideally 190 pixels wide by 250 pixels high. To

work well, the proportions must be close to 4:5, width:height. You can use standard file formats for photos, including jpg, png, gif, and tiff.

3. When you have found the picture you want to use, select Save.

If you leave upload new picture blank and Picture set None, Sage People uses a standard silhouette:

You can also email a picture to Sage People for automatic loading to the Team Member's record. You will need:

• The unique email address for uploading pictures for your company, available from Sage People Support. Note that this is different from the email address Sage People issues for uploading notes and attachments.

• The Team Member's Unique Id to ensure that the picture is applied to the right person. You can find the Unique Id on the Team Member record in the Team Member Detail section:

1. Ask Sage People Support for your company's unique email address for uploading Team Member pictures.

2. Save the picture with the file name of the Team Member's Unique ID and the standard file extension for your jpg, png, gif, or tiff. Make sure the file is not bigger than 200KB.

3. Compose the email:

a. The content of the Subject line is not important because Sage People uses the attachment name to assign the picture to the right Team Member.

b. Add the attachment. You can add multiple picture files, with each file up to 200KB and the total email size up to 10MB. Make sure that each file is named with the Unique ID of the Team Member to whom it applies, followed by the dot extension of the file type for the picture.

Any text in the body of the email is ignored.

4. Send the email.


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Change Position

Change Position enables you to change a Team Member's job as recorded on Sage People.

On the Team Member Job Change page:

1. Select the Job Effective Date field and use the date picker to select the start date for the new job.

All job changes must have a Job Effective Date. Dates can be in the past, today, or in the future (see page 75).

2. Complete any other fields as necessary.

To apply changes stored in a Job Library Item, complete the Job field.

If the Job Library Item is linked to a Job Description, changing the Job field changes the linked Job Description too.

3. Select Save.

Fields displayed on the Team Member Job Change page can be configured - ask your Sage People Administrator to modify the Job Change Field Sets on the Team Member and Employment Record objects.


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Transfer

Transfer enables you to move a Team Member from:

• One HR Department to another.

• One Manager to another.

Selecting Transfer starts the Transfer Wizard (see page 120).


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Terminate

Terminate enables you to change a Team Member's employment status to Terminated. You can use this button for Team Members who have future leaving dates, and for those who have already left:


Field If the Team Member has left If the Team Member has a future leaving date

Team Member Details section

Unique ID Automatically completed for the Team Member you have selected.

Employment Status

Select the picklist and select Terminated. Do not change. The Team Member's employment status does not change to Terminated until the leaving date.

Manager Delete the Manager's name and leave this field blank.

Do not change. The Manager retains responsibility for the Team Member until the Team Member leaves.

Employment Details section

End Date Enter the date of the last day of employment. Enter the planned date of the last day of employment.

Service Months is calculated from the Continuous Service Date to the End Date, whenever the End Date occurs - past, today, or future.

Last Day Worked

Enter the date of the last working day - not always the same as the End Date.

Enter the planned date of the last working day - not always the same as the End Date.

Reason For Leaving

Select the picklist and select the reason given by the Team Member for leaving.

Would Rehire Check the box if your organization would rehire the Team Member.

2. Select Save.


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Send Form

Send Form enables you to send a form created by Sage People to a selected Team Member. Contact Sage People Support to setup the form(s) you need.

1. Select Send Form.

Sage People displays the Send Form page:

2. In the Form To Initiate field, select the picklist and select the form you want to send.

3. Select Send.


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Send PDF

Send PDF enables you to send a PDF file based on a template to a selected Team Member. PDF files up to 3MB in size are sent as attachments; larger files are converted to HTML links for download and remain available for 30 days.

A copy of the PDF document is added to the Notes and Attachments related list for the Team Member. PDF Templates are created with the Sage People PDF Template Generator.

1. Go to the record from which you want to send the PDF document, for example the Team Member's Detail page.

2. Select Send PDF.

Sage People displays the Send PDF page:


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PDF section

PDF Template Picklist. Select from the PDF Templates you have available in your organization. Use PDF Template OR or Previous PDF; you cannot use both.

• Select Preview to view and edit a draft of the document. (see page 92)

• Select New to create a new template. or Previous PDF Picklist. Select from PDF documents you have previously generated and sent.

Covering Email section

To Team Member Checkbox. Check to send the email and attached PDF to the Team Member's company email address as held on your Sage People system.

To Team Member Home

Checkbox. Check to send the email and attached PDF to the Team Member's home email address as held on your Sage People system.

To Manager Checkbox. Check to send the email and attached PDF to the Team Member's manager.

CC The email address of anyone you want to receive a copy of the email and attached PDF.

Subject The subject of the email.

Covering Email The content of the covering email.

4. Select Send.

The email is sent with the document attached, and a copy of the document is added to the Notes and Attachments related list for the record from which it was sent.

Using Preview Before sending a PDF document from a record you can preview the document and edit it if necessary, changing details or adding further customization. Any changes you make are unique to the document you edit - they do not affect the underlying PDF Template.

To preview a document:

1. On the Send PDF page, when you have selected the PDF Template, select Preview:

Sage People displays a preview of the body of the document based on the template, with merge fields and formulas resolved, and conditional sections only included if they apply to the record from which you are sending the document.


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The preview does not include page header and footer sections - you cannot edit these in Preview:

2. Use the content editor to make any changes you need.

3. Enter Covering Email details.

4. Select Send.

Maintaining Team Member Records Adding an Employee to Sage People

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Adding an Employee to Sage People To add an employee to Sage People:

1. Create a new Team Member.

Go to Team Members, select New (see page 95).

2. Create a new Employment Record.

From Team Member record, go to Employment related list, select Employment Record, select Edit (see page 97).

3. Assign a Job to the Team Member.

In the Employment Record, select Job Lookup against the Job field (see page 98).

4. Create Salary and other related records.

From Employment Record, go to related lists, select New... as required (see page 99).

5. Create a User Record.

For a new employee combine this with step 6: go to Team Member record select Change User (see page 101).

6. Link the Team Member to the User Record.

For a new employee combine this with step 5: go to Team Member record select Change User (see page 101).

7. Send a Welcome to Sage People email to the new employee.

Go to Team Member record, select Reset Password (see page 101).

8. Train the new employee in using Sage People WX and explain HR processes.

If you have the Single Page New Hire process enabled, you can complete steps 1 to 4 though a single page (see page 101).


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Create a New Team Member

1. Select the Team Members tab.

Sage People displays the Team Members Home page:

2. Select New:

Sage People opens the Team Member New Hire page:

Fields displayed can be configured to your requirements.

Social Security Number validation can be enabled (see page 106).

If you have the Single Page New Hire process enabled, Sage People displays a tabbed page enabling you to enter Team Member, Employment, Salary, Benefits, and top level Absence details (see page 101).


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3. Select the Start Date field to display the date picker and select the new employee's start date. This can be: o A past date o Today o A future date

4. In the Team Member Details section, complete the fields required by your organization. You must complete at least: o First Name o Surname o Email if you want this Team Member to use Sage People WX.

If you complete the Manager field, give the name of the Team Member's primary, one up manager. If the Team Member is the CEO or equivalent, leave Manager blank.

You can also specify the Policy to be used by this Team Member; this is optional. If you do not specify a policy here, the HR Department policy is used as a default. For larger organizations with several different HR Departments operating different policies, the policy field eases the mapping between Team Member and Policy. Use Policy Lookup if necessary.

5. In the Employment Details section, complete the fields required by your organization:

Work Location is a required field if you want to use Social Security Number validation (see page 106).

Completing fields in the Team Member Details and Employment Details sections creates a skeleton Employment Record for the new employee.

6. Select Save.


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Create a New Employment Record When you create a New Team Member record, a skeleton Employment record is also created. To add more detail to the Employment record:

1. Go to the Team Member record.

2. Hover over the Employment link at the top of the page and select Edit:

Sage People displays the Employment Record Edit page:

3. Complete the sections and fields required by your organization.

4. Select Save.


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Assign a Job to a Team Member 1. Go to the Team Member record.

2. Hover over the Employment link at the top of the page and select Edit:

Sage People displays the Employment Record Edit page:

3. In the Job field, select Job Lookup and select a job from the Job Library to assign to the new employee.

The job you assign sets the values for these fields: o Job Title o Grade o Salary Band o Job Profile o Function

If you change any of these fields for an individual team member and the job changes, they are set back to the values held for the job in the Job Library. When the team member is assigned a new job from the Job Library, the values in these fields are set to the values held for the new job, over-writing any changes you might have made.

4. Select Save.


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Create Salary and Other Related Records When you create a new Employment record for a Team Member it contains place holders for much employment related information such as salary and benefits. The employment record also has links to related lists for Job History, Salary History, Benefits, Bonuses and so on. With a new employee, all of this related information is missing and is built up over time. Your organization will define the information to be collected and entered into Sage People for a new starter, but this is likely to include salary and benefits as a minimum.

To create a salary record for a new starter:

1. Go to the Team Member's Employment Record.

2. Hover over the Salary History related list link at the top of the page and select New Salary:

Sage People opens the Salary Edit New Salary page:


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3. Complete the fields required by your organization:

Team Member section

Employment The Team Member's Employment Record number. Completed for you by Sage People.

Information section

Active Check box. If checked, the salary record is active and the salary it defines is paid to the Team Member from the Start Date. For a new employee, check Active.

Award Date The date when the Team Member is informed about the salary you are defining. For a new employee, the same as the Start Date. For an existing employee:

• Award Date can be before Start Date if the revised salary is to be paid from a future date.

• Award date can be after Start Date if the revised salary is to be back-dated. Start Date The date when the salary you are defining is to start. For a new employee, the date they

started working for your company. To back-date a salary for an existing employee, Start Date can be before Award Date.

Change Reason Picklist. Select the picklist and select the reason for the salary revision. Values can be tailored to meet the needs of your organization but by default include:

• Regular Increase

• Promotion

• Role Change

• Employment Change

• Cost of Living

• Merit Increase For a new employee, leave as None.

Period Optional. The salary period. Period value can be passed to your payroll system as an indicator; amounts are calculated based on the Amount and Annual Multiplier fields. For employees on an annual salary, Period is Year. Alternatively, you can set Period to Month, Week, Day, or Hour. Additional values, such as Bi-week, can be added to the picklist by your Administrator.

Currency The currency used tp pay the salary. Use lookup to select from available currencies.

Amount The salary amount to be multiplied by Annual Multiplier to calculate the annual salary. If you are using Period to send a value to your Payroll system, set Amount to the amount to be paid per Period. If you are not using Period, typically set Amount to the annual salary amount, with Annual Multiplier set to 1.

Annual Multiplier The factor by which Amount must be multiplied to give the annual equivalent. For example: enter 1 for an annual salary; enter 12 for a monthly salary; enter 52 for a weekly salary.

Annual Salary section

Annual Reporting Used when the salary amount for financial reporting purposes differs from the value entered in the Amount field. Typically used when the reporting currency differs from the currency used to pay the salary and an exchange rate is used to apply a conversion. Unless you have a specific reason for using this field, leave it blank.

4. Select Save.

Complete other related records as dictated by your organization's requirements.


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Link Team Member to User Record Linking a Team Member to a User Record is essential if you want an employee with a Team Member record to be able to see their own pages through Sage People WX.

For a new Team Member, on the Team Member record select Change User. Change User enables automatic creation of the User Record, establishing the link between the Team Member and the User Record.

Send a Welcome to Sage People Email A Welcome to Sage People email is sent automatically to a new Team Member when you use Reset Password on the Team Member's record. Every Team Member needs a password to login to Sage People. Reset Password enables you to send an email to a Team Member inviting them to login and change their passwords.

Do not use Reset Password for Team Members if your company is using Single Sign-On. Single Sign-On passwords are set outside Sage People. HR users can be set up with both a Sage People password and and Single Sign-On password, enabling them to sign on to Sage People with either.

Add New Hires through a Single Page Use a single page on the Sage People HCM HR Manager Portal to:

• Create the Team Member record.

• Create the Employment Record.

• Create the link to the line manager.

• Create initial compensation records including: o Salary amount o Salary start date o Projected bonus as a percentage of salary

• Allocate a Benefit Set.

• Calculate the pro-rata vacation allowance for new hires who start part way through a leave year.

Select the process by checkbox - you can revert to the alternative multi-page New Hire entry by unchecking.


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Using Single Page New Hire 1. In the HR Manager Portal select the Team Members tab.

2. On the Team Members Home page, select New.

Sage People displays the Team Member New Hire page:


Field Description

First Name Mandatory. Text, up to 80 characters. The Team Member's given name.

Last Name Mandatory. Text, up to 80 characters. The Team Member's family name or surname.

Start Date Mandatory. The date the Team Member's employment is to start. Select today's date to the right of the field, or select the field to display a calendar, then choose the Start Date.

Department Mandatory. Picklist, showing the Departments you manage. Departments you do not manage are not listed. Select the picklist and choose the Department hosting the new Team Member. The Department sets the Manager and Policy for the Team Member.

Policy (Optional Override)

Optional. Picklist. To override the Policy linked to Department, select the picklist and choose the Policy you want to apply to this Team Member.


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4. Select Save and Continue to create the basic Team Member record and continue with the New Hire Process.

Sage People displays the Team Member New Hire tab page:

o Team Member, Employment Details, Salary, and Benefits tabs use existing Field Sets to control content,

so the fields you see depend on the Field Sets. o Complete the fields you need to add detail to the new Team Member records. o To delete all your entries including the basic Team Member record at any stage of the process, select

Delete. You are asked to confirm:

Select Yes to delete the New Hire.


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o If you enter dates that are incompatible, for example, a salary start date that is before the employment start date, Sage People displays a Warning:

You can Confirm that the dates are as you intend and continue the process, correct the date(s) and then Confirm, or Delete the complete record. If the warning relates to the Continuous Service Date and you change the date before Confirming, select Save and then Confirm again to create the Team Member.

5. On the Team Member tab: o You can edit the Start Date, First Name, and Last Name you entered on the first page. o You cannot change Policy or Department.

Team Members link to a Policy through an HR Department. To set a different Policy or Department for the New Hire, Delete the New Hire and start again.

6. On the Salary tab:

o If you enter a value in Currency, Amount, or Annual Multiplier, you must enter values in all three.


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7. On the Absence tab:

o Amending the Start Date recalculates and redisplays the Year End Balances to give an accurate

pro-rata value. o You can use the Work Days Pattern (Optional Override) picklist to select an alternative Work Days

Pattern. The default is taken from the Policy associated with the Department selected, or the Policy override provided, on the first page.

o You can use the Absence Accrual Pattern (Optional Override) picklist to select an alternative Absence Accrual Pattern. The default is taken from the Policy associated with the Department selected, or the Policy override provided, on the first page. Changing the Absence Accrual Pattern recalculates and redisplays the Year End Balances in line with the associated Absence Accrual Rule(s).

o Amending the Continuous Service Date, FTE, or Hours Worked values on the Employment Details tab recalculates and redisplays the Year End Balances.

8. Select Save.

The New Hire records are created with the values you entered.

Maintaining Team Member Records Validating Team Member Social Security Numbers

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Validating Team Member Social Security Numbers

The Social Security Number (SSN) field on the Team Member object can be validated at the point of entry in WX and the HR Manager portal. Validation is applied when the Team Member's Work Location is set to a value with the Country set to United States. Validation checks for the correct number format:

[3 numeric characters]-[2 numeric characters]-[3 numeric characters]

It does not check that the number is the Team Member's genuine SSN.

To set up validation:

1. Go to Setup > App Setup > Installed Packages.

2. For the Human Capital Management package select Configure.

3. On the HCM Configure page scroll to the bottom of the Setup section and check Enforce SSN Validation:

4. Select Save.

5. Ensure Team Members have a Work Location set with Country = United States (see page 277).

Validation in WX:

• In the Personal Details, Social Security Number field, entering a value that does not conform to the correct number format results in an error message when you select Save:

You cannot save your entry - correct the format or delete your entry and select Save.

Validation in the HR Manager portal:

• In the Team Member Details, Social Security Number field, entering a value that does not conform to the correct number format results in a popup warning message when you select Save:

Select: o Cancel to return to the Team Member Details page and correct the format. o Yes to save the Team Member with an incorrectly formatted Social Security Number.

Maintaining Team Member Records Validating Team Member Social Security Numbers

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• In Team Member Details, leaving the Social Security Number field blank results in a popup warning message when you select Save:

Select: o Cancel to return to the Team Member Details page and enter a value. o Yes to save the Team Member with a blank Social Security Number.

• When using the Team Member New Hire process, leaving Work Location blank, then entering a Social Security Number results in a banner warning message when you select Save:

Select: o Save to save the Team Member with the Social Security Number value you entered. o Delete to delete the Team Member. You are asked to confirm.

• When using the Team Member New Hire process, setting Work Location to a value with the Country set to United States, then entering a Social Security Number that does not conform to the correct number format results in a banner warning message when you select Save:

Select: o Confirm to save the Team Member with an incorrectly formatted Social Security Number. o Delete to delete the Team Member. You are asked to confirm.

• When using the Team Member New Hire process, setting Work Location to a value with the Country set to United States, then leaving the Social Security Number field blank results in a banner warning message when you select Save:

Maintaining Team Member Records Adding a Job Description for a Team Member

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Adding a Job Description for a Team Member s an HR Manager, you can use the HR Manager's Portal to add Job Descriptions to any Team Member in your HR Department. Sage People can also be set up so that Managers can add Job Descriptions for their direct reports through Sage People WX, or so that Team Members can add their own Job Description.

You can use any Job Description from your Job Description Library (see page 259). If the Team Member's job has not yet been described and added to the Library, you can:

• Copy a near match or generic Job Description from the Library and edit the detail to match the needs of the Team Member's role. Ask your Sage People Administrator to switch on the Permit Job Description Changes option in the Policy for your HR Department if you want to do this. Any changes you make are stored for the Team Member alone, and do not change the details of the Job Description in the Library.

• Create the Job Description in the Library (see page 259). You can then assign the same basic Job Description to multiple Team Members.

To add a Job Description for a Team Member through the HR manager's Portal:

1. Open the Team Member record.

2. Select Profile:

Sage People displays the WX home page for the Team Member.

3. Go to the Job Description Detail view in WX and select New.

Sage People WX displays the New Job Description view.

If the text editor is not displayed and you want to copy a Job Description from the Library and edit it, ask your Sage People Administrator to switch on the Permit Job Description Changes option in the Policy for your HR Department.

4. Use the picklist to select the Job Description you want to use for this Team Member.

Sage People copies the details from the generic Job Description stored in the Job Description Library and displays them in the Details section of the WX view.

5. Make any changes you need to align this Job Description with the Team Member's role. Any changes you make are stored for the Team Member alone, and do not change the details of the Job Description in the Library.

6. Select Activate Without Confirm to save the Job Description to the Team Member's record.

The Job Description is now visible in the Team Member's WX page and in the Job Descriptions Related List on the Team Member's record in the HR Manager Portal.

Maintaining Team Member Records Creating a Task for a Team Member

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Creating a Task for a Team Member 1. Go to the My Tasks list on your Home page and select New:

Sage People displays the New Task page:

Maintaining Team Member Records Creating a Task for a Team Member

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Field What to enter

Assigned To The person expected to complete the task. By default the new task is assigned to you. To assign the task to another Team Member, select Assigned To Lookup and select the Team Member.

Subject The type of action, such as call, send email, or send quote. Type directly in the field or select Subject Lookup to select from a predefined list.

Related To The thing or person related to this task. If relevant, select the picklist and choose an object. In the second field select Related To Lookup to select the instance to be related to the task. For example, for tasks relating to a Team Member, select Team Member from the picklist. Select Related To Lookup and select the Team Member.

Name Leave blank..

Due Date The date on which the task falls due.

Comments Any comments required to clarify the task.

Status The current status of the task. Select the picklist and select from the predefined list.

Priority The importance attached to the task. Select the picklist and select from the predefined list.

Send Notification Email

Check to send an email to the Team Member named in Assigned To. The email contains a link to the Task Detail page (see page 58).

Create Recurring Series of Tasks

Check to make the task recur. When checked, additional fields are displayed:

Select the radio buttons and set the values appropriate to the task. You must set an End Date for recurring tasks. Select Calculate max end date to set the end date to the latest date allowed based on the frequency you have set.

Reminder Check to generate a reminder and enter a date and time for the reminder. If the task is recurring, select the picklist to select an appropriate timing for the reminders, such as on the occurrence date, or 1 or 2 days before:

Attach File Select to attach a file related to this task.,

3. Select Save to save the task, or select Save & New Task to create a further task related to the same Team Member.

Maintaining Team Member Records Adding or Changing a Primary Manager

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Adding or Changing a Primary Manager A Team Member can have only one Primary Manager. The Manager is prompted to perform all management tasks for the Team Member.

To assign a Manager to a Team Member:

1. Go to the Team Member's Home page and select Change Position:

Sage People opens the Team Member Job Change page.

2. In the Team Member Details section, in Manager, enter the name of the Team Member's primary Manager. Use Manager Lookup if necessary.

3. Select Save.

Maintaining Team Member Records Adding an HR Manager

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Adding an HR Manager An HR Manager can see, and optionally change, any information held about Team Members within their HR Departments. Configuration options also enable your administrator to grant Sage People WX to specific processes.

HR Managers are listed in the HR Managers Related List for an HR Department, and must have HR Manager, HR Administrator, or System Administrator user profiles assigned to them.

HR Managers can be assigned to more than one HR Department.

To add an HR Manager:


Sage People displays the HR Departments Home page.

2. Select a View that shows the HR Department for which you want to add or change an HR Manager.

3. Select the name of the HR Department you want:

Sage People displays the HR Department detail page:

Maintaining Team Member Records Adding an HR Manager

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4. In the HR Managers Related List, select New HR Manager:

Sage People displays the HR Manager Edit page:


Field Description

User Enter the name of the HR Manager. Select User Lookup to find and select the HR Manager if necessary.

Department Automatically completed with the name of the HR Department you selected.

Access Level Defines the type of access the HR Manager has to the records of Team Members assigned to the HR Department. Select the picklist and select Read or Edit.

6. Select Save.

Sage People displays the HR Manager Detail page for the HR Manager you have added.

7. Select the link to the HR Department:

Sage People displays the HR Department Detail page.

8. In the Data for Team Members section, select Recalculate Visibility:

The assigned user can now see all Team Members in the HR Department. You can assign HR Manager access to any user as long as you have enough Sage People HR Manager licenses. To see the HR Manager Portal the assigned user must have the Salesforce Access check box checked on the Team Member user page.

Maintaining Team Member Records Setting Up Cross Reporting

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Setting Up Cross Reporting Cross reporting or dotted line managers can be assigned to a Team Member and they can perform some of the tasks of a full manager. Cross reporting managers are added to the Cross Reporting Related List on the Team Member record. Cross reporting managers are assigned a Type, enabling you to control the types of information visible to the cross reporting manager.

To set up cross reporting:

1. Search for the manager who will be the cross reporting manager and view their Team Member Detail page.

2. In the Management (Cross Reporting) Related List, select New Management:

Sage People displays the Management Edit New Management page:

Maintaining Team Member Records Setting Up Cross Reporting

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Cross Reporting Team Member

The name of the Team Member who cross reports to this manager. Use Cross Reporting Team Member Lookup if you need to.

Type Picklist:

Each Type can be given different access to HR processes, controlled by visibility switches on the Sage People HCM Configure page. For example:

• Manager can have access to all available processes.

• Supervisor can have access to Absence and Vacation reporting, but not Performance Reviews.

• Mentor can have access to Skills, Competencies, and Development Needs.

• Project Manager can have access to Timesheets, and Work History/Experience. Select the Type appropriate to this cross reporting manager.

Access Level Picklist:

Defines the type of access the cross reporting manager will have to the Team Member's records. Select Read or Edit.

Cross Reporting Manager

The manager to whom this Team Member cross reports. Automatically completed by Sage People when you enter this page from the cross reporting manager's Team Member detail page.

1. Select Save to save the record and display the Management Detail page, or select Save & New to add more cross reporting Team Members to this manager.

Maintaining Team Member Records Transferring Team Members Between Departments and Managers

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Transferring Team Members Between Departments and Managers The Transfer Wizard enables you to transfer selected Team Members:

• From one HR Department to another.

• From one manager to another.

You can execute transfers immediately, or on specified future dates.

You can start the Transfer Wizard:

• From the Organization Home page (see page 117).

Use Organization: o For access to all Team Members in your organization. o To apply filters to the list of Team Members so you can focus on a subset. o To transfer multiple Team Members in a single operation.

• From the Team Member Detail page.

There are two configuration steps enabling you to refine the process:

• Set up the Organization page to display the columns and filters you want (see page 122).

• Set up Future Dating for the Transfer Wizard (see page 123).

You can use the Transfer Wizard without implementing future dating - all transfers are then immediate.


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Using the Organization Home Page Select the Organization tab.

Sage People displays the Organization Home page:

By default the Organization page displays for each Team Member in your organization:

• Name

• Thumbnail

• Job Title

• Country

• HR Department

• Manager Name

Your Sage People Administrator can change the information displayed, adding or removing columns as necessary (see page 122).

Selections you make are preserved as you page through the display.

Organization enables you to page through up to 2000 Team Members - refine the list if you are working with a larger organization. You can refine the list of Team Members displayed by using Filters (see page 118).


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Using Filters Each column on the Organization page has a corresponding filter - display filters by selecting Show Section - Filters:

The Filters section expands:

Enter the values you want to use to select a subset of Team Members to display, then select Apply Filters.


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For example, as the HR Manager for all UK based HR departments, filtering on HR Department with the value UK (Head Office):

When you have a display including the Team Members you want to transfer, select the Team Member(s) you want to transfer:

Select Transfer. Sage People opens the Transfer Wizard (see page 120).


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Using the Team Member Transfer Wizard You can start the Transfer Wizard:

• From the Organization Home page (see page 117).

• From the Team Member Detail page (see page 88).

The process is the same in both cases - use the Organization page to transfer more than one Team Member at a time. Images in this section show a transfer of two Team Members and follow selection of the Transfer button on the Organization page.

1. To start the Transfer Wizard, select Transfer.

Sage People displays step 1 of the Transfer Wizard:

2. Check you selected the correct Team Members. Select:

o Next to continue with the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete

list of Team Members redisplayed.

Selecting Next displays Step 2 of the Transfer Wizard:

If future dating is not enabled, the Job Effective Date step is not displayed.


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3. Enter the date you want to transfer to take effect. o Select today's date to the right of the field if you want the transfer to be immediate. o You can select a future date if future dating has been configured for Team Member transfers (see page

123). Select the field to display a date selector.

Select: o Previous to step back through the Transfer Wizard. o Next to continue with the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete



4. Check the transfer date is correct. If the Team Members are transferring to:

o A new HR Department: select Department Lookup , find and select the destination department. o A new manager: start typing the new manager name to display a shortlist of matching names, then

select the destination manager.

Select: o Previous to step back through the Transfer Wizard. o Next to continue with the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete




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5. Check all details are as you want them.

Select: o Previous to step back through the Transfer Wizard. o Update to commit the transfer. o Cancel to return to the Home page and change your selection. The filters are cleared and the complete


Selecting Update completes the Transfer Wizard. Sage People displays a confirmation message:

...and a confirming email is sent to the address associated with your User. The email confirms the number of Team Members to be transferred and includes the Job ID of the transaction.

If the email is not received, ask your Sage People Administrator to check the status of the Trigger Action Email field on the Employment Record. If set to Change, the email is not sent. The field must be reset to Start.

On completion, if Job History is enabled a new Job History record is created for each Team Member who has been transferred.

Setting up the Organization page By default the Organization Home page includes the following Team Member information:

• Name

• Thumbnail

• Job Title

• Country

• HR Department

• Manager Name

Each field is displayed in columns and is also available as a filter - supply values for the filters to focus the display on Team Members who match the criteria you specify.

To change the fields displayed, edit the Team Member Organization Field Set:

1. Go to Setup > App Setup > Create > Objects and select the Label for the Team Member object.

2. Select the Field Sets Related List.

3. For the Organization Field Set, select Edit.

4. Select the fields you want to add to the Organization Home page, drag and drop them into the Field Set.

The Organization Home page displays the fields in the order shown in the Field Set panel - top to bottom in the Field Set panel is rendered left to right in the columns on the Home page.

Move the fields in the Field Set panel into the order you want.

5. Select Save to save your changes and return to the Team Member Field Sets list.


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Setting up Future Dating for Team Member Transfers The Transfer Wizard enables you to transfer Team Members immediately or, if configured, at a specified date in the future. To enable future dating for Team Member transfers:

1. Ensure the Department and Manager fields are in the Employment Record Job History Field Set:

a. Go to Setup > App Setup > Create > Objects and select the Label for the Employment Record.

b. Select the Field Sets Related List.

c. For the Job History Field Set, select Edit.

d. If the Team Member > Department and Team Member > Manager fields are not in the Field Set: In the left panel, select Team Member. Drag and drop the Department and Manager fields into the Field Set.

e. Select Save.

The Job History Field set contains the fields copied to create a new Job History record whenever any of the fields change in the Employment or Team Member records.

2. Ensure the Job History object includes Department and Manager fields of the same name and same type as those fields in the Employment Record Job History Field Set, enabling new Job History records to be created:

a. Go to Setup > App Setup > Create > Objects and select the Label for the Job History object.

b. Go to the list of Custom Fields and Relationships.

c. If Department and Manager are not in the list of Custom Fields, add them: Select New. Use the following settings for each field:

Department Manager

Step 1 Data Type

Lookup Relationship

Step 2 Related Object

HR Department

Team Member

Step 3 Label Name Child Relationship Name

HR Department

Department Job_History

Manager Manager

Job_History

Step 4 Security

Visible to Fairsail Administrator Visible to Fairsail HR Manager Visible to System Administrator

All other Profiles unchecked.

Step 5 Page Layouts

Add field to Job History Layout

Step 6 Related Lists

Add Job History to Department and Department Layout

Select Save.


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3. On the HCM Configure page ensure: o Use Job History is checked. o Use Future-Dated Job Histories is checked. o Handle Future Job History Dating is set to run daily at a time of your choice.

Maintaining Team Member Records Setting Up Groups and Teams

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Setting Up Groups and Teams Sage People enables you to set up and maintain groups of team members brought together to meet a range of organizational needs. Group members do not need any formal reporting or organizational relationship and can be drawn from any part of the business - if they are visible through the People Bar, they can be included in a group.

Examples include:

• Project teams comprising people from a range of business areas.

• Agile tribes and squads brought together for specific developments.

• Special interest groups.

Use Groups with the People Bar and Absence Calendar. You can:

• Define parent and child Groups.

One level of relationship - a parent group can have multiple child groups but you cannot define grandparent, grandchild, or other levels of group relationship.

• Add the same people to more than one Group.

• Use Group Types to define a number of related Groups.

• Report on Groups and Group Types.

Set up and maintain Groups through the HR Manager Portal. Active Groups are visible through WX.

To set up Groups:

1. Define the Group (see page 126).

2. Add Team Members (see page 128).

When set up, you can:

• Maintain Groups by adding, deactivating, or removing Team Members, defining parent or child Groups, and adding Group Types (see page 130).

• Deactivate a Group (see page 132).

• Delete a Group (see page 133).

• View Group membership for Team Members through the HR Manager portal (see page 134).

• View Groups through WX.


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Adding a New Group

Sage People Groups are available in addition to Salesforce groups. As an administrator you may have access to both - for Sage People Groups select these tabs from the All Tabs page:

To set up a new Group of Team Members:

1. Select the Groups tab.

Sage People displays the Groups Home page.

The default view includes the Group ID. To display more information, such as Group Name, Start and End Dates, select Edit to modify the default View or Create New View:

2. Select New.

Sage People displays the Group Details page:


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Field Description

Information section

Group Name The name you want to use for this Group. Up to 255 characters, not case sensitive. Group Names must be unique. Group Name is displayed in the HR Manager portal and in WX.

Description A brief description of the role of the Group to help you identify it. Up to 255 characters.

Group Type The name of the Group Type. Group Types enable you to associate multiple Groups under a single name. Select Group Type Lookup , find and select the Group Type you want. To define Group Types, use the Group Types tab.

Parent Group The name of the higher level Group of which this Group forms a part. Parent and child Groups are displayed in a hierarchy in the People Bar. A Group can have a single Parent Group; Parent Groups can have multiple child Groups.

Start Date The first date this Group is available for use. Select the field to display a calendar and select a date, or select today's date to the right of the field. Set Start Date:

• Blank, today, or a past date The Group is immediately available.

• A future date The Group is not visible until the future date is today. You can continue to add Team Members to the Group before it becomes current.

Use Start Date and End Date to control Group visibility for a defined period - for example, scratch teams for a specific company event or reporting period.

End Date The last date this Group is available for use. Select the field to display a calendar and select a date, or select today's date to the right of the field. Set End Date:

• Blank The Group remains current until it is deleted or an End Date is added and is today.

• A past date The Group ceases to be visible in WX immediately.

• Today The Group remains available until the end of the day.

• A future date The Group remains available until the end of day of the future date.

Use Start Date and End Date to control Group visibility for a defined period - for example, scratch teams for a specific company event or reporting period.

Active Checkbox. If checked, the Group is visible in WX. If unchecked, the Group remains available through the HR Manager portal but is not visible in WX.

4. Select: o Save, to save your changes.

Sage People displays the Group Detail page for you to define Group members and child groups. o Cancel, to discard your changes and return to the Groups Home page. o Delete, to delete this Group.


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Adding a Team Member to a Group To define Group Membership:

1. On the Group Detail page, go to the Group to Group Memberships Related List and select New Group Membership.

Sage People displays the Group Membership Details page:


Field Description

Information section

Team Member The Team Member you want to allocate to this Group. Select Team Member Lookup , find and the select the Team Member.

Group The Group you want to host this Team Member. Automatically populated with the Group identifier for the Group you created at the start of this procedure. To specify a different Group, select Group Lookup , find and select the identifier for the Group you want.

Start Date The date this Team Member joined the Group. Select the field to display a calendar and select a date, or select today's date to the right of the field. Set Start Date:

• Blank, today, or a past date The Team Member is added to the Group immediately.

• A future date The Team Member is not visible as a member of the Group until the future date is today.

End Date The date after which this Team Member ceases to be an active member of the Group. Select the field to display a calendar and select a date, or select today's date to the right of the field. Set End Date:

• Blank The Team Member remains an active member of the Group as long as the Group is current.

• A past date The Team Member ceases to be an active member of the Group immediately.

• Today The Team Member remains an active member of the Group until the end of the day.

• A future date The Team Member remains an active member of the Group until the end of day of the future date.


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3. Select: o Save to save the Team Member as a member of this Group.

Sage People displays the Group Membership Detail page for the Team Member. o Cancel to discard your changes and return to the Group Detail page. o Delete to remove this Team Member from the Group.

Adding a Group Type Use Group Types to classify Groups, enabling you to associate Groups with similar characteristics. When defined, you can:

• Define and add Groups to a Group Type through the Group Types tab

• Add a Group Type to a Group through the Groups tab.

• Use Group Types in Reports.

To add a new Group Type:

1. Select the Group Types tab.

Sage People displays the Group Types Home page.

The default view includes the Group Type ID. To display more information, such as Group Type Name and Description select Edit to modify the default View or Create New View:

2. Select New.

Sage People displays the New Group Type Edit page:


Field Description

Information section

Group Type Name The name you want to use for this Group Type. Up to 255 characters, not case sensitive. Group Type Names must be unique. Group Type Name is displayed in the HR Manager portal and in WX.

Description A brief description of the role of the Group Type to help you identify it. Up to 255 characters.


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4. Select: o Save to save your changes and display the Group Type Detail page. o Save & New to save this Group Type and create another. o Cancel to discard your changes and display the Group Types Home page.

When you have set up a Group Type, the Group Type Detail page includes the Groups Related List. When you use the Groups tab to add a Group Type to a Group, the Groups Related List shows the Groups within the Group Type:

You can also define a new Group from the Group Type Detail page - on the Groups Related List select New Group, then follow the procedure for Adding a New Group (see page 126).

Maintaining Groups When you have set up one or more Groups with membership, you can:

• Add more Team Members to existing Groups.

Follow the procedure for adding Team Members to a new Group (see page 128).

• Deactivating a Team Member in a Group, without removing them from the Group (see page 131).

• Remove Team Members from an existing Group (see page 131).

• Deactivate a Group

Deactivating a Group makes it invisible through WX but keeps it in the HR Manager portal for possible future use (see page 132).

• Delete a Group (see page 133).

• Create and apply Group Types to help classify Groups (see page 129).


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Deactivating a Team Member By setting an End Date for a Team Member's Group Membership you can specify the date after which they cease to be active members of the Group. They remain listed as members of the Group for historical purposes and can be re-activated at a future date by removing or changing the End Date:


2. Select a View including the Group you want to modify.

3. Select the Group.

4. On the Group Detail page, scroll down to the Group To Group Membership Related List.

5. Select Edit against the Name of the Team Member you want to deactivate.

Sage People displays the Group Membership Details page for the Team Member.

6. Set the End Date to the date you want to be the last day of their active membership of the Group.

7. Select Save.

You can also use the Start Date for Group Membership to set a future date for active membership to start for a Team Member.

Removing a Team Member from a Group Removing a Team Member from a Group means that you can no longer report on Group history for that Group - consider preserving Group history by deactivating a Team Member (see page 131), in preference to removal.

To remove a Team Member from a Group:


2. On the Groups Home page, select the Name of the Group you want to modify.

3. In the Group To Group Memberships Related List, select Del for the Team Member you want to remove from the Group:

You are asked to confirm:

4. Select OK.

The Team Member is removed from the Group and the Group Detail page is redisplayed.


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Alternatively, you can remove a Team Member from a Group through the Team Member Detail page:

1. Select the Team Members tab.

2. Select the Team Member you want to remove from the Group.

3. On the Team Member Detail page, scroll down to the Group Memberships Related List.

If the Group Membership Related List is not displayed:

a. Select the Edit Layout link at the top of the page.

b. In the left panel of the Team Member Layout, select Related Lists.

c. Drag and drop the Group Memberships Related List where you want it on the page layout.

d. Select Save.

The Related List is added to the Team Member Detail page.

4. In the Group Memberships Related List, select Del for the Group you want.


5. Select OK.

The Group is removed from the Group Memberships Related List for the Team Member and the Team Member Detail page redisplayed.

Deactivating a Group Deactivating a Group makes it invisible through WX but retains it in the HR Manager portal for possible future use.

As an alternative to deactivation, consider using the Start and End Dates for the Group to control visibility for a defined period (see page 126).

To deactivate a Group:


2. On the Groups Home page select a View including the Group you want to deactivate.

3. In the list of Groups, select Edit for the Group you want to deactivate:


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4. On the Group Details page, uncheck the Active checkbox:

5. Select Save.

The Group is retained in the list of Groups but is no longer active.

To re-activate a deactivated Group, check the Active checkbox on the Group Detail page.

Deleting a Group You can delete a Group when it is no longer required. Bear in mind that deactivating a Group also makes it invisible through WX but keeps it in the HR Manager portal for possible future use.

To delete a Group:


2. On the Groups Home page select a View including the Group you want to delete.

3. In the list of Groups, select Del for the Group you want to delete:


4. Select OK.

The Group is deleted and the Groups Home page redisplayed.


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Viewing Team Member Group Membership 1. In the HR Manager portal, select the Team Members tab.

2. Select the Team Member you want to view.

3. On the Team Member Detail page, scroll down to the Group Memberships Related List.

If the Group Membership Related List is not displayed:

a. Select the Edit Layout link at the top of the page.

b. In the left panel of the Team Member Layout, select Related Lists.

c. Drag and drop the Group Memberships Related List where you want it on the page layout.

d. To change the fields displayed in the Related List, select Properties on the Related List and move the fields you want to display from Available Fields to Selected Fields. Select OK.

e. Select Save.

The Related List is added to the Team Member Detail page.

The Group Memberships Related List shows all the Groups for the Team Member:

You can:

• Edit Group Membership details - add or change start and end dates for Group membership. Select Edit.

• Remove the Team Member from Group Membership. Select Del.

• Add the Team Member to another Group. Select New Group Membership.

Maintaining Team Member Records Approving and Finalizing HR Requests

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Approving and Finalizing HR Requests HR Requests - also known as Personnel Action Forms - can be raised by managers through Sage People WX to change Team Member records. Changes requested typically include salary details and job profile changes. Change requests can include a primary reason for the change - such as promotion, job change, or cost of living. Each request follows an approval process to ensure that changes are fully authorized before employment records are updated. Typically, approvers receive requests to approve through Sage People Actions and use WX to approve - or reject - HR Requests. The approval process may include HR as one of the approval stages before HR finalization. A primary reason selected for a salary change is copied to the Change Reason field on the Salary record when the HR Request has been finalized.

• To view HR Requests for a Team Member, go to the Team Member's Employment Record and scroll down to the HR Requests related list. You can edit or delete individual requests from here.

To approve and finalize HR Requests singly or in bulk go to the HR Requests tab:

1. Select a View that shows the type of request you want to approve or finalize:

Sage People displays the requests in list view:

You can sort the display on column by selecting the column heading.

2. Select the Requests you want to approve or finalize by selecting the Action checkbox on each row:

Maintaining Team Member Records Approving and Finalizing HR Requests

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3. To provide HR approval for requests as part of an approval process, select Approve.

Sage People displays the Approve HR Requests screen for you to confirm your action:

o Select Approve Changes.

Sage People confirms that the approval has been applied and the status of the requests changes to Approved in the HR Requests List view.

To finalize HR Requests, click Finalize.

Sage People displays the Finalize HR Requests screen for you to confirm your action:

o Select Finalize Changes.

Sage People confirms that the changes have been finalized and the status of the requests changes to Finalized in the HR Requests List view. The changes are applied immediately to the Team Member's Employment Records.

Maintaining Team Member Records Maintaining Timesheets

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Maintaining Timesheets If enabled through the Policy, WX displays Timesheets. Team Members can enter time worked and managers can approve Timesheets for their teams. As an HR Manager you can also enter and maintain Timesheets through the HR Manager Portal.

Creating a Timesheet When you have set up a Timesheet Pattern, Timesheets are automatically created for Team Member completion in WX. Each Timesheet hosts one or more Time Reports for a Team Member for a defined time period.

To create a Timesheet in the HR Manager's Portal:

1. Select the Timesheets tab.

2. Select New.

WX displays the Timesheet Edit page:


Field Description

Employment The Employment Record for the Team Member. Select Employment Lookup to find and select the Employment Record by Team Member name.

Start Date The first day of this Timesheet period.

End Date The last day of this Timesheet period.

Submitted Date The date the complete Timesheet is submitted for approval. All component Time Reports must be complete before the Timesheet is submitted.

Approved Date The date the submitted Timesheet is approved for payment.

Paid Date The date of payment of any overtime included in this Timesheet.

4. Select: o Save to save the Timesheet and display the Timesheet Detail page. o Save & New to save the Timesheet detail and open a new Timesheet Edit page with all fields cleared. o Cancel to discard the Timesheet and return to the Timesheets Home page.

Created Timesheets are displayed on the Team Member's Employment Record, Timesheets related list.


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Editing a Timesheet To edit an existing Timesheet for a Team Member:


2. In the Timesheets related list section, select Edit for the Timesheet you want to change:

WX displays the Timesheet Edit page.

3. Edit the fields you want to change (see page 137).

Creating a Time Report Each Time Report is a record of work time on a specific date for one Team Member. The Time Report includes the rate of pay to be applied to the time worked, such as standard time or time and a half, and the currency amount the Team Member is paid for each unit of time worked.

One or more Time Reports contribute to a single Timesheet. Before a Time Report can be created, the Timesheet must exist for the period including the Time Report.

Time Reports are automatically created by Sage People when Team Members complete Timesheets in WX. One Time Report is created for each completed Timesheet column on each day, so a day with Team Member entries for three Pay Codes generates three Time Reports for that day for the Team Member.

To create a Time Report in the HR Manager Portal:


2. Select a View that shows the Timesheet for the period for which you want to create the Time Report.

3. Select the Timesheet name.

WX displays the Timesheet Detail page.


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4. In the Time Reports related list section select New Time Report:

WX displays the Time Report Edit page:


Field Description

Timesheet The name of the Timesheet to which this Time Report contributes. Automatically completed by Sage People with the name of the Timesheet you selected.

Report Date The date to which this Time Report relates. Select in the field to display a calendar and then select a date, or select today's date displayed to the right of the field to insert today's date. You can have more than one Time Report for a single date; for example to apply different rates of pay to different parts of the day.

Duration The number of units of time this Time Report represents. A time unit is used when calculating the amount of pay due to a Team Member, for example, an hour or a day. Duration is multiplied by Rate and Unit Amount to calculate the amount of pay due to the Team Member for the time represented by this Time Report.

Code A unique code for the Pay Code applied to this Time Report. Code can be passed to your payroll provider for payslip production and internal reporting.

Rate The rate of pay applied to the time in the Time Report as a decimal value. For example for time worked at:

• Single-time, enter 1.

• Time and a half, enter 1.5.

• Double time, enter 2. Rate is multiplied by Duration and Unit Amount to calculate the amount of pay due to the Team Member for the time represented by this Time Report.

Unit Amount The amount of money the Team Member is paid for a unit of work. For hourly paid Team Members, enter their hourly rate. Unit Amount is multiplied by Duration and Rate to calculate the amount of pay due to the Team Member for the time represented by this Time Report.


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6. Select: o Save to save the Time Report and display the Time Report Detail page. o Save & New to save the Time Report and display a new Time Report Edit page for the same Timesheet. o Cancel to discard the page and return to the Timesheet Detail page.

Editing a Time Report To edit an existing Time Report for a Team Member:


2. In the Timesheets related list section, select the Timesheet containing the Time Report you want to edit.

3. Select the Timesheet name.

Sage People displays the Timesheet Detail page.

4. In the Time Reports related list section select Edit for the Time Report you want to change:

Sage People displays the Time Report Edit page.

5. Edit the fields you want to change (see page 138).

6. Select: o Save to save the Time Report and display the Time Report Detail page. o Cancel to abandon your changes and return to the Timesheet Detail page.

You can also display and edit an existing Time Report through the Timesheets tab:


2. Select a View that shows the Timesheet containing the Time Report you want to edit.

3. Select the Timesheet name to display the Timesheet Detail page, then select the Time Report from the Time Reports related list section.


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Viewing, Editing, and Adding Timesheet Comments in the HR Manager Portal As an HR Manager or HR Administrator you have access to Timesheet Comments added to your Team Member's Timesheets. You can also add new comments.

To access Timesheet Comments:

If you know the Timesheet code If you do not know the Timesheet code

1. Select the Timesheets tab. Select the Employment Record for the Team Member.

2. Select the Timesheet. Go to the Timesheets Related List.

3. Select the Timesheet you want to view. Use the Start Date or Submitted Date to help identify the right Timesheet.

4. Sage People displays the Timesheet Detail page.

5. On the Timesheet Detail pages scroll down to the Timesheet Comments Related List:

Timesheet Comments are numbered and listed in date and time order.

If the Timesheet Comments Related List is not displayed by default you can add it to the page layout:

a. Select Edit Layout at the top of the page.

a. On the Timesheet Layout page in the left panel select Related Lists.

b. In the list of Related Lists drag and drop Timesheet Comments into the Related Lists section of the page layout.

c. To make it easier to identify comments, select Properties for the Related List and add fields for Author, Comment Date, and Comment Text.

d. Select Save.

6. Select:

• Edit to change the Author or text of the comment.

• Delete to remove a comment. You are asked to confirm.

• New Timesheet Comment to add a comment.

Maintaining Team Member Records Maintaining Passport and Visa Records

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Maintaining Passport and Visa Records Passport and Visa details can be recorded for each Team Member. If enabled through the Policy, Sage People WX displays Passport information. Team Members can enter and maintain their own passport details and view their visa details through WX, but visa details must be maintained through the HR Manager Portal. You can link visas to specific passport records, or enter them as separate records; visas that are not linked to passports are visible through the HR Manager's Portal and not through WX. The fields displayed in WX for passports and visas are controlled by field sets.

Passports and Visas are displayed in related lists on the Team Member Detail page - use Customize Page (see page 69) to change the order in which they are displayed.

If the Passports or Visas related lists are not visible on the Team Member Detail page ask your HR Administrator to make them available by editing the page layout.

Action Events can be set up to trigger:

• When passport records are created or changed by a Team member.

• On a passport or visa expiry date.

• At a period of time before or after a passport or visa expiry date.

As an HR Manager you can:

• Create new passport (see page 142) and visa (see page 144) records for Team Members.

• Update existing passport (see page 143) and visa (see page 146) records.

• Delete passport (see page 144) and visa (see page 146) records.

Creating a New Passport Record 1. Go to the Team Member record.

2. Select the Passports link at the top of the page, or scroll down to find the Passports related list.

3. Select New Passport:

Sage People displays the Passport Edit page.


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Field Description

Team Member The Team Member's name. Automatically completed for you by Sage People.

Passport Number The full passport number as displayed in the passport.

Country The country issuing the passport. Select the picklist and select the country.

Issue Date The date the passport was issued, as displayed in the passport. Select in the field to display a calendar and select the date.

Place of Issue Where the passport was issued, as displayed in the passport.

Expiry Date When the passport expires. Select the field to display a calendar and select a date. The Expiry Date can trigger a reminder when a passport is about to expire.

First Name Middle Name Surname

As displayed in the passport.

5. Select: o Save to save the details and display the Passport Detail page. You can enter visa details from the

Passport Details page. o Save & New to save the details and display another Passport Edit page for the same Team Member. o Cancel to discard your changes.

Updating a Passport Record 1. Go to the Team Member record.


3. Select Edit next to the Passport record you want to modify:

Sage People displays the Passport Edit page.

4. Update the fields as described for Creating a New Passport Record (see page 142).

5. Select: o Save to save your changes and return to the Team Member Detail page. o Save & New to save the details and display another Passport Edit page. o Cancel to discard your changes.


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Deleting a Passport Record 1. Go to the Team Member record.


3. Select Delete next to the Passport record you want to delete:

Sage People asks you to confirm.

4. Select: o OK to permanently delete the passport record. o Cancel to cancel the deletion and return to the Team member record.

Deleting a passport record does not delete any associated visa records - it just sets the Passport field to blank for those visas.

Creating a New Visa Record 1. Go to the Team Member record.

2. Select the Visas link at the top of the page, or scroll down to find the Visas related list.

3. Select New Visa:

Sage People displays the Visa Edit page.


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Field Description

Team Member The Team Member's name. Automatically completed for you by Sage People.

Country The country issuing the visa. Select the picklist and select the country.

Type Select the picklist and select from:

• Full

• Limited

• Temporary Issue Date The date the visa was issued, as displayed on the visa. Select in the field to display a

calendar and select the date.

Expiry Date When the visa expires. Select the field to display a calendar and select a date. The Expiry Date can trigger a reminder when a visa is about to expire.

Passport The number of the passport associated with this visa. Select Passport Lookup to find and select the passport. You do not have to associate a visa with a passport; visas can be recorded for Team members who do not have passport details recorded.

Visa Number As displayed on the visa.

Status Select the picklist and select from:

• Issued

• Canceled

• Applied

• Rejected

5. Select: o Save to save the details and display the Visa Detail page. o Save & New to save the details and display another Visa Edit page for the same Team Member. o Cancel to discard your changes.


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Updating a Visa Record 1. Go to the Team Member record.


3. Select Edit next to the Visa record you want to modify:

Sage People displays the Visa Edit page.

4. Update the fields as described for Creating a New Visa Record (see page 144).

5. Select: o Save to save your changes and return to the Team Member Detail page. o Save & New to save the details and display another Passport Edit page. o Cancel to discard your changes.

Deleting a Visa Record 1. Go to the Team Member record.


3. Select Delete next to the Visa record you want to delete:

Sage People asks you to confirm.

4. Select: o OK to permanently delete the visa record. o Cancel to cancel the deletion and return to the Team member record.

Maintaining Team Member Records Maintaining Stock Options

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Maintaining Stock Options Employee Stock Options can be granted by a company to employees as part of an overall compensation and benefits package.

A stock option grants an employee a conditional right to buy company stock, typically at a pre-determined grant price, and at a future date or over a range of dates. Rights to buy an option are typically phased, with portions of the complete grant becoming available for purchase, or vesting, in line with a vesting schedule. Each stock purchase by the employee is known as exercising the option. No portion of the option can be exercised until after the first vesting date

This example shows a Stock Option that:

• Vests in three portions, of 25%, 25% and 50%.

• Has a vesting schedule with vesting dates at regular intervals.

• Is exercised by the employee in five portions of different amounts and at irregular intervals.

Sage People enables you to set up, grant, and maintain Employee Stock Options. You can:

• Configure Stock Options to display the information you need in the HR Manager's Portal and in WX.

• Set up one or more Stock Option Patterns, with each Pattern defining the basic parameters for a stock option, including the stock price against which the value of the option is to be calculated (see page 149).

Each Pattern defines how Stock Options are handled for Team Members who leave your organization during the life of a Stock Option.

Each Pattern includes one or more Stock Option Periods, defining the vesting schedule for the option.

• Configure an automated Stock Option Vesting Time to set the time of day when options with a vesting date of today will vest.

• Grant Stock Options based on a Pattern to Team Members (see page 153).

• Record each exercise made by the Team Member when an option has vested (see page 158).


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• View the current status of a Team Member's Stock Options through their Employment Record.

Information displayed includes: o Details of the original grant, including the currency equivalent of the grant. o The vesting schedule for the option. o Quantities vested and exercised. o Values of the quantities vested and exercised, giving a quick view of the notional gain over the grant.

• Enable Team Members to view their Stock Options through WX.


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Creating a New Stock Option Pattern A Stock Option Pattern defines the parameters for one or more stock options and includes the vesting schedule defined with one or more Stock Option Periods.

1. Select the Stock Option Patterns tab.

Sage People displays the Stock Option Patterns Home page.

2. Select New Stock Option Pattern.

Sage People displays the Stock Option Pattern Edit page:


Field Description

Stock Option Pattern Name

Mandatory. A name for this Stock Option Pattern. Typically, the Name follows a standard convention established for stock options in your organization and may include the year of issue and a price indicator.

Period After Leaving To Vest

For Team Members who have left your organization, the number of Period Units To Vest after the leaving date after which stock options based on this Pattern no longer vest. Typically defined by legislative requirements.

Period After Leaving To Exercise

For Team Members who have left your organization, the maximum number of Period Units to Exercise that can pass after the leaving date before stock options based on this Pattern must be exercised. Typically defined by legislative requirements.

Stock Price The Stock Price to be used to value stock options based on this Pattern. Typically Stock Price is the current market price, or a recently determined price of the stock. Individual Stock Options are awarded at a separately defined Grant Price. You can alter Stock Price through the life of the Stock Option Pattern, enabling the calculated value of the grant to be updated over time. Stock Price is displayed using the currency symbol for the currency defined as your organization's reporting currency, regardless of the Stock Price Currency. The currency symbol does not affect the underlying currency values. For multi-currency orgs, Sage People recommends setting the Currency Locale for your reporting currency to Montenegrin (Montenegro) - USD to generate a neutral currency symbol.

Stock Price Currency Mandatory. The currency this Stock Option Pattern uses for all Stock Options it hosts. The Stock Price Currency must be one of the currencies you have defined using Exchange Rates. It does not have to be the reporting currency used by your organization.

Select Stock Price Currency Lookup to find and select the currency you want.


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Field Description

Period Units The units of time to be used for the period(s) between vesting dates. Select the picklist and choose from:

• Day

• Month Period Units To Vest The units of time to be used for the period between grant date and vesting date, and

between leaving date and vesting date. Select the picklist and choose from:

• Day

• Month Period Units To Exercise

The units of time to be used for the period between grant date and exercise date, and between leaving date and exercise date. Select the picklist and choose from:

• Day

• Month

4. Select: o Save to save the Pattern and display the Detail page for the Stock Option Pattern you have defined. o Save and New to save the Pattern and display a blank Stock Option Pattern Edit page o Cancel to discard your changes and display the Stock Option Pattern Home page.

The Stock Option Pattern Detail page shows the information you have entered as well as:

• The Total Percentage for which Stock Option Periods have been defined.

For a newly defined Stock Option Pattern, Total Percentage is 0.00%. As you add Stock Option Periods, the percentage increases until you have defined periods totaling 100%. A completed Stock Option Pattern must have a Total Percentage of 100% before it can be used.

• The Stock Option Periods related list.

You are now ready to define the Stock Option Periods for this Pattern.


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Creating a New Stock Option Period Stock Option Periods define the vesting schedule for the Pattern. Create as many Stock Option Periods as you need to define the complete vesting schedule for each Stock Option Pattern.



2. Open the Stock Option Pattern you want to host a new Stock Option Period.

3. In the Stock Option Periods Related List select New Stock Option Period.

Sage People displays the Stock Option Period Edit page:


Field Description

Stock Option Pattern The name of the Stock Option Pattern for which you want to create this Stock Option Period. Automatically completed for you with the name of the Pattern you selected. To change to a different Pattern, select Stock Option Pattern Lookup , find and select the Pattern you want.

Period The number of Period Units between the grant date and the vesting date for this part of the Stock Option. Period Units are defined in the Stock Option Pattern.

Percentage The percentage of the total Stock Option that vests after the Period. Percentages are summed for all Stock Option Periods defined for a Pattern and the Total Percentage displayed on the Stock Option Pattern Detail page. When completely defined, percentages for all Periods in a Stock Option Pattern must total 100.

5. Select: o Save to save the Period and display the Stock Option Period page for the Period you have defined. o Save and New to save the Period and display a blank Stock Option Period Edit page o Cancel to discard your changes and display the Stock Option Pattern Detail page.


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Repeat the procedure to create all the Stock Option Periods you need to define the vesting schedule for this Pattern.


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Awarding a Stock Option to a Team Member When the Stock Option Pattern has been defined with its associated Stock Option Periods for the stock options you want to issue, you can award the options to individual Team Members. Stock Option records are attached to the Employment Record for each Team Member.

1. Open the Employment Record for the Team Member who has been granted the stock option.

2. Scroll down to the Stock Options related list.

3. Select New Stock Option:

Sage People displays the New Stock Option page:


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Field Description

Information section

Employment Mandatory. The number of the Employment Record hosting this Stock Option. Defaults to the Employment Record you selected at the start of this procedure. To change to a different record, select Employment Lookup , find and select the record you want.

Stock Option Pattern Mandatory. The Pattern that applies to this Stock Option. The Stock Option Pattern must be set up before you can award a Stock Option. A Stock Option Pattern defines the parameters for one or more stock options and includes the vesting schedule defined with one or more Stock Option Periods.

Select Stock Option Pattern Lookup , find and select the Pattern you want.

Grant Date Mandatory. The date the option is granted to the employee. A past, present, or future date.

• Select today's date to the right of the field to insert today's date.

• Select in the field to display a date picker. Quantity Mandatory. The total number of shares the option represents.

Grant Price Mandatory. The unit price the employee pays to buy the shares represented by the option.

Expiry and Termination section

Expiration Date The date after which an employee can no longer purchase vested stock options they have been granted.

Vesting Termination Date

The date after which the option no longer vests for this Team Member. A manual override for the vesting schedule, typically used when a Team Member leaves your organization. If you leave Vesting Termination Date blank, vesting for this option continues to completion as defined in the vesting schedule.

5. Select: o Save to save the stock option you have entered. Sage People displays the Stock Option Detail page. o Save & New to save the stock option and enter another Stock Option for this Team Member. Sage

People displays the New Stock Option page. o Cancel to discard your changes. Sage People returns you to the Employment Record.


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The Stock Option Detail page displays the detail for the newly granted Stock Option:

As well as the information you entered for the Stock Option, the detail page displays:

Status section

Total Grant The currency equivalent of the stock option, calculated as: Quantity x Grant Price

Quantity Vested The number of shares available for the Team Member to purchase. For a newly granted Stock Option, Quantity Vested is likely to be zero. As the vesting schedule progresses, Quantity Vested increases until all granted shares are vested.

Total Vested The currency equivalent of the Quantity Vested, calculated as: Quantity Vested x Grant Price

Quantity Exercised The number of shares the Team Member has bought. For a newly granted Stock Option, Quantity Exercised is likely to be zero, and it is always less than or equal to Quantity Vested.

Total Exercised The currency equivalent of the Quantity Exercised, calculated as: Quantity Exercised x Grant Price


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Value section

Grant Value The difference between the currency values of the stock option at the Stock Price defined in the Stock Option Pattern and the Grant Price. Calculated as: Quantity Granted x (Stock Price - Grant Price) Represents the potential total monetary gain for the holder of the stock option when all options are vested and exercised.

Vested Value The difference between the currency values of the vested part of the stock option at the Stock Price defined in the Stock Option Pattern and the Grant Price. Calculated as: Quantity Vested x (Stock Price - Grant Price) Represents the potential monetary gain from the vested part of the stock option for the holder of the stock option.

Exercised Value The currency value of the exercised part of the stock option at the Stock Price defined in the Stock Option Pattern. Calculated as: Quantity Exercised x Stock Price

The Related Lists display:

Stock Vesting You can configure the columns displayed:

• Select Edit Layout at the top of the page.

• Select Properties on the Stock Vesting related list. This example describes a typical layout.

Stock Vest A unique reference ID for for this Vesting record. Each Stock Vest record represents one line in this Stock Vesting table.

Vesting Date The date this vesting becomes available for purchase by the Team Member.

Quantity The number of shares made available in this vesting.

Total Price The total cost to the Team Member of this vesting. Calculated as: Quantity x Grant Price.

Vested Checkbox. Checked when the Vesting Date is past and this part of the option has vested.

Stock Exercises You can configure the columns displayed:

• Select Edit Layout at the top of the page.

• Select Properties on the Stock Exercises related list. This example describes a typical layout.

Stock Exercise A unique reference ID for for this Exercise record. Each Stock Exercise record represents one line in this Stock Exercises table

Exercise Date The date the purchase was made.

Quantity The number of shares purchased in this Exercise. Subject to the rules of the Stock Option scheme, Team Members can purchase part or all of the currently vested stock in a single transaction, and use multiple Exercises to purchase the total vested quantity.

Total Price The total cost to the Team Member of this Exercise. Calculated as: Quantity x Grant Price


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Creating a New Stock Vesting You can create a new stock vesting for a Stock Option granted to a Team Member. The New Stock Vesting is applied in addition to the vesting schedule defined through the Stock Option Periods for the Pattern and is typically used to make part of the option available to that Team Member at a date other than those defined in the schedule.


2. Scroll down to the Stock Options related list section.

3. Select the Stock Option reference for the Option you want to modify:

Sage People displays the Stock Option Detail page.

4. Scroll down to the Stock Vesting related list and select New Stock Vesting:

Sage People displays the Stock Vesting Edit page:


Field Description

Stock Option The Stock Option to which this vesting applies. Automatically completed by Sage People.

Vesting Date The date you want this portion of the Stock Option to vest. Select the field to display a date picker and select the date you want or select today's date beside the field.

Quantity The quantity of stock you want to vest on the Vesting Date.

Vested Checkbox. If checked, the vesting date has passed and this portion of the Stock Option has vested.


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Recording Options Exercised When an employee decides to exercise an option you must enter the details of their purchase on the Stock Option record.


2. Scroll down to the Stock Options related list section.

3. Select the Stock Option reference for the option the Team Member wants to Exercise:

Sage People displays the Stock Option Detail page.

4. Scroll down to the Stock Exercises Related List.

5. Select New Stock Exercise:

Sage People displays the New Stock Exercise Edit page:


Field Description

Stock Option The number of the Stock Option to which this Exercise applies. Defaults to the Stock Option record you selected. To change to a different option, select Stock Option Lookup , find and select the option you want.

Exercise Date The date the transaction to purchase is passed. A past date or today's date, typically not a future date.

Quantity The number of shares purchased in this Exercise. Less than or equal to the outstanding balance of vested options.


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7. Select: o Save to save the stock exercise you have entered. Sage People displays the Stock Exercise Detail

page. o Save & New to save the stock exercise and enter another Stock Exercise for this option. Sage People

redisplays the New Stock Exercise page. o Cancel to discard your changes. Sage People returns you to the Stock Option Detail page.

Stock Option Exercises are added to the Stock Exercises related list for the Stock Option:

Maintaining the Stock Price The Stock Price is used to calculate a financial value for granted stock options:

• Grant Value = Quantity x Stock Price

• Vested Value = Quantity Vested x Stock Price

• Exercised Value = Quantity Exercised x Stock Price

You define an initial Stock Price when you create a Stock Option Pattern (see page 149). The initial Stock Price can be, for example:

• Your organization's quoted stock price at the date the Stock Option scheme is set up.

• Determined by a formula, based on the stock price at a specific date, and typically defined in the scheme rules.

You can leave the Stock Price at its initial value through the life of an option, or, more typically, maintain it over time to reflect the changing market value of your organization's stock.

To change the Stock Price:



2. Select Edit in the Action column next to the Stock Option Pattern you want to maintain.

Sage People displays the Stock Option Pattern Edit page.

3. Change the Stock Price to the value you want.

4. Select Save.


Sage People automatically recalculates the values based on the new Stock Price.

Maintaining Team Member Records Maintaining Team Member Tax Status

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Maintaining Team Member Tax Status Tax Status information is held as part of the Team Member's Employment Record. Each Team Member can have multiple Tax Status records to show their status for a range of tax types:

• Country/federal tax

• Regional/state tax

• City tax

Each Tax Status has an Effective Date, enabling you to build a tax status history for each tax type. You can use Payflow to extract tax status information for onward transmission to payroll.

Creating a New Tax Status Record 1. In the HR Manager Portal, open the Employment Record for the Team Member.

2. Scroll down to the Tax Statuses Related List and select New Tax Status:.

Sage People displays the Tax Edit page:

Maintaining Team Member Records Maintaining Team Member Tax Status

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Field Description

Employment The Employment Record you selected at the start of this procedure. Sage People automatically completes this field for you.

To change Employment Record, select Employment Lookup , find and select the Record you want.

Effective Date The date you want this Tax Status to start. Can be a past date, today, or a future date. Select the field to display a calendar and select the date you want, or select today's date to the right of the field to select today.

Type Picklist. Select the picklist and select the type of tax to which this record applies:

• Country For example Federal or national tax.

• Region For example State tax.

• City Locality Text. Optional. Enter the name of the country, region, or city imposing the tax, or some other

identifier that clearly identifies the tax.

Code Text. Optional. Enter the code associated with the tax.

Amount Currency amount. Optional. Enter an amount if the tax is charged at a fixed value for each period. You can alternatively enter a value in Percentage.

Percentage Percentage rate, up to two decimal places. Optional. Enter a percentage if the tax is charged at a fixed rate. You can alternatively enter a value in Amount.

Allowances The value of any allowances the Team Member can deduct from the tax.

1. Select: o Save, to save the Tax Status record and display the Tax Status Detail page. o Save & New to save the Tax Status record and display a new Tax Status Edit page for you to enter

another record. o Cancel to discard your changes and display the Employment Record.

Completed Tax Status records are added to the Tax Statuses Related List on the Team Member's Employment Record:

Maintaining Team Member Records Maintaining Targets

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Maintaining Targets If enabled through the Policy, WX enables managers to enter, and Team Members to confirm financial targets. Actuals are recorded against targets as the financial year progresses. Targets can be linked to Salesforce Opportunities so that closed Opportunities contribute to actuals.

As an HR Manager you can enter and maintain Targets through the HR Manager Portal. If the Policy option Manager View Only Targets is set on, Managers can view but not create or edit Targets for their Team Members through WX, and all creation and editing must be done through the HR Manager Portal.

Creating a New Target To create a Target for a Team Member through the HR Manager Portal:

1. On the Team Member record, select the Targets Related List.

2. Select New Target:

3. If you are prompted to select a Target Record Type, select New then select Continue.

4. On the New Target Edit page, complete the fields as follows:

Field Description

Information section

Target Text, up to 80 characters. Enter a name for the Target, such as New product sales, Service contracts, or Upgrades.

Start Date The date you want the Team Member to start work towards this set of targets. Defaults to the start of the financial year as defined in the Policy, and subject to the rollover period, also defined in the Policy. Select the field to display a calendar for date picking, or select today's date next to the field.

Currency The currency used to measure the target. May be the local currency for the Team Member or the reporting currency used by your organization.

Select Currency Lookup , find and select the currency.

Calculate Salesforce Opportunities

Checkbox. If checked, this Target is linked to Salesforce Opportunities and Closed Opportunities contribute to actuals. If unchecked, there is no automatic link to Salesforce Opportunities.

Contributes To If this Target contributes to a higher level target, typically one held by the Team Member's manager, enter the name of the higher level target.

Select Contributes To Lookup , find and select the Target name.

Maintaining Team Member Records Maintaining Targets

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Field Description

Basis Picklist. The time basis used for setting Targets and measuring actuals. A default value can be set in the Policy; you can override the default displayed here if you need to. Select the picklist and choose from:

• Month

• Quarter

• Year Team Member The Team Member holding this Target. Automatically completed by Sage People with the

name of the Team Member you selected. You can change to another Team Member if you need to - select Team Member Lookup , find and select the Team, Member.

Is Private Checkbox. If checked, this Target is visible through WX to the Team Member and their upward management chain only. If unchecked, this Target is visible to anyone who can view the Team Member's

Quarterly Amounts section

Target Q1 to Target Q4

The currency amounts to be used as revenue targets by the Team Member for each of the four quarters of the financial year. After saving, any changes to these amounts must be confirmed by the Team Member.

Actual Q1 to Actual Q4

The currency amounts actually realized by the Team Member for each of the four quarters of the financial year.

Progress section

Progress Picklist. The current status of work towards this target. Select the picklist and choose from:

• Ongoing: Above Track

• Ongoing: On Track

• Ongoing: Below Track Manager Comments Text. Comments by the manager on the Team Member's progress towards this target.

Team Member Comments

Text. Comments made by the Team Member on their own progress towards this target.

1. Select: o Save to save the Target and display the Target Detail page. o Save & New to save the target and enter a new target. o Cancel to discard your changes and return to the Team Member record.

Maintaining Team Member Records Setting Up Performance Review Templates

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Setting Up Performance Review Templates Performance Review Templates enable you to create multiple, reusable varieties of Performance Review. Incorporate the fields you need to capture the data you want to store and analyze for your teams, and maintain the integrity of historical reviews by creating new versions as your processes evolve. You can apply conditions - Constraints - to control when Templates are available. Templates are held in the Templates Library, Constraints in the Constraint Library.

Performance Review Templates offer a more flexible alternative to Field Sets for configuring the fields displayed to managers and Team Members through WX Performance Reviews.

Use Templates to support periodic, fixed interval formal reviews, continuous feedback, or a combination of the two.

To set up Performance Review Templates, follow these steps:

1. Create one or more Performance Review Templates (see page 165).

You can refine your Templates iteratively. When ready publish your draft Templates.

2. Define the Constraints (see page 169).

3. Link Templates to the Constraint(s) you want to apply (see page 171).

4. Set Configure page and Policy options as required. o Use the Configure page option to switch on Performance Review Templates across your organization

and to define the type of review you want to implement, overriding any Policy settings. o With the Configure page option unchecked, use the Policy option to switch on Performance Review

Templates for users assigned to individual Policies.

You can:

• Edit Templates to change names, fields, or Constraints (see page 173).

Editing a published Template automatically creates a new Template version, including the Manager Review, Self Review, and Additional Details field definitions, preserving the earlier version.

• Copy Templates and apply changes to the copies to quickly build your Template Library (see page 174).

• Delete Templates when they are no longer required (see page 175).

When completed and published, Templates can be selected by the manager in WX when creating a new Performance Review.

Performance Review Templates are fully integrated in the Bulk Performance Review process - selected Team Members are analyzed and legacy or Template Reviews applied as appropriate (see page 51).

You can use templated Performance Reviews in parallel with legacy, non-template Reviews - use Policy settings to switch on templates for targeted groups of employees. Employees transitioned to templated reviews can still access their legacy reviews, which remain unchanged.


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Creating a Performance Review Template To create a new Template:

1. Select the Template Library tab.

2. On the Template Library Home page, select New.

Sage People displays the New Template Library Item page:


Template A name for the Template. The Template Name is displayed in WX for managers and employees to select when running a Performance Review. Use a name that makes the Template easy to identify in a list, such as Full Year Review Finance.

Type Picklist. Select the picklist and choose Performance Review.

Description A brief description of the Template.


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4. Select Next.

Sage People displays the Performance Review Template Edit page:


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5. For each section - Manager Review, Self Review, Additional Details, and Continuous Feedback - build the Performance Review Template by dragging Available Fields from the list on the left and dropping them into the Selected Fields list on the right.

Smaller screen sizes may display Selected Fields below Available Fields within each section. o Drag Selected Fields into the order you want them to appear on the review form. o Each section - Manager Review, Self Review, Additional Details, and Continuous Feedback - is stored

as a separate and unique Template Version. o Mark fields that must be completed for the review by checking the Required checkbox:

T o When setting up a Template for Continuous Feedback, select exclusively from the Available Fields

displayed in the Continuous Feedback section:

You cannot add your own Custom Fields to provide Continuous Feedback.

o You can move Selected Fields back into the Available Fields list, but bear in mind that once a Template has been used as the basis for a Review you cannot delete from the Performance Review object any custom fields used in a Template. Deleting fields used in Performance Reviews stops the Performance Review process from working.


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6. Select Save.

Sage People creates the necessary Template Versions and Template Field objects, and displays the Template Library Item Detail page:

The Template Versions Related List shows the Manager, Self, and Additional Details component Versions for the Template.

Newly created Templates are saved in Draft status, and must be published before you can use them for Performance Reviews. You can edit a template in Draft status (see page 173).

7. When the Template is ready to use for Performance Reviews, select Publish:

The Template is converted to Published status and the Publish button is replaced with Unpublish:

You can now use the Template for Performance Reviews. To add conditions to control when the Template can be selected, define Constraints (see page 169) and link them to the Template (see page 171).

You can return a published Template to Draft status by selecting Unpublish on the Template Library Item Detail page.


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Defining Constraints Constraints apply conditions to Templates enabling you to control when a Template can be used. You can set up multiple Constraints to apply to a single Template, and you can also use one Constraint for multiple Templates.

• All conditions specified in a single Constraint must be satisfied for the Constraint to apply.

• When a Template has multiple Constraints, if any Constraint is satisfied the Template can be selected for a Performance Review.

Constraints are held in the Constraint Library.

To define Constraints:

1. Select the Constraint Library tab.

2. On the Constraint Library Home page, select New.

Sage People displays the New Constraint Library Item page:


Constraint A name for the Constraint. The Constraint Name is displayed in the Constraints Related List on the Template Library Item Detail page. Use a name that makes the Constraint easy to identify in a list.

Start Date The date you want this Constraint to take effect. The constraint is satisfied when today is on or after the Start Date. Select the picklist and choose from the available values:

• Current Year Start Date As set in the Policy.

• Current Year End Date

• Employment Start Date

• Probation End Date If the picklist does not display the full set of values, you can add them; in summary:

1. Go to Setup > App Setup > Create > Objects and select Constraint Library Item.

2. In the list of Custom Fields & Relationships, select the Start Date Field Label.

3. In the Values Related List, select New.

4. Add the missing values exactly as given.


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Start Date Modifier Number of days you want added to or subtracted from the Start Date to offset the effective start date for this Constraint. Unsigned numbers are taken as positive offsets. Use - to indicate a negative offset.

End Date The date you want this Constraint to stop taking effect. The constraint is satisfied when today is on or before the End Date. Select the picklist and choose from the available values:

• Current Year Start Date As set in the Policy.

• Current Year End Date

• Employment Start Date

• Probation End Date If the picklist does not display the full set of values, you can add them; in summary:

1. Go to Setup > App Setup > Create > Objects and select Constraint Library Item.

2. In the list of Custom Fields & Relationships, select the End Date Field Label.

3. In the Values Related List, select New.

4. Add the missing values exactly as given. End Date Modifier Number of days you want added to or subtracted from the End Date to offset the effective

end date for this Constraint. Unsigned numbers are taken as positive offsets. Use - (minus sign) to indicate a negative offset.

4. Select: o Save to save the Constraint and return to the Constraint Library Home page. o Save & New to save the Constraint and display a blank Constraint Library Item Edit page to create

another Constraint. o Cancel to discard your changes and return to the Constraint Library Home page.

Saved Constraints are immediately available to use with Templates. To use Constraints with your Templates you must link them together (see page 171).


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Linking Templates and Constraints You can use Performance Review Templates without Constraints, or you can apply one or more Constraints to act as conditions controlling when the Template can be used. To use Templates with Constraints, make sure that the Constraints you want to use are defined, then:


2. Select the Template you want to link to one or more Constraints.

3. On the Template Library Item Detail page,scroll down to the Constraints Related List and select New Template Constraint Association.

Sage People displays the Template Constraint Association Edit page:

4. In the Constraint field, select Constraint Lookup , find and select the Constraint you want to associate with this Template.

5. Select: o Save to save this association and display the Template Constraint Association Detail page:

o Cancel to discard your changes and return to the Template Library Item Detail page. o Create New Template to open a tab for you to create a new Template. The original tab remains open for

your return, enabling you to select the new Template. o Create New Constraint to open a tab for you to create a new Constraint. The original tab remains open

for your return, enabling you to select the new Constraint.


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When you next display the Template Library Item Detail page, the Constraints Related List includes the Constraints you have associated with the Template:


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Editing a Template 1. Select the Template Library tab.

2. On the Template Library Home page, select the Template you want to edit. Draft Templates have the Published checkbox unchecked:

3. On the Template Library Item Detail page, select Edit:

Sage People displays the Performance Review Template Edit page.

4. Make the changes you want - edit the Template name or Description, or move fields between Selected and Available lists.

5. When you have completed your changes, select Save.

If the Template is Published, a new version of the Template is created, including the Manager Review, Self Review, and Additional Details field definitions, preserving the earlier version:

Do not delete Custom Fields from the Performance Review object if they are included in a Template that has been used as the basis for one or more Performance Reviews. Deleting fields used in Performance Reviews stops the Performance Review process from working.


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Copying a Template You can copy Templates in Draft and Published status.

Copying a Template creates a Draft copy of the original Template including new versions of the Manager Review, Self Review, and Additional Details fields as defined for the original. Constraints are not copied - you must associate the Constraints you wish to apply to the new Template.

To copy a Template:


2. On the Template Library Home page, select the Template you want to copy.

3. On the Template Library Item Detail page, select Clone:

Sage People displays the Performance Review Template Edit page with the Template name selected.

4. Enter a new name for the copied Template. The new name enables you to easily identify the copy

5. Change any of the Manager Review, Self Review, and Additional Details field content you want to use for the new Template.

6. Select Save to Save the new Template. The new Template includes unique versions of the Manager Review, Self Review, and Additional Details fields, even if you have not changed the field content for the copy.

You can now link Constraints to the Template (see page 171) - Constraints are not copied as part of the clone.


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Deleting a Template You can delete unused Draft and Published Templates. An unused Template:

• Has no current or previous Performance Reviews based on it.

• Is not assigned to a Policy as the Default Performance Review Template.

You cannot delete a Template when it has been used for a Performance Review that still exists - all associated Reviews must first be deleted.

To delete a Template:


2. On the Template Library Home page, select the Template you want to Delete.

Sage People displays the Template Library Item Detail page.

3. Check you have selected the right Template, then select Delete:

The Template is deleted and the Template Library home page redisplayed with the deleted Template removed.

Do not delete Custom Fields from the Performance Review object if they are included in a Template that has been used as the basis for one or more Performance Reviews. Deleting fields used in Performance Reviews stops the Performance Review process from working.


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Bulk Performance Review Bulk Performance Review enables you to start Performance Reviews for up to 200 Team Members in a single operation. Bulk Performance Review enables you to use the single operation to combine reviews using Performance Review Templates and legacy (non-Template) reviews.

Team Members cannot have more than one active performance review at any one time, so make sure that the Team Members you select for Bulk Performance Review have no reviews in Draft, Approved, or Revealed status.

To use Bulk Performance Review:

1. Select the people you want to review or create a Team Member View (see page 37) to display the people you want, then select them. You can select all by selecting the Action check box at the head of the list.

2. Select Bulk Performance Review:

Sage People displays the Start Performance Review page:

The Start Performance Review page enables you to control the Reviews, and summarizes the type of Review - Legacy or Performance Review Template - to be used for each of the people you have selected.


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Manager Review Only Checkbox. If checked, the Self Performance Review is not created. Only the manager participates in the performance review. Team Members you want to participate must be registered users of Sage People. If not checked and the Team Member is a registered user of Sage People, the self performance review is created for the team member.

Mid-Year Review Checkbox. If checked, the performance reviews use the Mid-Year Review process. Overridden by a Template selected in Template Library Item.

Template Library Item Picklist. If you are using Performance Review Templates, select the picklist and choose the Template. A Template selected here overrides:

• The Mid-Year Review checkbox; the Template is used in preference to the Mid-Year Review process.

• Any Default Performance Review Templates defined on the Policies assigned to the Team Members selected for Review.

If you are using Performance Review Templates for any of the people you have selected for Review, you must select a Template. Until you select a Template, the Summary (Templates) section carries the message: The following Team Members will be skipped (no Template selected):

When you select a Template, the Summary (Templates) section is updated:

4. Select Initiate.

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Maintaining Supporting Processes

Maintaining Supporting Processes HR Noticeboard

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HR Noticeboard The Sage People HR Noticeboard enables you to set up text and image messages for display on specific WX pages. These HR Notices can be used for a range of purposes. For example:

• A reminder for managers to use SMART objectives when creating a new objective for a team member. The notice would appear on the New Objective page and be visible to managers.

• A reminder for all team members that the process for booking training in your organization has changed. The notice would appear on the New Training page and be visible to all Portal users.

• A notice for all Team Members that your organization is now using Sage People Timesheets for time logging. The notice would appear at the top of every team member's WX Service hosting Timesheets.

You can use the HR Noticeboard to display notices in the header and footer areas of WX pages:

Each HR Notice:

• Is for display on specific WX pages.

• Can include formatted text, images, and links.


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• Can be time limited, with start and end dates.

• Can be displayed to all WX users, just to Team Members, or just to managers.

• Can apply to a single Policy, Policies within a Policy Group, or to all Policies.

• Can apply to a single locale, or to all.

• Can be one of several messages displayed on the same page. You control the order in which they are displayed.

Adding a New HR Notice You can add HR Notices independently to WX Services and WX Processes - there is no link between Service and Process for HR Notices. You can also reuse existing, pre-WX HR Notices in WX.

Some pre-configuration is needed - ask your Administrator if you do not have access:

• Add the WX Service and WX Process fields to the HR Notice page layout (see page 186).

• Add the HR Noticeboard Related List to the WX Service Detail page (see page 187).

When configured, you can add a new HR Notice from the HR Noticeboard tab or from the HR Noticeboard Related List displayed on the WX Service Detail page. Both paths give you access to the same HR Notice Add page, with some fields pre-filled for you when you use the Related List displayed on the WX Service Detail page.


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To add a new notice:

Using the HR Noticeboard tab Using the WX Service Related List

5. Select the HR Noticeboard tab. Sage People displays the HR Noticeboard Home page.

Select the WX Services tab.

• To add an HR Notice to a specific WX Service, select that Service.

• To add an HR Notice to a WX Process, select any Service.

Sage People displays the WX Service Detail page with the HR Noticeboard Related List.

6. Check the list of existing notices to see if there is a similar notice you can copy as a starting point for the one you want to create. If there is, go to Copying a Notice for the HR Noticeboard (see page 185). If there is no similar notice, select New.

On the WX Service Detail page, go to the HR Noticeboard Related List and select New HR Notice.

Sage People displays the HR Notice Add page:


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Information section

HR Notice Name Text. A unique name for this Notice. Use a name that makes the Notice easy to find for future use.

Fairsail Page Not used.

Location Picklist. Select from:

• Header

• Footer SubHeader and SubFooter are not used.

Order Number. When there is more than one Notice to appear in the same location on the same page, notices are displayed at the same time, in numerical order from top to bottom.

Locale Picklist. If you want this Notice to be displayed to Team Members with a particular locale setting, select the picklist and choose the locale. If you want the Notice to be displayed to Team Members with any locale setting, leave Locale set to None.

Policy If you want this Notice to be displayed to Team Members assigned to a specific Policy, select Policy Lookup , find and select the Policy you want. If you want the Notice to be displayed to Team Members assigned to any Policy, leave Policy blank. Use either Policy or Policy Group; do not complete both fields.

Policy Group If you want this Notice to be displayed to Team Members assigned to all Policies within a Policy Group, enter the Policy Group name. If you want the Notice to be displayed to Team Members regardless of their Policy Group, leave Policy Group blank. Use either Policy Group or Policy; do not complete both fields.

WX Service The name of the WX Service you want to host the Notice. Automatically completed for you with the name of the Service you selected at the start of this procedure.

To choose a different WX Service, select WX Service Lookup , find and select the Service you want. To add a Notice to a WX Process rather than a WX Service, leave this field blank and complete WX Process.

• If you specify a WX Service and leave WX Process blank, the Notice is displayed on the Service page and not on the pages for the underlying Processes.

• If you leave WX Service blank and specify a WX Process, the Notice is displayed on the Process page and not on the Service page.

WX Process The WX Process you want to host the Notice.

Select WX Process Lookup , find and select the Process you want. To add a Notice to a WX Service rather than a WX Process, leave this field blank and complete WX Service.

• If you specify a WX Process and leave WX Service blank, the Notice is displayed on the Process page and not on the Service page.

• If you leave WX Process blank and specify a WX Service, the Notice is displayed on the Service page and not on the Process page.


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Notice to be displayed section

Notice Type Picklist. Select the picklist and choose the type of notice you want to display:

• Image When selected, displays Image and Image Aspect Ratio fields.

• Plain Text When selected, displays Plain Text field.

• Image and Plain Text When selected, displays Plain Text, Image, and Image Aspect Ratio fields. Plain text is displayed below the image on the WX page.

• Rich Text When selected, displays Text field with text controls.

Image Displayed if you select Image or Image and Plain Text as the Notice Type.

Select Choose file, find and select the image you want. A preview of the image is displayed below Image Aspect Ratio. Images are displayed responsively, adapting to the browser window size you are viewing.

Image Aspect Ratio Displayed if you select Image or Image and Plain Text as the Notice Type. Use to help you choose an image that works on display aspect ratios used by your WX Team Members. Picklist. Select the picklist and choose the aspect ratio you want to use for the image. WX displays a mask on the image, indicating how the image will be cropped when displayed at the aspect ratio selected. The mask covers the part of the image to be hidden. WX does not enable you to resize the image - use image manipulation software to produce an image fitting the aspect ratio of the tile.

Plain Text Displayed if you select Plain Text or Image and Plain Text as the Notice Type. Enter the text content of the notice.

Text Displayed if you select Rich Text as the Notice Type. Enter the content of the notice. Use the text controls to format the text style and position:

You can also include images and links, but bear in mind that images included here are not displayed responsively - they remain as static images regardless of the size of the browser window.

Filter notices that appear section

Show To Team Member Checkbox. If checked the Notice is displayed if the user is a team member.

Show To Manager Checkbox. If checked the Notice is displayed if the user is a manager.

Show To Other Checkbox. If checked the Notice is displayed to anyone who is not the Team Member and not in the Team Member's management hierarchy when they view the Team Member's page in WX.

Start Date The date from which the notice is to be displayed. If left blank, the notice is visible to the target audience as soon as it has been saved.

End Date The date from which the notice is to be removed. If left blank, the notice is permanently displayed until it is deleted or filter details are changed to effectively remove it from view.


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4. Select: o Save to save the Notice and go to the HR Notice Complete page. o Save & New to save the Notice and create another. o Cancel to discard your changes.

Saved HR Notices are:

• Added to the HR Noticeboard tab.

• Added to the HR Noticeboard Related List for the hosting WX Service.

• Displayed on the WX Service and Process pages you have chosen, subject to any filters you have specified on the HR Notice page.

Editing a Notice You can edit an existing HR Notice to change any of its attributes, including:

• The content of the notice.

• The WX page(s) on which it is displayed.

• Its position on the page.

• The filters applying to it: o Who sees it. o Start and end dates.

Editing a notice that is in use updates the notice next time a user refreshes the page displaying the notice.

To edit an existing notice:

1. Select the HR Noticeboard tab.

Sage People displays the HR Noticeboard Home page.

2. Select Go next to the View picklist:

Sage People displays the list of available HR Notices.

3. Select Edit next to the HR Notice you want to edit:

Sage People displays the HR Notice Edit page.

4. Make the changes you need.

5. Select Save.


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Copying a Notice You can often create a new notice by copying an existing one, saving it under a new name and making the changes necessary to the copy. The process offers a short cut when a new notice shares many features with an existing one.

To copy an existing notice:

1. Select the HR Noticeboard tab.

Sage People displays the HR Noticeboard Home page.

2. Select a View that displays the Notice you want to copy and select Go.

3. From the list of Notices select the one you want to copy and select the Notice Name:

Sage People displays the HR Notice Detail page.

4. Select Clone:

Sage People displays the New HR Notice page.

5. Rename the Notice and make the changes you need, completing the fields as described in Adding a New Notice... (see page 180)

6. Select Save to save and close the Notice.


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Adding WX Fields to HR Noticeboard Page Layout 1. Go to Setup > App Setup > Create > Objects

1. Scroll down to find the HR Notice object and select the Label.

Sage People displays the Custom Object Detail page.

2. Go to the Page Layout section and select Edit for HR Notice Layout.

3. Select Fields in the left panel of the HR Notice Layout selector.

4. Drag and drop the three fields WX Service, WX Process and Show To Other on to the HR Notice Sample layout.

Suggested locations: o WX Service and WX Process immediately below HR Notice Name. o Show To Other below Show To Manager in the Filter notices... section.

5. Select Save.

Next time you display or refresh HR Notice Detail or HR Notice Edit pages, the new fields are included in the display.


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Adding the HR Noticeboard Related List By default, the WX Service Page Layout does not display the HR Noticeboard Related List. The Related List enables you to add Notices to Services and Processes from the WX Service Detail page.

To add the HR Noticeboard Related List to the WX Service Page Layout:

1. Open any existing WX Service to display the WX Service Detail page.

2. Select Edit Layout.

3. On the page layout select Related Lists from the left panel.

4. Drag and drop the HR Noticeboard Related List into the Related List section of the page.

Suggested location: below the WX Processes Related List.

5. Select Save.

Next time you display or refresh a WX Service Detail page the HR Noticeboard Related List is displayed.

Maintaining Supporting Processes Salary Planning

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Salary Planning Salary Planning enables managers to explore a number of what if... options when planning salary increases for team members. Use the full range of models for salary award distribution, from simple, across the board flat rate increases for all employees to complex award patterns dependent on a combination of factors held in Sage People including:

• Current salary

• Position in salary band

• Time in grade or employment

• Performance rating

• Competency or skill assessment

Salary Planning models can use formulas for calculating the distribution, drawing on Sage People fields. Sage People supplies four standard calculations you can use as supplied, or modify to meet your requirements. Typically, models use one of three methods to produce an HR suggested increase amount or percentage:

• An entered salary pot for each manager.

• Team Member performance rating against salary band.

• Percentage allocation by department, grade, or other factor.

The process can use Sage People Salary Projections. Managers then use Salary Planning to allocate amounts or percentages to each of their direct reports. Salary Planning pages display:

• Key information for each Team Member wherever available, typically including: o Months since last salary award o Current salary o Salary band top and bottom o Latest performance rating

• HR suggested increase amounts and percentages for the complete team and for each Team Member.

• Fields for Manager's proposed figures for the complete team and for each Team Member. Updated each time you save the page and color coded to show if they are in line with or over recommendation.

• A field for the Manager to enter the rationale for an award.

• The effective date for any award. This is determined by a policy option and can be: o A fixed date in the year. o On the anniversary of a Team Member's start date. o On the anniversary of a Team Member's last salary award. o On the anniversary of the last salary award that was not an index related or cost of living award.

• A summary table for your team and all subsidiary teams, color coded for ease of use, enabling quick access to all entered salary information with drill down on subsidiary teams. This gives you a complete picture of the planned salary awards for your part of the organization, and the CEO access to all areas.

You also have access to Salary Planning detail for teams run by your direct reports, enabling fine tuning and rebalancing of awards. Entered figures produce separate HR Requests for individual or bulk approval.

To make a fixed percentage-of-salary award to a number of Team Members outside the Salary Planning process, use the Mass Update Team Member View button (see page 44).


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Salary Bands A salary band is a range of values for salaries. You can compare an employee's salary with a band to see where in the band their salary falls.

To enter a Salary Band:

1. Select the Salary Bands tab.

Sage People displays the Salary Bands Home page.

2. Select New.

Sage People displays the New Salary Band page:

3. Enter a Name for the salary band.

4. Enter values for the Bottom and Top of the salary band. You can use local or reporting currencies: o Use local bands to link to Team Members paid in that currency. Do not link Team Members to a local

salary band in a currency they do not use. o If using reporting currency, local currencies are automatically converted to reporting currency.

5. You can specify Quarter 1, Middle, and Quarter 3 values if you want to use a normal distribution from a salary survey.

If you do not specify your own values for Quarter 1, Middle, and Quarter 3, they are calculated for you and entered as an even distribution.

6. Select Save.

When you have set up salary bands for your organization you can link Team Members to the salary bands to set salary ranges for salary planning. To link a Team Member to a Salary Band, go to the Salary Basis section of the Employment Record for the Team Member and enter the correct value in Salary Band.


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Salary Projections Salary projections help you to see the financial impact of salary increases and contribute to salary planning by linking Team Members to the projections.

To create a new salary projection:

1. Select the Salary Projections tab.

Sage People displays the Salary Projections Home page.

2. Select New.

Sage People displays the New Salary Projection page:

3. Enter a Name for the Salary Projection.

4. Enter projected percentage increases depending on salary band quarter and last performance rating.

Enter values: o In each block for salary band Quarters 1 to 4, and for those Team Members currently paid Below Band

and Above Band. o In the Low and High increase fields, to set lower and upper projections. o For each Level of the performance rating scales you use, with 1 in the Salary Projection mapping to the

lowest performance rating.

5. Select Save.

Maintaining Supporting Processes Reports and Dashboards

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Reports and Dashboards

Reports Dashboards

• Are available in a range of formats.

• Support multiple objects.

• Can be exported to Excel, as data only, or formatted.

• Use Report Folders to enable sharing.

• Are based on custom reports held in Report Folders.

• Support up to 20 separate components as graphics.

• Use Dashboard Folders to enable sharing.

• Viewers need access to the Report Folders holding the Dashboard component source data.

Pre-defined Reports and Dashboards Supplied with Sage People HCM Sage People HCM includes a number of pre-defined reports and dashboards. You can use these as configured, or re-configure them to meet your exact requirements.

Reports and dashboards are stored in folders:

• Fairsail Administration (see page 192)

General reports offering a range of Team Member analysis including headcount, absence and vacation statistics, starters and leavers, country, department, and manager breakdowns.

• Fairsail Analytics (see page 194)

Dashboards supporting Performance Management, Salary Planning, Talent Management, and Training and Development.

• Performance Management (see page 195)

Reporting on Objectives, Performance Reviews, and Targets.

• Salary Planning (see page 196)

Salary and bonus analysis and projections, compensation and benefits analysis.

• Talent Succession Planning (see page 199)

Team Member age analysis and a range of reports derived from Talent Plan data, including performance, potential, and reasons to leave.

• Time Off Management (see page 201)

Analysis of vacation, sickness, and other absence.

• Training Development (see page 203)

Analysis of competencies, skills and development needs for Team Members.

• Turnover Report (see page 204)

A dedicated report enabling you to analyze employee turnover using a number of different bases.


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Fairsail Administration

Report Description

Action Emails Action Events grouped by Action Event Pattern.

Active Users All Active Users in your Org with summary information and last login date and time.

Birthdays in Next 60 Days Team Member birthdays, listed in date order from today's date.

Departments by HR Manager HR Departments, grouped by HR Manager.

EEO Equal Employment Opportunity monitoring, listing team member details including gender and ethnicity.

HCM Absence / % of Work Time Absence as a percentage of total time worked by team member, summarized by location or by other Team Member, Employment, Absence, or Activity field.

HCM Absence Cost Accrual Financial cost of absence by Team Member, summarized by function or by other Team Member, Employment, Absence, or Activity field.

HCM High Potential w High Risk Team Members who are identified on the Talent Plan with high potential and at high risk of leaving. The report also includes the talent plan assessment of the impact of their loss.

HCM Historic Heads & Leavers Headcount and leavers per quarter over the last year, summarized by division. The report also displays Team Member details including:

• Name.

• Country of employment.

• Hire date.

• End date for leavers.

• Function. HCM Objective Progress Team Members with their progress against objectives, summarized by progress

(ongoing on track; ongoing above track; closed achieved and so on) or by other Objective or Team Member field.

HCM Objectives by Department Team Members with their progress against objectives, summarized by department or by other Objective or Team Member field.

HCM Starters by Location Team Members starting in the last full calendar year, summarized by location.

HCM Starters by Team Team Members starting in the last full calendar year, summarized by function.

HCM Summary of Employee Potential

Team Member potential as identified on the Talent Plan, summarized by level of potential within country.

HCM Summary of Loss Impact Team Member impact of loss as identified on the Talent Plan, summarized by risk of leaving within impact of loss.

HCM Team Members (By Country)

Team Members summarized by country and including a bar chart. The report displays Team Member details including: HR Department

• Employment status.

• Grade.

• Manager.

• Continuous service date.

• Years employment.

• Salary information.


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Report Description

HCM Team Members (By Department)

Team Members summarized by function. The report displays Team Member details including:

• Country

• Employment status

• Grade

• Manager

• Continuous service date

• Years employment

• Salary information. HRIS Bradford Score Team Member's absences with their associated Bradford Scores.

Leavers by Location Team Members who left your organization in the last year, complete with start and end dates. Summarized by location or by other Team Member or Employment Record field.

Leavers by Team Team Members who left your organization in the last year, complete with start and end dates. Summarized by function (team) or by other Team Member or Employment Record field.

Login Wall of Shame Active users who have not logged in in the last 30 days.

Logins in Last 30 Days Active users who have logged in in the last 30 days.

Managers and Team Members Team Members summarized by Manager. The report also includes:

• Department

• Team Member email

• Personnel number

• Total number reporting to each manager. User Adoption Analysis of last login data with name, department, division, and job title, over a time

period chosen by you.

Users Cumulative Logins Total number of logins by User name with department, division, and job title, over a time period chosen by you.


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Fairsail Analytics

Dashboard Description

Fairsail Adoption Dashboard A number of indicators of adoption, looking back over the last 30 days and including:

• Number of users logging in, and total number of users.

• Most active and least active users.

• Graphical display of: o Cumulative logins o Proportion of users logging in

HR Analytics Basic data including:

• Total headcount

• Salary cost

• Headcount and salary cost by: o Country o Division o Number of years service o Age range o Gender

Performance Management Graphical display of performance indicators including:

• Average performance rating by manager.

• Overall performance as a ratings average.

• Number of performance reviews by country.

• Average performance by department.

• Progress against objectives.

• Performance ratings. Salary Planning Graphical display including:

• Number of Team Members in each salary band.

• Performance rating by salary band.

• Projected salary award totals by manager. Talent Management Graphical display including:

• Age ranges by number of years employed.

• Number of Team Members with each Talent Plan potential score.

• Number of Team Members in each Talent Plan Reason to Leave category.

• Talent Plan potential ratings against performance rating. Training and Development Graphical display including numbers of Team Members:

• With each development need.

• With skills in each skill area.

• With each competency.


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Performance Management

Report Description

Current Performance Review Bias

Performance Reviews analyzed by manager for the most recent completed Team Member reviews. The report uses standard deviation and difference from ideal mean to reveal overly harsh or overly generous reviews.

Draft Performance Review Bias Performance Reviews analyzed by manager for uncompleted Team Member reviews. The report uses standard deviation and difference from ideal mean to reveal overly harsh or overly generous reviews.

Objectives at risk Objectives summarized by progress category: ongoing above track; ongoing on track; ongoing below track; closed completed and so on. The report includes a bar chart showing progress category broken down by department.

Objectives by action due Objectives summarized by action: manager approve or edit; manager review; team member confirm or edit and so on. The report includes:

• Team Member department and manager

• Objective name.

• Objective start and end dates.

• Next objective review date. Performance by Department Average performance scores drawn from completed performance reviews and

summarized by HR Department.

Performance Review Distribution

Current performance review ratings summarized by country. The report shows the number of Team Members rated in each category from Development Need to Exceeds Expectations, broken down by country and with the total number of rated Team Members in each country. The report includes a bar chart showing rating category by country.

Targets Multicurrency Sales targets and actuals by Team Member, summarized by manager. The report includes:

• Target name.

• Target currency.

• Target value for the financial year in local and reporting currencies.

• Actuals for the year to date in local and reporting currencies.

• Percentage achieved for the year to date.

• Progress: above track, on track and so on.


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Salary Planning

Report Description

Bonus Projection Projected value of planned bonuses for all Team Members, summarized by manager. The report also displays:

• Current annualized salary.

• Bonus percentage. Compensation and Benefits Annualized value of Team Members' salary and benefits in your organization's

reporting currency. Summarized by country. Individual benefits are listed for each Team Member, along with the value of each benefit, and the total value of all benefits.

Employee Cost By Country Annualized cost of all Team Members by country in your organization's reporting currency. The report displays for each country:

• Total annual salary.

• Total benefits.

• Average per Team Member. The report also displays grand totals for your complete organization.

HCM Salary History The most recent salary review awarded to each Team Member. The report displays:

• Annual salary in local and reporting currencies.

• Salary record number (linked to the salary record).

• Salary amount following the last salary award, per paid time unit; for hourly paid employees this is an hourly amount. In local and reporting currencies.

• Annualized salary amount following the last salary award, in local and reporting currencies.

• Exchange rate used to convert local to reporting currency.

• Date and time of the last currency recalculation.

• Reason for the last salary award. HCM Team Members (By Sal Band Position)

Team Member position against salary band as a percentage, summarized by country. The report displays:

• Work Days Pattern.

• Department.

• Employment status.

• Grade.

• Manager.

• Continuous service date.

• Salary band position as a percentage.

• Years employment.

• Annual salary, in local and reporting currencies.

• Salary currency.

• Average salary band position for the country. The report includes a bar chart displaying average salary band percentage by country.


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Proposed Salary Increases Proposed but not yet approved salary increases for all Team Members, summarized by manager. For each Team Member the report displays:

• Name.

• Current salary.

• Proposed increase amount and percentage.

• High projection amount and percentage.

• Rationale. Salary Point in Time Team Member salaries on a specified date. For today's date configure the filter logic

as follows: Filter Logic: 1 AND (2 OR 3)

1. Start Date less or equal "<insert today's date here>"

2. Next Start Date greater than "<insert today's date here>"

3. Next Start Date equals "" For each Team Member the report displays:

• Name.

• Country and Location.

• HR Department.

• Job Title.

• Employment Status.

• Manager.

• Annual Salary at the date specified.

• Salary Currency.

• Start Date for the salary.

• Next Salary Start Date.

• Previous Salary Start Date. Salary Position in Bands Team Member distribution by Salary Band, with each Team Member's position

indicated by Salary Band Quarter. For each Salary Band the report displays:

• Salary Band Name.

• Number of employees per Salary Band Quarter.

• Total number of employees per Salary Band.

• Team Member Name.

• Salary Currency Name.

• Current Annual Salary in local and reporting currencies.

• Bottom and top values.

• Overall grand total number of employees in all salary band quarters. The report includes a bar chart showing employee distribution by Salary Band Quarter within Salary Band.

Salary Position vs. Performance Rating

Team Member numbers allocated to each Salary Band Quarter, broken down by Performance Review Rating. The report includes a stacked bar chart.


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Salary Projection Current Review

Team Member salary projections with current Performance Review Ratings, summarized by manager. For each Team Member the report displays:

• Current Salary Start Date.

• Annual Salary.

• Salary Band position as a percentage.

• Performance Rating.

• Low and High Salary Projection Percentages.

• Low and High Salary Projection Amounts. The report includes a bar chart showing the total high projection increase amounts per manager.

Time Since Salary Increase v Performance

Number of months since the last salary change for each of the current Talent Plan Performance Rating groups. The report offers full drill down.


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Talent Succession Planning

Report Description

Age Range of Team Members Team Members summarized by age range. The report displays the number of Team Members in each 5 year age band: 15 to 19 years old, 20 to 24, and so on. Drill down by any Team Member field within age band. The report includes a funnel chart.

Age vs Years Employed Team Members in each age range, broken down by the number of years they have worked for your organization. Drill down by any Team Member field within age band. The report includes a stacked bar chart.

Talent Plan People to Retain Team Members identified in the Talent Plan as high performers with high or medium potential, and with a high or medium risk of leaving. For each identified Team Member the report displays:

• Manager.

• Current Talent Plan number, linked to the Talent Plan.

• Current Talent Plan Performance Rating and Potential.

• Current Talent Plan Risk of Leaving.

• Assessed Impact of Loss. The report includes a bar chart showing the number of Team Members in each Reason to Leave category.

Talent Plan Performance vs Potential

Number of Team Members displayed in a matrix of potential against performance rating, derived from the Talent Plan. Select high, medium, or low potential and drill down by any Team Member or Talent Plan field.

Talent Plan Reason to Leave by Manager

Number of Team Members summarized by manager for each of the Talent Plan Reasons to Leave. Select managers and drill down by any Team Member or Talent Plan field.

Team Members By Competencies

Team Members summarized by average competency assessment score. For each identified Team Member the report displays:

• Country.

• Team.

• Report Line. Select a Team Member and drill down by a range of fields from the Talent Plan, Performance Review, Competency Assessment, Salary, Employment, or Team Member records.

Team Members By Performance

Team Members summarized by Talent Plan Performance Rating. For each identified Team Member the report displays:

• Country.

• Team.

• Report Line. Select a performance rating and drill down by a range of fields from the Talent Plan, Performance Review, Competency Assessment, Salary, Employment, or Team Member records.


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Team Members By Potential Team Members summarized by Talent Plan Potential. For each identified Team Member the report displays:

• Country.

• Team.

• Report Line. Select a potential rating and drill down by a range of fields from the Talent Plan, Performance Review, Competency Assessment, Salary, Employment, or Team Member records.


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Time Off Management

Report Description

FMLA Balance Remaining Team Members who have taken FMLA qualifying leave in the last 12 months, with the amount taken and the permitted balance outstanding. Balance outstanding is displayed as a rolling total, typically as a number of hours remaining from the 12 week permitted FMLA total in any rolling 12 month period. You can select Team Members and drill down by a range of Employment Record and Absence fields.

HCM Absence by Location & Month

Team Member approved absences summarized by location and then by month. For each Team Member absence the report displays:

• Team Member full name.

• Country.


• Reason for absence.

• End Date.

• Duration.

• HR Department.

• Status of the absence request: confirmation that it has been approved. Total durations are displayed for each location and for each month within location.

HCM Absence by Team Member Team Member approved absences. For each absence the report displays:

• Country.



• Start Date

• End Date.

• Duration.

• Location.

• HR Department.

• Status of the absence request: confirmation that it has been approved. HCM Absences by Team & Month

Team Member approved absences summarized by team and then by month. For each Team Member absence the report displays:


• Country.



• End Date.

• Duration.

• Location

• Status of the absence request: confirmation that it has been approved. Total durations are displayed for each team and for each month within team.


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HCM Vacation Days by Month Team Member vacation taken by month, summarized by HR Department. For each vacation month the report displays:


• Country.


• Reason.

• End Date.

• Duration.

• Vacation allowance per year.

• Status of the vacation request: approved, pending and so on. Total durations are displayed for each HR Department and for each month within HR Department. The report includes a pie chart displaying vacation days taken per month.

HCM Absence Team Member approved absences summarized by location. For each absence the report displays:


• HR Department.

• Country.


• Reason.

• Start and End Dates.

• Duration.

• Status of the absence request: confirmation that it has been approved. Total durations are displayed for each location.

HCM Vacation Team Member vacation summarized by location. For each vacation the report displays:


• HR Department.

• Country.


• Reason.

• Start and End Dates.

• Duration.

• The Team Member's vacation allowance per year.

• Status of the vacation request: approved, pending and so on. Total durations are displayed for each location, and a grand total at the bottom of the report. You can select a location and drill down by Team Member, Employment Record, Absence, or Activities fields. The report includes a pie chart summarizing vacation by location.


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Training Development

Report Description

Average Competencies All competencies defined for your organization with average Team Member scores for each. You can select competencies and drill down on competency and competency assessment fields. The report includes a bar chart, showing competency strengths and weaknesses across your organization.

Competency Assessment by Action Due

Currently active competency assessments summarized by Action due. Possible actions include:

• Manager: Start

• Team Member: Start

• Manager: Manager Assessment

• Team Member: Self Assessment

• Manager: Close

• Team Member: Close For each assessment the report displays:

• Team Member name.

• Start, Close, and End Dates

• A Team Member Active check box.

• A Manager Active check box.

• The number of other assessors active. You can select an Action type and drill down by Competency Assessment or Team Member fields.

Development Needs and Team Members

Development Needs summarized by area and broken down by item within each area. For each item the report displays:

• Team Member names identified with the development need.

• Team Member's Manager.

• Team Member's department. You can select an item and drill down by Development Need or Team Member field. The report includes a bar chart showing the number of Team Members with development needs in each area.

Skills and Team Members All skills defined for your organization summarized by area. For each area the report displays the number of Team Members with skills in that area, and for each skill within area, the number of Team Members with that skill. Each Skill is linked to the Skill Library Item detail page, enabling you to display the list of Team Members with that skill. You can select an area and drill down by Skill or Team Member field. The report includes a bar chart showing the number of Team Members with skills in each area.

Team Members by Competency Scores

All competencies defined for your organization with the scores for each Team Member assessed against each competency. Average scores are also displayed for each competency. You can select a competency and drill down by Team Member, Competency, Competency Assessment, Indicator, or Indicator Comment.


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Turnover Report The Sage People Turnover report provides comprehensive analysis of employee turnover, drawing on team member data held in Sage People HCM. The default format enables you to display the data using a range of bases, and you can further customize your analysis by selecting fields from a field set to break the data down differently.

To display the Turnover report:

1. In WX go to the address bar and enter:

fhcm2__turnover

immediately following apex/

For example:

https://fhcm2.eu2.visual.force.com/apex/fhcm2__turnover

2. Select Enter.


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What the Turnover Report Shows


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Changing the Time Period

The Turnover report displays a window of data drawn from 12 consecutive time periods, and defaults to monthly data running back from the most recent complete period. Select the buttons to change the frequency of the analysis:

• By Quarter

Displays data for every third month, running back for 12 quarters from the most recently completed 3-month period.

For example, running the report in mid-February 2016 displays data for January 2016, October 2015, and so on, back to April 2013.


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• By Year

Displays data for every twelfth month, running back for 12 years from the most recently completed 12-month period.

For example, running the report in mid-February 2016 displays data for January 2014, January 2013, and so on, back to January 2005.

Use the scroll buttons to move the display window backwards or forwards one time period at a time. The window remains 12 time periods wide:

Select Now to redisplay the report running back from the most recently completed time period:

Changing the Data Category

The Turnover report bar chart shows the total number of employees per time period. The data table breaks that data down by category and displays one row of data for each item in the category, unassigned employees in a None group at the top, then in alphabetical order from top to bottom:


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Select the buttons to change the break down category. By default you can choose from:

• By Basis

The Team Member's employment basis such as Full Time, Part Time, Hourly, Salaried. Displays the value in the Basis field from the Team Member's current Employment Record.

• By Country

The Country field from the Team Member record.

• By Department

HR Departments defined for your organization that have employees assigned to them. HR Departments with no employees are ignored.

• By Division

The Division field from the Team Member record.

• By Function

The Team Member's Job Function: the Function field from the Team Member record.

• By Location

The Location field from the Team member record.

• By Manager

The Team Member's current primary manager: the Manager field from the Team Member record.

• By Team

The Team field from the Team member record.

You can change the order in which the buttons are displayed, add or remove buttons by using the Turnover field set on the Team Member object.

In addition to the default category buttons, the Turnover field set includes:

Field Description

Age Range Age, calculated from Birth Date and today's date, rounded down to the last completed whole number multiple of five years. So an Age of 39 years gives an Age Range of 35.

Business The Business field from the Team member record.

Citizenship The country from which the Team member claims citizenship. The Citizenship field from the Team member record. Team Members with no entry in this field are returned as Citizenship None.

Employment Status For example, Active, Temporary, Left. The Employment Status field from the Team Member record.

Ethnicity The Ethnicity field from the Team Member record. Team Members with no entry in this field are returned as Ethnicity None.

Gender The Gender field from the Team Member record. Team Members with no entry in this field are returned as Gender None.

Generation The Generation field from the Team Member record. Generation uses a formula based on Birth Date to assign employees to generations X, Y, or Z. Team Members with no entry in this field are returned as Generation None.

Grade The employment grade the Team Member has in your organization. The Grade field from the Team Member record. Ungraded Team Members are returned as Grade None.

Job Title The Job Title field from the Team Member record. Team Members with no entry in this field are returned as Job Title None.


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Probation Period End Date

The Probation Period End Date field from the Team member record. Team Members with no entry in this field are returned as Probation Period End Date None.

Year Employed The number of years each employee has worked for the organization. The Year Employed field from the Team Member record. Year Employed uses a formula based on the Employment Record Continuous Service Date to calculate the number of years employment.

Years Employed Range

Employees are classified into five year blocks of completed employment - 0, 5, 10, 15, and so on. The Years Employed Range field from the Team Member record. Years Employed Range uses a formula to round the number of years employed down to the last completed whole number multiple of five years.

You can also create your own Data Categories using formula fields (see page 209).

Creating Your Own Data Categories

In addition to the default fields available in the Team Member Turnover Field Set, you can create your own formula fields to use as Turnover Report data categories. In summary:

1. Create a new Custom Field, typically on the Team Member or Employment Record objects, using the Formula Data Type.

The field is automatically added to the list of fields available for the Turnover Field Set.

2. Edit the Turnover Field Set by dragging and dropping the new field into the Field Set.

The new field is automatically added as a data category button on the Turnover report.

3. Select the new Data Category button to group data in line with the formula you created.

Example: Group Countries by Region

Purpose

To group employees by geographic region based on the Country field (fHCM2__Country__c) as recorded in their Team Member records. This example uses the regions:

• APAC (Asia Pacific)

• EMEA (Europe, Middle East, Africa)

• NA (North America)

Team Member records showing countries not assigned to these regions display under the country names.

How

1. Go to Setup > App Setup > Create > Objects.

2. Select the Label for the Team Member object.

3. In Custom Fields & Relationships, select New:

Sage People displays the New Custom Field wizard.


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4. Select the Formula Data Type:

5. Select Next.

6. In Field Label enter Region.

Sage People automatically completes Field Name with the Field Label you entered.

7. Select the Text Formula Return Type:

8. Select Next.


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9. In Region (Text) enter the formula: CASE(fHCM2__Country__c ,

"Canada", "NA",

"China", "APAC",

"Denmark", "EMEA",

"France", "EMEA",

"Germany", "EMEA",

"Ireland", "EMEA",

"Singapore", "APAC",

"Sweden", "EMEA",

"UK", "EMEA",

"USA", "NA",

fHCM2__Country__c)

10. In Description enter:

To group Countries by region.

11. In Help Text enter:

Groups Team Members by geographic region using the Country field.

12. Select Next.

13. Set field-level security for the new field to enable access by users assigned to Profiles you want to be able to run the Turnover report.

Typically, set Fairsail Administrator and Fairsail HR Manager to visible, all other Profiles clear:

14. Select Next.


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15. In Add to page layouts, uncheck all Page Layouts unless you want to add the Region field by default to a page layout:

16. Select Save.

Sage People displays the Team Member Custom Object page.

17. Select Field Sets and select Edit for the Turnover Field Set:

18. Drag and drop the Region field into the Field Set:

19. Select Save.


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20. Go to the Turnover Report and select By Region:

The data table displays the newly defined regional grouping:

Example: Exclude Involuntary Leavers

Purpose

To exclude involuntary terminations from the Turnover Report based on the Reason For Leaving field (Reason_For_Leaving__c) as recorded in their Team Member records. This example also excludes Team Members with either:

• The Job Title Intern

• The Full Name Test

How

1. Go to Setup > App Setup > Create > Objects.

2. Select the Label for the Employment Record object.

3. In Custom Fields & Relationships, select New:

Sage People displays the New Custom Field wizard.


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4. Select the Formula Data Type:

5. Select Next.

6. In Field Label enter Exclude Involuntary.

Sage People automatically completes Field Name with the Field Label you entered.

7. Select the Text Formula Return Type:

8. Select Next.


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9. In Exclude Involuntary (Text) enter the formula: IF

(ISPICKVAL

(Reason_For_Leaving__c, "Involuntary")

|| CONTAINS

(fHCM2__Team_Member__r.fHCM2__Job_Title__c, "Intern")

|| CONTAINS

( fHCM2__Team_Member__r.fHCM2__Name_Full__c, "Test"),

"Yes",

"No")

10. In Description enter:

To identify Involuntary leavers, interns, and test users.

11. In Help Text enter:

Returns Yes if Reason for leaving is Involuntary, Job Title is Intern, or Full Name is Test. Otherwise returns No.

12. Select Next.

13. Set field-level security for the new field to enable access by users assigned to Profiles you want to be able to run the Turnover report.

Typically, set Fairsail Administrator and Fairsail HR Manager to visible, all other Profiles clear:

14. Select Next.


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15. In Add to page layouts, uncheck all Page Layouts unless you want to add the Region field by default to a page layout:

16. Select Save.

Sage People displays the Team Member Custom Object page.

17. Select Field Sets and select Edit for the Turnover Field Set:

18. In the left panel select Current Employment to display the fields in the Employment Record.

19. Drag and drop the Exclude Involuntary field into the Field Set:

20. Select Save.


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21. Go to the Turnover Report and select By Exclude Involuntary:

The data table displays the newly defined regional grouping:


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More Example Formulas

Follow the steps in the full examples to create a formula field (see page 209). Use the example formulas in this section to help you create the formula to display the data category you want on the Turnover Report.

Identify Employees in a given Country and Contractors

Purpose

To identify employees in China and all contractors working with Full Time Equivalent values of less than 1.

Special fields

On the Employment Record, two formula fields:

• Include Contractors1

IF(ISPICKVAL(Contract_Type__c, "Indefinite") && (ISPICKVAL(fHCM2__Basis__c, "Contractor")),

IF(fHCM2__FTE__c >=1,"Include","Exclude"),

"")

Evaluates special picklist field Contract Type and generic picklist field Basis to identify Contractors with Contract Type Indefinite, then evaluates the FTE values for those contractors.

Returns Include for those Indefinite Contractors who are full time, and Exclude for those who are less than full time. Returns null if those conditions are not met.

• Include Contractors2

IF(ISPICKVAL(Contract_Type__c, "Definite") && (ISPICKVAL(fHCM2__Basis__c, "Contractor") && Contract_Length_Days__c >=90),

IF(fHCM2__FTE__c >=1,"Include","Exclude"),

"")

Evaluates special picklist field Contract Type, generic picklist field Basis, and special field Contract Length Days to identify Contractors with Contract Type Definite and a Contract Length of 90 days or more, then evaluates the FTE values for those contractors.

Returns Include for those Definite Contractors with contracts of 90 days or more who are full time, and Exclude for those who are less than full time. Returns null if those conditions are not met.

Formula IF(fHCM2__Country__c = "China" || fHCM2__Current_Employment__r.Include_Contractors1__c = "Exclude" || fHCM2__Current_Employment__r.Include_Contractors2__c = "Exclude", "Contract & China", "All Other Employees")

• Evaluates Country and returns Contract & China when Country is China. Returns All Other Employees when Country is not China.

• Evaluates Include Contractors1 and returns Contract & China when the value is Exclude. Returns All Other Employees when value is not Exclude.

Evaluates Include Contractors2 and returns Contract & China when the value is Exclude. Returns All Other Employees when value is not Exclude.


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Identify Key Talent

Purpose

To identify high value employees using Talent Plan ratings.

Formula IF(ISPICKVAL(fHCM2__Current_Talent_Plan__r.fHCM2__Potential__c, "High") || ISPICKVAL(fHCM2__Current_Talent_Plan__r.fHCM2__Performance_Rating__c, "Exceeds Expectations") || (IF(ISPICKVAL(fHCM2__Current_Talent_Plan__r.fHCM2__Impact_of_Loss__c, "N/A") || ISPICKVAL(fHCM2__Current_Talent_Plan__r.fHCM2__Impact_of_Loss__c, "High") || ISPICKVAL(fHCM2__Current_Talent_Plan__r.fHCM2__Impact_of_Loss__c, "Medium"), 0, VALUE(LEFT(TEXT(fHCM2__Current_Talent_Plan__r.fHCM2__Impact_of_Loss__c),1))) >= 7), "Key Talent", "All Others")

• Evaluates Talent Plan Potential rating and returns Key Talent when Potential is High.

• Evaluates Talent Plan Performance Rating and returns Key Talent when Rating is Exceeds Expectations.

• Evaluates Talent Plan Impact of Loss and returns Key Talent when Impact of Loss is High, Medium, or N/A.

Early Talent Plans used Impact of Loss text values in the picklist.

• Evaluates Talent Plan Impact of Loss and returns Key Talent when Impact of Loss is 7 or above.

More recent Talent Plans use a numeric rating from 1 to 9.

Returns All Others when none of evaluated fields returns Key Talent.

Identify Employees in a given Country and Voluntary Leavers

Purpose

To identify employees in India and all voluntary leavers.

Formula IF(fHCM2__Current_Employment__r.fHCM2__Reason_For_Leaving__c <> "Involuntary" || fHCM2__Country__c = "India","Voluntary & India","All Others")

• Evaluates Reason For Leaving and returns Voluntary & India when Reason For Leaving is not Involuntary.

• Evaluates Country and returns Voluntary & India when Country is India.

Returns All Others when the evaluated fields contain any other values.


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Calculations

Staff or labor turnover is the rate at which an employer organization loses employees, expressed as a percentage of headcount and typically annualized. A general form of the calculation of turnover is:

To calculate turnover as displayed in the Turnover Report, Sage People uses:

• Headcount

• New hires during the periods under review - months, quarters, or years.

A new hire is an employee with a Current Employment Start Date during the period, and no End Date.

• Terminations during the periods under review.

A termination is an employee with a Current Employment End Date during the period.

The Turnover report displays headcount against annualized turnover for a range of time periods, as well as turnover figures for each month, quarter, or year.

The formula used to calculate turnover for each period is:

Period turnover % =

where:

Average Headcount =

where:

Value at end of period =

where:

New hires All employees with Current Employment Start Date during the month, and no End Date.

Terminations All employees with Current Employment End Date during the month.

The formula used to calculate overall turnover is:

Overall turnover % =

where:

Average Headcount =

where:

Value at end of period =


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Example: Turnover Report by Month

1. With Sage People WX displayed, go to the address bar and enter:

turnover


For example:

https://fhcm2.eu2.visual.force.com/apex/turnover

2. With the Turnover Report displayed, select By Month.

3. Use the scroll buttons and to select the time period you want to display. The chart and data table remain 12 months wide.

The example uses data from February 2015 to January 2016.

For each month in the display, the chart shows:

• A total headcount bar.

• An annualized turnover rate line.

Hover to display data values:


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For the overall report the data table shows figures for the whole period:

All annualized turnover data points displayed on the line chart use the same calculation method:

1. Calculate the average headcount over the previous 12 months:

a. Take the starting headcount 12 months ago.

b. Calculate the headcount at the end of the 12 month period by adding the total number of new hires and subtracting the total number of terminations.

c. Add the starting headcount and the headcount at the end of the 12 months and divide by 2.

2. Take the total number of terminations in the previous 12 months and divide it by the average headcount over the previous 12 months.

3. Multiply the result by 100 to convert it to a percentage.

When repeated for each month through the year the calculation produces a rolling, month by month series of annualized turnover figures.


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Example: Turnover Report by Quarter

1. With Sage People WX displayed, go to the address bar and enter:

turnover


For example:

https://fhcm2.eu2.visual.force.com/apex/turnover

2. With the Turnover Report displayed, select By Quarter.

3. Use the scroll buttons and to select the time period you want to display. The chart and data table remain 12 quarters wide.

The calculation uses the same logic as that for monthly data (see page 221); in place of months, substitute quarters. Each annualized turnover data point displayed on the line chart use the same calculation method:

1. Calculate the average headcount over the previous 12 quarters:

a. Take the starting headcount 12 quarters ago.

b. Calculate the headcount at the end of the 12 quarter period by adding the total number of new hires and subtracting the total number of terminations.

c. Add the starting headcount and the headcount at the end of the 12 quarters and divide by 2.

2. Take the total number of terminations in the previous 12 quarters and divide it by the average headcount over the previous 12 quarters.

3. Multiply the result by 100 to convert it to a percentage.

When repeated for each quarter through the year the calculation produces a rolling, quarter by quarter series of annualized turnover figures.


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Running a Pre-Defined Report To run a report that has already been set up:

1. Select the Reports tab.

Sage People opens the Reports and Dashboards Home page, giving you access to all available reports.

2. Select a view that displays the subset of reports you need: o Use the Type picklist to select Reports:

o Use the Item picklist to select a report subset:

3. Select the report you want to run and select the report name:

• When the report has run, you can modify it by selecting different values in the Report Options fields:


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• Then select Run Report to refresh the data using the new values:

Report Folders Reports can be stored in folders, enabling you to group reports in a way that makes sense to you. The Reports Home page displays all folders available to you in the left panel:

Select a folder to open it and display its contents in the main panel.

You can:

• Use the My Personal Custom Reports folder to store your private reports.

• Store your reports in any folder to which you have access.

• Create your own folder by selecting the create new folder picklist and selecting New Report Folder:


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Report Buttons When you run a report the report page displays a number of buttons at the top of the screen:

Use the buttons as follows:

Button Use

Run Report When you have changed any Report Options, select Run Report to refresh the report with the new values.

Hide/Show Details Collapses (Hide) or expands (Show) the detailed data used to generate the report

Customize Enables you to change the criteria used to generate the report by giving you access to the Report Builder.

Save As Enables you to save a personal copy of the report to your My Personal Reports folder. The copy includes any changes you have made to the original report.

Printable View Exports the report to Excel, retaining all formatting.

Export Details Exports the report to Excel in raw data form,

Report Formats Sage People supports four different report formats:

Tabular reports The simplest and fastest way to view data. A tabular report is similar to a spreadsheet, with an ordered set of fields in columns and the matching records displayed in rows.

Summary reports Similar to tabular reports with the added ability to group rows of data, view subtotals, and create charts from the data. For example, use a summary report to group tasks by week or by team member, or recruitment applications by stage in the recruitment process.

Matrix reports A way of summarizing large amounts of data in a grid. For example, use a matrix report to compare values by two different categories of information.

Joined reports A way of creating multiple report blocks providing different views of your data. Each block of reports can have its own fields, columns, sorting and filtering. Use a joined report to combine data from different report types. You cannot use joined reports for dashboards, and export to Excel is restricted to Printable View. Joined reports are automatically available in all new or updated orgs. If your existing org has not been upgraded recently you might need to enable the Report Builder Upgrade so that you can use joined reports. To enable the upgrade:

• From your User menu select Setup and go to App Setup > Customize > Reports & Dashboards > User Interface Settings.

• Select the checkbox to Enable Report Builder Upgrade.


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Building a Custom Report It is often quicker and easier to build a new report based on an existing one, making the changes you need to customize the data displayed.

To modify an existing report:


Sage People opens the Reports and Dashboards Home page, giving you access to all available reports.

2. Select a view that displays the subset of reports you need: o Use the Type picklist to select Reports:

o Use the Item picklist to select a report subset:

3. Select the report you want to run and select the report name:

4. When the report page opens, select Save As:


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Sage People displays the Save Report page:


Report Name Text. Your name for the report

Report Description Text. A description that will help you identify the report in the future.

Report Unique Name Automatically created by Sage People, derived from the Report Name.

Report Folder Picklist. Select the picklist and select the folder where you want to store the report.

6. Select Save & Return to Report to save the report and go back to customize it in the way that you want.

To build a custom report from scratch:


Sage People displays the Reports & Dashboards Home page.

2. Select New Report...

Sage People displays the Create New Report page.

3. In Select Report Type select to expand Other Reports:

4. Scroll through the list or use Quick Find to find and select the category you wish to report on.


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5. With the report category selected, select Create:

Sage People displays the Report Preview screen where you can build your report.

6. Select the format picklist and select the table format you want to use:

Tabular reports The simplest and fastest way to view data. A tabular report is similar to a spreadsheet, with an ordered set of fields in columns and the matching records displayed in rows.

Summary reports Similar to tabular reports with the added ability to group rows of data, view subtotals, and create charts from the data. For example, use a summary report to group tasks by week or by team member, or recruitment applications by stage in the recruitment process.

Matrix reports A way of summarizing large amounts of data in a grid. For example, use a matrix report to compare values by two different categories of information.

Joined reports A way of creating multiple report blocks providing different views of your data. Each block of reports can have its own fields, columns, sorting and filtering. Use a joined report to combine data from different report types. You cannot use joined reports for dashboards, and export to Excel is restricted to Printable View. Joined reports are automatically available in all new or updated orgs. If your existing org has not been upgraded recently you might need to enable the Report Builder Upgrade so that you can use joined reports. To enable the upgrade:

• From your User menu select Setup and go to App Setup > Customize > Reports & Dashboards > User Interface Settings.

• Select the checkbox to Enable Report Builder Upgrade.

The preview changes to show the format you have selected.


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The left panel includes the fields available for your report based on the report category you selected:

Select to expand the field list:

7. Using the list of available fields displayed in the left panel, select the information you want to include in your

report by dragging and dropping fields onto your report preview. For a Summary report: o Each field dropped onto the main preview area or column heading row adds a new column. o To use a field as a summary row - a grouping - drop the field onto the zone marked Drop a field here to

create a grouping.


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Use the picklist next to the column name to control the way the column is used, or to remove a column if you change your mind:

You can also remove a column from your report preview by dragging and dropping back to the field list.

8. To add filters to enable you to drill down to show matches to a particular criterion, select the Filters Add picklist and select the type of filter you want to add:

Sage People displays a filter builder for the type of filter you want to add.

Use the picklists to build your filter and select OK.


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9. To add a chart to your report select Add Chart:

Sage People displays the Chart Editor for you to specify the chart you want:

Build your chart by selecting a chart type and the data you want it to display.

10. Select OK to add the chart to your report preview.

11. Select Run Report:

The report is created and displayed.


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12. To save the report for future use, select Save As.

Sage People displays the Save Report page:

13. Complete the fields in the Save Report page:

Report Name Text. Your name for the report

Report Description Text. A description that will help you identify the report in the future.

Report Unique Name Automatically created by Sage People, derived from the Report Name.

Report Folder Picklist. Select the picklist and select the folder where you want to store the report.

14. Select Save to save the report and return to the Reports & Dashboards Home page. Select Save & Return to Report to save the report and go back to the report you just created.


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Running a Pre-Defined Dashboard Dashboards are used to display the data from custom reports in graphical form:

Sage People includes a number of pre-formatted dashboards (see page 194) including:

• Performance Management

• Talent Management

• Training and Development

• Vacation and Absence Management

• Salary Planning

To display a pre-formatted dashboard:

1. Select the Dashboards tab.

2. Select the Find a dashboard... picklist and select the dashboard you want to display:

The dashboard is displayed.


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3. To ensure that the dashboard is using the latest available data from the underlying reports, select Refresh:

Sage People retains the values last displayed in your dashboard until you click Refresh; values are not automatically updated. The date and time of the last refresh is displayed next to Refresh.

Refreshing the dashboard refreshes the data for all users who can view the dashboard.

Building a Custom Dashboard It is often quicker and easier to build a new dashboard based on an existing one, making the changes you need to customize the data displayed.

To modify an existing dashboard:


2. Select the Find a dashboard... picklist and select the dashboard you want to modify:


3. Select Clone:

Sage People opens the Dashboard page.

4. Make the changes you want to the dashboard.


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5. Select Save.

Sage People displays the Save Dashboard dialog:


Title Text. Your name for the Dashboard

Dashboard Unique Name Automatically created by Sage People, derived from the Dashboard Title.

Save to Picklist. Select the picklist and select the folder where you want to store the report.

7. Select Save.

To build a Dashboard from scratch:


Sage People opens the Reports and Dashboards Home page.

2. Select New Dashboard...:

Sage People opens the Dashboard builder:

You are now going to: o Add the dashboard components - the charts and tables that make up your Dashboard. o Specify the report supplying the data for each component. o Organize the Dashboard layout and the way you want the components to behave.


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3. Select a Dashboard component from the left panel, drag and drop it into position in the main panel:

4. Select the Data Sources tab in the left panel, select Reports, and select the report you want to use to

provide the data for the component you just added to the Dashboard. Drag and drop the report onto the component:


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Sage People produces a preview of the Dashboard component with the data from the source you selected:

5. Repeat the process to add up to 20 components with their data sources to the Dashboard.

6. Select Save at intervals through the process to save your work. The first time you select Save, Sage People displays the Save Dashboard dialog:


Title Text. Your name for the Dashboard

Dashboard Unique Name Automatically created by Sage People, derived from the Dashboard Title.

Save to Picklist. Select the picklist and select the folder where you want to store the report.


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7. When you have the components and sources in place, you can: o Move components by dragging and dropping if you want to change their positions. o Delete unwanted components by selecting Delete at the top right of the component:

o Enter a title for each component to say what the component is showing. Select in the component Edit

Title box to enter text:

o Enter header and footer text for each component. Select in the component Edit Header or Edit Footer

boxes to enter text:

8. You can now edit the behavior of each component. Select Edit Attributes on a component:

Sage People displays the Component Editor:


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Component Editor fields depend on the type of chart you are displaying. The tables below show the fields for pie charts and bar charts:

Component Editor fields for Pie Chart

Select Type Select to change the chart type.

Formatting tab

The preview chart in the Component Editor is updated to show your selections as you make them. Experiment to get the best layout.

Sort Rows By Picklist. Select from:

• Label Ascending/Label Descending Data is displayed sorted alphabetically by the name of the row in the source table. Ascending = A to Z. Descending = Z to A. Pie charts and donut charts display the first data category starting at the 12 o'clock position.

• Value Ascending/Value Descending Data is displayed sorted numerically by the value of the row in the source table. Ascending = starting at the lowest value. Descending = starting at the highest value. Pie charts and donut charts display the first data category starting at the 12 o'clock position.

Maximum Values Displayed Number. The chart takes the first number of values from the table, determined by Sort Rows By. For example, if you set Maximum Values Displayed to 5 and Sort Rows By is set to Value Descending, the chart displays the top 5 values from your source data table. Leave blank to display all available values.

Legend Position Picklist. Select from:

• Right

• Bottom

• On Chart The legend overlays the chart. This can aid clarity on some charts, but charts displaying many values can be more confusing.

Data Labels Checkboxes:

• Combine Small Groups into "Others" If checked, data values that are too small to display individually on the chart are grouped into an "Other" category.

• Show Values If checked, data values are displayed on the chart.

• Show % If checked, values are displayed as percentages. If both Show Values and Show % are checked, actual values are displayed separated from percentage values by a colon.

• Show Details on Hover If checked, a summary of the underlying data is displayed as you hover over the values on the chart.


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Component Data tab

Values Picklist. The values to be used from your data source table to display on the chart. Select from:

• Auto Sage People selects the values to use from your data source table.

• Values determined by the data in the underlying data source table, typically including Record Count.

Wedges Picklist. The values to be used from your data source table to make up the wedges of the pie chart. Select from:


• Values determined by the data in the underlying data source table. Display Units Picklist. The scale of unit to use on the chart. Select from:

• Auto Sage People selects the most appropriate scale depending on the range of values in the data source table.

• Whole Units Display the units as they are held in the data source table

• Hundreds/Thousands/Millions/Billions/Trillions Drill Down to Picklist. The behavior when you select on a chart to drill down to the underlying data.

Select from:

• Source Report Selecting the chart displays the full underlying report.

• Filtered Source Report Selecting the chart displays that part of the source report that carries the data for the part of the chart you selected. This gives a more focused drill down than Source Report.

• Record Detail Page

• Other URL Selecting on the chart jumps to a URL you specify. Sage People displays an additional field for you to enter the URL you want to display.

Component Editor fields for Vertical and Horizontal Bar Charts

Select Type Select to change the chart type.


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Formatting tab

The preview chart in the Component Editor is updated to show your selections as you make them. Experiment to get the best layout.

Sort Rows By Picklist. Select from:

• Label Ascending/Label Descending Data is displayed sorted alphabetically by the name of the row in the source table. Ascending = A to Z. Descending = Z to A.

• Value Ascending/Value Descending Data is displayed sorted numerically by the value of the row in the source table. Ascending = starting at the lowest value. Descending = starting at the highest value.

Maximum Values Displayed Number. The chart takes the first number of values from the table, determined by Sort Rows By. For example, if you set Maximum Values Displayed to 5 and Sort Rows By is set to Value Descending, the chart displays the top 5 values from your source data table. Leave blank to display all available values.

Axis Range Picklist. Select from:

• Auto Sage People selects the range based on the values in your data source table.

• Manual You can specify the From and To values for the axis.

Data Labels Checkboxes:

• Show Values If checked, data values are displayed on the chart.

• Show Details on Hover If checked, a summary of the underlying data is displayed as you hover over the values on the chart.


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Component Data tab

X-Axis Y-Axis

Picklist. The values to be used from your data source table to use for the axes. Select from:


• Values determined by the data in the underlying data source table, Group By Picklist. The way bars are grouped when grouping is appropriate for the underlying

data. Select from:

• None Appropriate for simple bars representing single values.

• Auto A range of options for composite bars. You can select from: o Side by side o Stacked o Stacked to 100%

Display Units Picklist. The scale of unit to use on the chart. Select from:

• Auto Sage People selects the most appropriate scale depending on the range of values in the data source table.

• Whole Units Display the units as they are held in the data source table

• Hundreds/Thousands/Millions/Billions/Trillions Drill Down to Picklist. The behavior when you select a chart to drill down to the underlying data.

Select from:

• Source Report Selecting the chart displays the full underlying report.

• Filtered Source Report Selecting the chart displays that part of the source report that carries the data for the part of the chart you selected. This gives a more focused drill down than Source Report.

• Record Detail Page

• Other URL Selecting on the chart jumps to a URL you specify. Sage People displays an additional field for the URL you want to display.

9. When you have edited component attributes, select Save.

10. Select Close.

Sage People prompts you to select Save & Close to close the Dashboard.

11. Select Save & Close.

Sage People displays the Dashboard you have just created.


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Edit Custom Dashboards To edit an existing Dashboard:


2. Select the Find a dashboard... picklist and select the dashboard you want to modify:


3. Select Edit:

Sage People opens the Dashboard builder for the Dashboard you selected.

4. Follow the guidance given in Building a Custom Dashboard (see page 236) to make the changes you want.

Maintaining Supporting Processes Using Libraries

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Using Libraries Sage People uses libraries to store reusable records, with each library dedicated to one type of content:

• The Job Library (see page 247) stores groups of data fields that are set when a Team Member is assigned to a job.

• The Job Profile Library (see page 256) stores the lists of skills and competencies required for each job type. Job profiles are typically used for competency assessments, career planning, and succession planning.

• The Job Descriptions Library (see page 259) stores text descriptions of jobs. These are used to pre-fill job descriptions set by managers and team members.

• The Scales Library (see page 260) stores rating scales for skills, competencies, and metrics.

• The Skills Library (see page 264) stores skills with links to the scales used to measure them, to the job profiles that identify them as job needs, and to the Team Members who have had the skills identified as development needs.

• The Competency Library (see page 266) stores competencies for assessments and development needs.

• The Metrics Library (see page 268) stores items that are measured for a Metrics Review. Items are numbers, scales, or text.

• The Training Library (see page 273) stores lists of training options, with each one linked to the skills and competencies it develops. Training options are suggested when entering a development need for skills and competencies.

• The Template Library (see page 276) stores the templates used to create multiple, reusable varieties of Performance Review. Template driven reviews can be used in parallel with legacy, non-template reviews.

• The Constraint Library (see page 276) stores the conditional controls - constraints - that can be applied to Templates.

• The Work Location Library (see page 277) stores the details associated with defined locations associated with your organization, for example, country, address, a work location manager, an action role.


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The Job Library The Job Library stores data fields associated with defined jobs. Each job is stored in the Job Library as a Job Library Item. Each Job Library Item is an active template, enabling standard values to be set and maintained for Team Members who are assigned to one of the stored jobs. The Job Library typically stores values for:

• Job Title

• Grade

• Salary Band

• Job Profile

• Function

You can extend the list of stored values with more fields if you need to apply them consistently to Team Member and Employment records. The Job Library is useful if your organization has a set of predefined jobs; when you assign a job to a Team Member, all fields stored for that job are copied to the Team Member. Any changes you make in the Job Library to values stored for a job are automatically applied to all Team Members linked to that job.

Job Library Items can also be linked to Job Descriptions, enabling automated allocation of linked Job Descriptions when a Team Member changes jobs (see page 252).

Creating a New Job Library Item To create a new Job Library Item:

1. Select the Job Library tab.

Sage People displays the Job Library Home page.

2. Select New Job Library Item:


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Sage People displays the Job Library Item page:


Job Library Item A unique code or label for this item. Make Job Library Item a required field to ensure it always contains a meaningful and valid Job name. If left blank, Sage People inserts a 15 character alphanumeric code. To make the field required you need access to Setup. Then follow these steps:

a. Go to App Setup > Create > Objects and select the Label for Employment Record.

b. Go to the Field Sets Related List and select Edit for the Job Library Field Set.

c. In the Field Set, select the Job > Job Library Item field.

d. Select Properties .

e. In the Field Set Item Properties dialog, select Required.

f. Select OK to save your change and close the dialog. A red star is added to the Job Library Item in the Field Set to indicate a required field.

g. Select Save to save your change and close the Field Set. Job Title Text. The name you want to apply to the job.

Grade Picklist. Select a grade in line with your organization's requirements.

Salary Band Picklist. Select a salary band in line with your organization's requirements.

Job Profile Picklist. If you maintain a Job Profile library, job profiles are listed for you to select.

Function Text. A brief statement of job function.

Job Description Library Item

The Job Description Library Item you want to link to this Job Library Item. Select Job Description Library Item Lookup , find and select the Job Description you want. You can select from all active Job Descriptions - those that have not been activated are not listed. Job Library Items linked to Job Descriptions are listed in the Job Library Related List on the Detail page for the Job Description Library Item.

You can subsequently change the values entered here, but remember that any changes you make are automatically copied to all Team Member records linked to the job.


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4. For the Effective Date: o If you are creating a new job library item you can enter a date from which you want the job to be

available. o If you are correcting a job library item, leave Effective Date blank. o If you are changing the job because of a re-evaluation, enter an effective date from which the

re-evaluation takes effect.

Entering an effective date creates a new record for the Job History of all Team Members linked to the job.

5. Select Save.

Adding Job Needs to a Job Profile Job Needs are used to define the requirements of a job. A Job Need can be a competency, indicator, metric, or skill, and when associated with a Job Profile you can use them to drive a Competency Assessment or a Metrics Review.

To add Job Needs to a Job Profile:

1. Select the Job Profiles tab to display the Job Profiles Home page.

2. On the Job Profiles Home page, select the Job Profile Name you want.

Sage People displays the Job Profile Detail page.

3. On the Job Needs Related List, select New Job Need.

Sage People displays the New Job Need page for you to select the Job Need Record Type:


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4. In Record Type of new record select the picklist and choose the type of Job Need you want to add:

Competency Need Add a Competency Need to make all Indicators associated with the Competency available as assessment criteria in Competency Assessments using this Job Profile.

a. Select Continue to display the Job Need Edit page:

b. Select Competency Library Item Lookup , find and select the Competency you want to add.

c. Select: Save to add the Competency and display the Job Need Detail page. Save & New to add the Competency and return to the Select Job Need Record Type page. Cancel to discard your changes and return to the Job Profile Detail page.

Indicator Need Add an Indicator Need to make it available as an assessment criterium in Competency Assessments using this Job Profile.


b. Select Indicator Library Item Lookup , find and select the Indicator you want to add.

c. Add a Required Score if you want to specify a minimum required level for someone in this role.

d. Add an Ideal Score if you want to specify a target level for someone in this role.

e. Select: Save to add the Indicator and display the Job Need Detail page. Save & New to add the Indicator and return to the Select Job Need Record Type page. Cancel to discard your changes and return to the Job Profile Detail page.

Metrics Need Add a Metrics Need if this Job Profile (see page 271).


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Skill Need Add a Skill Need to enable this Job Profile to be used as a basis for Team Member comparison, for example when running a skill search.


b. Select Skill Library Item Lookup , find and select the Skill you want to add.

c. Add a Required Score if you want to specify a minimum required level for someone in this role.

d. Add an Ideal Score if you want to specify a target level for someone in this role.

e. Select: Save to add the Skill and display the Job Need Detail page. Save & New to add the Skill and return to the Select Job Need Record Type page. Cancel to discard your changes and return to the Job Profile Detail page.

Linking a Job in the Job Library to a Team Member Linking jobs to Team Members is normally a task for the HR Manager, typically as part of the onboarding process when entering a new employee's details, or as part of a job change for an existing employee.

To link a job from the Job Library to a Team Member:

1. Select the Team Member tab.

Sage People displays the Team Member Home page

2. Select a View that displays the Team Member you want to link to a Job.

3. Select the Team Member name.

Sage People displays the Team Member Detail page.

4. At the top of the Team Member Detail page select Edit.

Sage People displays the Team Member Detail Edit page.

5. Scroll down to the Employment Details section.

6. In Job use Job Lookup to search for the Job in the Job Library. Select the Job you want to link to the Team Member.

When a Job in the Job Library has been linked to a Team Member:

• Any changes to the values of the fields stored for a Job in the Job Library are automatically applied to the Employment records of all Team Members linked to that Job. This ensures that all linked Team Member records are kept in step with an evolving Job held in the Job Library.

• Any changes made to individual Team Member Employment records that affect fields held for the Job in the Job Library are applied just to that Team Member. But if a subsequent change is made to the Job in the Job Library, all Job Library fields are re-applied to linked Team Members, over-writing any individual Team Member changes you have made.


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Linking a Job Library Item and Job Description You can link a Job Library Item to a Job Description. Follow these steps:

1. To enable you to select a Job Description to link to a Job Library item, add the Job Description Library Item field to the Job Library Item Detail and Edit pages:

Add the Job > Job Description Library Item field to the Employment Record > Job Library Field Set:

a. Go to Setup > App Setup > Create > Objects.

b. Select the Label for Employment Record.

c. Go to the Field Sets Related List and select Edit for the Job Library Field Set.

d. In the left panel select Job.

e. Drag and drop the Job Description Library Item field into the Field Set.

f. Select Save.

Next time you view or create a Job Library Item (see page 247), the page includes the Job Description Library Item field.


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2. To enable you to see which Jobs are linked to a Job Description, add the Job Library Related List to the Job Description Detail page:


b. Select the Label for Job Description Library Item.

c. Go to the Page Layouts Related List and select Edit for the Job Description Library Item Layout.

d. In the left panel select Related Lists.

e. Drag and drop the Job Library Related List onto the page layout.

f. Select Save to save the Page Layout.

g. If prompted to overwrite users' Related List customizations, select Yes.


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3. To enable you to see the links between all Job Library Items and Job Descriptions on a single page, add a Job Description column to the Job Library home page:


b. Select the Label for Job Library Item.

c. Go to the Search Layouts Related List and select Edit for the Job Library Tab.

d. In the list of Available Fields select Job Description Library Item and select Add to move the field to the list of Selected Fields.

e. Use the Up and Down arrows to position the field where you want it in the table.

f. Select Save.


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4. To enable you to change the Job Library Item for a Team Member, and any linked Job Description automatically at the same time, ensure the Job field is included on the Team Member Job Change edit page:

a

Add the Job field to the Employment Record > Job Change Field Set. The Job Change Field Set holds editable fields displayed to the HR Manager when changing job details for a Team Member.


b. Select the Label for Employment Record.

c. Go to the Field Sets Related List and select Edit for the Job Change Field Set.

d. Drag and drop the Job field into the Field Set.

e. Select Save.

Next time you select Change Position (see page 87), the page includes the Job field.


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The Job Profile Library The Job Profile Library stores the lists of skills, competencies, indicators and metrics required for each job type. Each Job Profile is defined in terms of the needs of the job, where a need can be:

• A specific competency, such as initiative, or managing customers.

• An indicator for a specific competency, such as coming up with practical ideas to solve problems as an indicator of initiative. Indicators can also be used directly to help define a job profile and do not have to be assigned to a competency.

• A specific skill, such as delegation or coaching.

• A metric, such as a measure of productivity for a production line worker.

Use Job Profiles as the basis for Competency Assessments or Metrics Reviews - an assessment or review uses the job needs defined in the Profile as the qualities to be measured.

The competencies, skills, and metrics are stored as separate items in the competencies, skills, and metrics libraries.


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Creating a New Job Profile To create a new job profile:

1. Select the Job Profile Library tab.

Sage People displays the Job Profile Library Home page.

2. Select New Job Profile:

Sage People displays the New Job Profile page:


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Field Description

Job Profile Name Mandatory. Enter a name for the Job Profile.

Family Optional. Text, up to 255 characters. The Job Family where the Job Profile sits. Job Families are groups of related Job Profiles, typically with similar competencies, indicators, skills, or metrics. If your organization uses Job Families, enter the name of the Family.

Level Optional. Text, up to 80 characters. The level of the job within the Family. A Job Family can contain related Job Profiles at several different levels. If your organization uses Job Families with multiple Levels, enter the name of the Level.

Active Checkbox. Check to make this job profile visible to those completing a Competency Assessment or Metrics Review.

Form Definition fields If you are using this Job Profile for Competency Assessments, complete the Form Definition fields to assign the predefined HCM Forms to be used by the multiple assessors.

Complete just those fields for the Forms to be used. Select Lookup for each field to find and select the predefined Form Definition.

Start Form Definition The HCM Form Definition used to request assessors before starting a Competency Assessment.

Self Form Definition The HCM Form Definition used by the Team Member to complete their own, self assessment.

Manager Form Definition

The HCM Form Definition used by the Team Member's manager to complete an assessment.

Colleague Form Definition

The HCM Form Definition used by the Team Member's peers to complete an assessment.

Mentor Form Definition

The HCM Form Definition used by the Team Member's mentor(s) to complete an assessment.

Direct Report Form Definition

The HCM Form Definition used by the Team Member's direct reports to complete an assessment.

Customer Form Definition

The HCM Form Definition used by customers - internal or external - to complete an assessment of the Team Member.

Other Form Definition The HCM Form Definition used by assessors not classified as one of the alternative categories.

4. Select: o Save to save and close the Job Profile Edit page. o Save & New to add another Job Profile. o Cancel to discard your edits and return to the Job Profile Home page.

When you have saved the Job Profile, the Job Needs related list is displayed below the new Job profile:

5. Select New Job Need and add the skills, competencies, and indicators relevant to the new profile (see

page 249).


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The Job Description Library The Job Description Library stores text descriptions of jobs. A stored job description can then be used by managers and Team Members to pre-fill details for a newly created job.

You can link a Job Description to a Job stored in the Job Library.

To add a new Job Description:

1. Select the Job Descriptions Library tab.

Sage People displays the Job Descriptions Library Home page.

2. Select New Job Description Library Item:

Sage People displays the Job Description Library Item page:


Field Description

Title Enter the job title.

Grade An optional grade at which the job operates. Select the picklist and select the grade for the job if required by your organization.

Key Responsibilities Enter a free text summary of the job. Use the text controls to format your description to make it easier to read and understand.

Options section

Active Checkbox. Check to make this job description available for use. Active Job Descriptions are added to Job Description Lookup and can be linked to Job Library Items (see page 247); inactive Job Descriptions cannot be linked.

4. Select Save to save and close the Job Description Library Item page,


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The Scales Library The Scales Library stores rating scales for use with competencies, skills, and metrics. For example, a scale can be Frequency, used to measure how often a Team Member exhibits a particular skill or competency. By defining Frequency as an established scale you help to ensure consistency when measuring that skill or competency. You can name and define scales to meet the requirements of your organization.

When adding a new scale bear in mind that the scale is likely to be used by more than one skill, competency, or metric. As a guide, the following three scales can be used to apply measures for most skills, competencies, and metrics requiring consistent measurement:

• Frequency

How often does a Team Member demonstrate a quality?

• Proficiency

How well does a Team Member demonstrate a quality? Alternatively called Expertise.

• Agreeability

To what extent does a Team Member agree with a statement about a quality?


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To add a new scale:

1. Select the Scales tab.

Sage People displays the Scales Home page.

2. Select New Scale:

Sage People displays the New Scale page:


Field Description

Information section

Scale Name Enter a name for the new scale to be used throughout Sage People.

Format The format to be used when displaying the scale for a skill, competency, or metric. Select the picklist and select from:

• Vertical Radio Buttons

• Horizontal Radio Buttons

• Drop Down Menu Has Comments Checkbox. Check to enable comments to be entered with a response.

Does not apply to a scale when used for Metrics Review.

Permit No Response Checkbox. Check to allow assessors not to respond to this scale. Does not apply to a scale when used for Metrics Review.

Lowest First Checkbox. Check to order the rating scale with the lowest value first, that is at the top of the list or on the left. Does not apply to a scale when used for Metrics Review.


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Field Description

NA First Checkbox. Check to order the rating scale with a Not Applicable rating first: at the top of the list or on the left. If Lowest First and NA First are both checked, the scale list starts with NA and then runs from lowest to highest. Does not apply to a scale when used for Metrics Review.

Prompts section Prompts entered in this section are not displayed when the scales are used for Metrics Reviews.

Above Prompt Enter the text that appears before the thing you are trying to measure.

Scale Prompt Enter the text that appears immediately before the rating scale.

Comment Prompt Enter the text that appears before the comment.

Below Prompt Enter the text that appears after the thing you are trying to measure.

Self... Four prompts mirroring the previous four, used for self assessments and enabling you to use different prompting text. Complete these fields appropriately.

4. Select: o Save to save and close the Scale Edit page. o Save & New to add another scale.

Sage People displays the Scale Detail page for the scale you have just created. To enable assessment against the scale you have created, you must add possible responses.

5. In the Scale Responses section, select New Scale Response:

Sage People displays the Scale Response Edit page:


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Field Description

Score The score to be awarded for this response:

• Enter -1 for a Does not apply, Not applicable or N/A response.

• Use low scores for poor correlation with the purpose of the scale. For example, 1 for Does not agree, Never (for a frequency scale), Unacceptable (for a proficiency scale).

• Scale responses for scales to be used for skills - now or in the future - must start from 1 and not 0.

• Use high scores for close correlation with the purpose of the scale. For example, 4 for Completely agree, Always (for a frequency scale), Outstanding (for a proficiency scale).

Scale The name of the scale for which you are editing this response. Automatically completed by Sage People.

Prompt The text you want to appear on screen for this response. For example, Does not apply, Expert (for a proficiency scale), or Frequently (for a frequency scale).

Label The brief description you want to appear on charts for this response. Space is likely to be limited, so keep the label short.

Description A meaningful summary of the response for someone completing the online questionnaire.

7. Select: o Save & New to save your edits and enter another response for this scale o Save if this is the last response you want to enter for this scale.

When you have finished entering all the responses you want to be available for this scale, Sage People displays the Scale Detail page for the scale you have just created.

8. Check that the Maximum Score and Minimum Score values are in line with your requirements.

The scale is now ready for use.


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The Skills Library The Skills Library stores the skills required by job profiles and identified as development needs for Team Members. Each skill is classified by the area of your business or human activity to which it applies, such as business law, finance, or languages. Skills are linked to the scales used to measure them. Scales are stored in the Scales Library.

To add a new skill:

1. Select the Skills Library tab.

Sage People displays the Skill Library Home page.

2. Select New Skill Library Item:

Sage People displays the New Skill Library Item page:


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Field Description

Skill Enter a name for the Skill.

Area The name of the group of skills to which the new skill belongs, such as languages or project management. Enter an Area name if required by your organization.

Description An expansion of the skill name and area. Enter a Description if required by your organization.

Scale The rating scale used to assess the level of the skill held by a Team Member or required by a Job Profile. Select Scale Lookup to find and select the scale. Scales are defined for your organization and stored in the Scales Library

Active Checkbox. Check to make the skill available for use.

Approver Type The type of Team Member required to provide approval when adding this skill to a Team Member's profile through Sage People WX. Approver Type overrides the Manager Confirms Skills setting in the Policy. Select the picklist and select from:

• None No approval is required. Team Members and their managers can add skills to their profiles without seeking approval.

• Self Team Members can approve additions to their own skills profiles.

• Manager Additions to a Team Member's skills profile must be approved by the Team Member's manager.

• Qualified Assessor Additions to a Team Member's skills profile must be approved by a Qualified Assessor. An Assessor is qualified if their profiles show that they possess the skill at the Minimum Level Of Approver or above. If you select Qualified Assessor, complete Minimum Level Of Approver as well.

Minimum Level Of Approver

Required if you select Qualified Assessor as Approver Type. The level of skill required by an Approver before they can be selected to approve the addition of a skill to a Team Member's profile.

Select Minimum Level Of Approver Lookup and choose an appropriate level for the Scale used for this Skill. For example:

• If the Skill uses an Expertise scale, select Fully Skilled or Expert as the Minimum Level of Approver.

• If the skill uses a Frequency scale, select Always as the Minimum Level of Approver. When using WX, Sage People searches the skills database and populates the Approver picklist with Team Members who possess the skill to the minimum level or above.

4. Select: o Save to save and close the New Skill Library Item page o Save & New to add another Skill.


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The Competency Library The Competency Library stores competencies for assessments and development needs.

To create a new competency:

1. Select the Competency Library tab.

Sage People displays the competency Library Home page.

2. Select New Competency Library Item:

Sage People displays the New Competency Library Item Edit page:


Field Description

Competency A name for the competency.

Prompt A brief description of the competency to be displayed as a prompt when entering an assessment of the competency in an online questionnaire.

Area The name of the group hosting the competency. Enter the name of the Area if these are used by your organization.

Description A text description of the competency. This is typically an expanded version of the content of Prompt.

Level The level of this competency within a job family. Enter a level if these are used by your organization.

Order A number assigned to the competency to control the order in which it is displayed in an online questionnaire. 1 for first, 2 for second and so on.


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Picture The unique identifier for an image associated with this competency. Pictures can be displayed next to the competency, for example in the WX Recognition process. Pictures must be available to your Sage People org.

• To use an image you already have available in your org, navigate to the image and copy the unique identifier. Paste the identifier in Picture.

• To use a new image:

a. On the Competency Library Item go to the Notes & Attachments Related List. If Notes & Attachments is not displayed, go to Edit Layout, select Related Lists and drag and drop Notes & Attachments into place.

b. Select Attach File.

c. Find and select the image file you want to use.

d. When the file has loaded, select Done. The file is added to Notes & Attachments.

e. Select View in the Action column for the file. Sage People displays a preview of the file.

f. In the address bar of the preview window copy the unique identifier for the file from the URL. This is the string of characters following the file= fragment, for example 00P24000003hwxn.

g. Paste the unique identifier for the file in Picture.

4. Select: o Save to save and close the New Competency Library Item Edit page. o Save & New to add another competency.


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The Metrics Library The Metrics Library stores items that are measured for a Metrics Review. Metrics can be:

• Number

The library stores: o The minimum and maximum values permitted for the number. o A required value. o Any margin between the required value and the rating needed to earn an Achieved rating.

When conducting a Metrics Review, a manager must enter a value for the metric between the minimum and maximum values. Entered values are also assessed against the required value and the optional margin, and can be marked: o Achieved - above required + margin. o Partially Achieved - within the margin above the required value. o Not Achieved - below the required value.

• Scale

The library stores: o The options available on the scale. o A required level. o Any margin between the required level and the rating needed to earn an Achieved rating.

When conducting a Metrics Review, a manager must select one of the available options. Selected options are assessed against the required level and the optional margin, and can be marked: o Achieved - above required + margin o Partially Achieved - within the margin above the required level. o Not Achieved - below the required level.

• Text

Text metrics require a text comment from the manager at review time.


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To add a new metric:

1. Select the Metrics Library tab.

Sage People displays the Metrics Library Home page.

2. Select New Metrics Library Item:

Sage People displays the New Metrics Library Item Edit page:


Metrics Library Item Name A unique name for the metric.

Area Not used.

Active Checkbox. If checked this item can be used in Metrics Reviews.

Description A brief description of the metric.

Measure Picklist. Select from:

• Text

• Number

• Scale Scale The controlling scale for Required Level. Scales are stored in the Scale Library.

Use Scale Lookup to find and select the correct scale for this metric.


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Minimum Number. For a Number measure, the lowest permitted value that can be entered by a manager when conducting a Metrics Review.

Maximum Number. For a Number measure, the highest permitted value that can be entered by a manager when conducting a Metrics Review.

Required Value For a Number measure, the lowest value a Team Member needs to be awarded to avoid a Not Achieved rating. Required Value applies as a default to this Metric Library Item and is overriden by a value specified for a Job Need associated with a Job Profile (see page 271).

Margin For a Number measure, the separation between the Required Value and the value a Team Member needs to earn an Achieved rating. Scores above the Required Value and within the additional margin value earn a Partly Achieved rating. For a Scale measure, the separation between the Required Level and the level a Team Member needs to earn an Achieved rating. Scores above the Required Level and within the additional margin earn a Partly Achieved rating. For example a number measure set up with these values: Minimum 10 Maximum 80 Required Value 40 Margin 10 ...gives these results: Team Member score: below 40 = rating Not Achieved Team Member score: 40 to 49 = rating Partly Achieved Team Member score: 50 and above = rating Achieved

Required Level For a Scale measure, the level a Team Member needs to be awarded to get an Achieved rating.

Use Required Level lookup to find and select the level from the appropriate set of scale responses. These are the responses associated with the Scale in the Scale Library. Required Level applies as a default to this Metric Library Item and is overridden by a level specified for a Job Need assigned to a Job Profile (see page 271).

Order The order in which you want this metric to be displayed on the Team Member Metric Review page, relative to other metrics.

4. Select Save to save the item and close Metrics Library Item Edit, or select Save & New to save the item and create another.


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Linking Metrics to a Job Profile When the metrics have been defined, you can link them to a Job Profile:

1. Select the Job Profiles tab.

Sage People displays the Job Profiles home page.

2. Select a view that shows the Job Profile you want to link to metrics, and select the Job Profile Name:

Sage People displays the Job Profile Detail page.

3. In the Job Needs related list, select New Job Need:

Sage People displays the New Job Need page for you to select the Job Need Record Type:

4. In Record Type of new record select the picklist and choose Metrics Need.


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5. Select Continue.

Sage People displays the Job Need Edit page for the new job need:


Job Profile Profile name. Automatically completed for you when you enter this page from the Job Profile.

To change the Job Profile, select Job Profile lookup to find and select the profile.

Metrics Library Item The metric you want to link to the Job Profile as a Job Need. Select Metric Library Item lookup to find and select the item you want.

Required Score Number. The minimum acceptable score for this metric for someone working in the role defined by the Job Profile. The value you specify overrides the default specified for the metric and stored in the Metrics Library. If you leave this field blank Sage People uses the default required score stored for the metric in the Metrics Library.

Required Level Used for Scale metrics. The minimum acceptable level for this metric for someone working in the role defined by the Job Profile.

Select Required Level lookup to find and select the level you want. Required Level lookup links to the levels stored against the metric in the Metrics Library. The value you specify overrides the default specified for the metric and stored in the Metrics Library. If you leave this field blank Sage People uses the default required level stored for the metric in the Metrics Library.

6. Select: o Save to save and display the Job Need Detail page. o Save & New to define a link to another Metrics Need. o Cancel to discard your changes.


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The Training Library The Training Library stores lists of training options, such as courses, events, or books. Each item is linked to the skills and competencies it develops. Training options are suggested when entering a development need for skills and competencies.

To add a new item to the Training Library:

1. Select the Training Library tab.

Sage People displays the Training Library Home page.

2. Select New Training Library Item:

Sage People displays the New Training Library Item page:


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Field Description

Training Name The name of the item. This can be the name of the course, event, book, or other training item.

Type The type of training item, such as website, video, training event, or course. Select the picklist and select the type.

Description A description of the training item that makes it easy for potential users to decide if it is what they are looking for.

Supplier The name of the supplier if this is appropriate to the training item and required by your organization.

URL A link to the training item if this is appropriate to the training item and required by your organization.

Active Checkbox. Check to make this training item visible in your organization.

4. Select: o Save to save and close the New Training Library Item page. o Save & New to add another item.

When you have saved the Training Library Item, the Skill Training Options, Competency Training Options, and Notes & Attachments related lists are displayed below the new item.

5. In the Notes & Attachments related list add course outlines or any related training materials.

To link Training items to Skills:

1. Open the training item you want to link to a skill.

2. Go to the Skill Training Options related list.

3. Select New Skill Training:

Sage People displays the New Skill Training page:

4. Select Skill Library Item Lookup to find and select the skill to which you want to link this training item.

5. Select Save to save and close the Skill Training Edit page, or select Save & New to link the training item to another skill.


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To link Training items to competencies:

1. Open the training item you want to link to a competency.

2. Go to the Competency Training Options related list.

3. Select New Competency Training:

Sage People displays the New Competency Training page:

4. Select Competency Library Item Lookup to find and select the competency to which you want to link this training item.

5. Select: o Save to save and close the Competency Training Edit page. o Save & New to link the training item to another competency.


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The Template Library The Template Library stores the templates used to create Performance Reviews (see page 165). Each template records the fields you want to appear on reviews based on it, with the option to mark fields as mandatory.

An organization can have multiple active templates, with each template used to create a Review for a different target audience, for a different point in the business year, or for on a date related to an employee's start date or probation end date.

Templates can be versioned as your processes or requirements change. Earlier template versions and all reviews based on them are preserved as generated, ensuring the integrity of historical reviews.

You can apply Constraints to templates, enabling you to control when a template can be used (see page 169). Constraints are stored in the Constraint Library (see page 276).

The Constraint Library The Constraint Library stores the conditions applied to Templates (see page 169). Each constraint defines a start date or an end date, or both start and end dates to control when an associated template can be used.

All conditions applied in a single constraint must be satisfied for the constraint to apply.

Multiple constraints can apply to a single template, in which case the template can be used when any of the constraints is satisfied.

Templates are stored in the Template Library (see page 276).


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The Work Location Library The Work Location Library stores data fields associated with defined locations. Each work location stored in the Work Location Library acts as an active template, enabling standard values to be set and maintained for Team Members who are assigned to one of the stored work locations. When you select a location from the Work Location Library for a Team Member, all the fields stored in the library for that location are copied to the Team Member. Any changes you make in the Work Location Library to values stored for a location are automatically applied to all Team Members linked to that Work Location.

Work Location is also used to control Social Security Number (SSN) validation for Team Members with United States SSNs.

The Work Location library typically stores values for:

• Country

• Address

• Zip or postal code

• Work Location manager

• Action Roles

You can also store latitude and longitude for use with Check In/Check Out.

You can extend this list with more fields if you need to apply them consistently to Team Member and Employment records. The Work Location Library is particularly useful:

• To apply consistent address details for multiple locations. Each Work Location record acts as the definitive source of address details for each location.

• When moving office locations. Change the Work Location details once and have them automatically applied to all Team Members linked to that work location.

To create a new Work Location:

1. Select the Work Locations tab.

Sage People displays the Work Locations Home page.

2. Select New Work Location:


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Sage People displays the New Work Location page:


Work Location Name Text, mandatory. The name you want to use for location. Work Location Name is displayed in picklists for selection in WX and the HR Manager portal.

Address (multiple fields)

Text. Complete the address fields you want to store for the work location.

Address Postal Code Text. The postal or zip code for the work location.

Country Picklist. Select the picklist and choose the country name. To use Social Security Number validation, Country must be set to United States.

Latitude Number. Enter the latitude of the work location as a decimal with up to 5 digits after the decimal point. Latitude can be used for Check In/Out functionality.

Longitude Number. Enter the longitude of the work location as a decimal with up to 5 digits after the decimal point. Longitude can be used for Check In/Out functionality.

Work Location Manager

The name of the user designated to receive Action Events as the Work Location Manager. Select Work Location Manager Lookup to find and select the user by name.

You can subsequently change the values entered here, but remember that any changes you make are automatically copied to all Team Member records linked to the Work Location.

4. Select: o Save to save and close the New Work Location Edit page and display the Work Location Detail page for

the location you have entered. o Save & New to save the Work Location details and enter another. o Cancel to discard your changes and return to the Work Location Home page.


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The Detail page for the new Work Location confirms your entry together with its empty related lists, typically including:

• Action Roles

Action Roles added for this Work Location receive Action Events set up with matching Action Roles. For example, an Action Event set up with recipients including Finance and IT Action Roles will be sent to the defined User or associated email address for all Work Locations that include Finance and IT in their lists of Action Roles .

• Check Ins

Check In records for Team Members using this Work Location. Each Check In provides a link to the Team Member's Employment Record.

Maintaining Supporting Processes Approval Processes

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Approval Processes An approval process enables you to automate procedures for seeking, gaining, and recording approval for creating and editing records held in Sage People. The approval process specifies:

• Entry criteria for the process: what must happen for the process to start.

• Initial submission actions: what happens when the process starts.

• Steps that must be followed and the approvals that must be obtained.

• Final approval actions: what happens when approval is gained.

• Final rejection actions: what happens if approval is refused.

• Recall actions: what happens when a submitted approval request is recalled.

Sage People HCM is supplied with outline approval processes for:

• Performance Review - to ensure reviews follow a formal approval chain. This is the Approve the performance review process.

• HR Requests - to ensure that requests for changes to Team Member employment details are fully approved before finalizing by HR. This is the Approve HR Request process.

These processes must be enabled and customized to work with the requirements of your organization.

Approval processes are complex to set up and once set up and activated, can only be changed in limited ways. Sage People works with your system administrator to set up any approval processes required by your organization as part of the implementation process.

Maintaining Supporting Processes Showing Sage People Recruit Vacancies on HCM

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Showing Sage People Recruit Vacancies on HCM Sage People WX can include Current Vacancies sourced from Sage People Recruit. Your organization must subscribe to both Sage People HCM and Sage People Recruit to take advantage of this link between the products.

In Sage People HCM:

• There is a Policy option to enable access to the Recruit Applicant Portal. Ask your system administrator to switch this on.

In Sage People Recruit:

• When sourcing a vacancy check the Advertise Internally checkbox.

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Glossary of Terms Absence Generally, any form of non-attendance at work including planned voluntary non-attendance, such as vacation, and unplanned involuntary non-attendance such as sickness.

More specifically used to refer to unplanned or involuntary non attendance for reasons such as sickness, bereavement, or the need to look after a family member. In Sage People, this more specific absence is typically characterized by:

• No specific allowance.

• Typically requested on the day or retrospectively.

• Can be paid or unpaid.

• Can have an undetermined end date.

Absence Accrual Pattern A group of rules and parameters covering accruals and limits for each type of absence and vacation/PTO recorded in your organization. A pattern can be linked to one or more policies and to one or more Employment Records, and you can define and use multiple patterns in a single organization. Absence Accrual Patterns can be exported and imported to enable copying between organizations.

Accrued Absence An entitlement to a type of absence such as vacation, leave, or holiday that has been earned but not yet taken. The rate of accrual may depend on the length of time a team member has been employed - their seniority.

Action Event An email, form, or PDF document sent to Sage People HCM users at various points in a process in response to a specific event. For example, an Action Event can be triggered when a competency assessment is created, or when an absence request is rejected by a manager. Sage People supplies a comprehensive range of Action Event trigger events linked to all main processes.

Action Events are grouped in sets known as Action Event Patterns and the Patterns are linked to Policies.

Action Event Pattern A group of Action Events that are related in some way. For example, all emails used by a single process, or all those used by a policy. Action Event Patterns are linked to policies and you can link one Pattern to multiple policies, or have a Pattern serving the needs of just one policy. Action Event Patterns can be exported and imported to enable copying between organizations.

Actuals The actual currency amounts made by a team member in pursuit of a financial target. Actuals can be:

• Entered actuals, entered by the manager or HR manager, or if configured imported automatically from a finance system.

• Salesforce actuals computed by Sage People from the closed opportunities from the Salesforce part of the system.

Approval process A process that ensures a change is validated or signed off (by an approver) before it is implemented. The Salesforce approval process is used by Sage People HCM for the Performance Review and HR Request processes, and by Sage People Recruit for the Vacancy and Hiring authorization processes.

Also known as approvals process.

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Arrival Date A date associated with the birth or adoption of a child. Sage People enables you to enter arrival dates as part of defining a period of Parental Leave. The Expected Arrival Date is a forecast date, entered before the birth or adoption. The Actual Arrival Date is entered after the birth or adoption.

Biweek Every two weeks. Compare with semimonth, twice a month.

Bradford Score A means of measuring absence giving more weight to short, frequent absences than to longer, less frequent absences. The assumption is that short and frequent absences are more disruptive.

The score is calculated as:

Bradford Score = (Number of instances of absence) 2 x (Total days absence throughout the period)

The period used is typically a rolling 52 week window.

Also known as Bradford Factor and Bradford Formula. Named after a connection with research undertaken by the Bradford University School of Management, UK.

COBRA The Consolidated Omnibus Budget Reconciliation Act of 1985. A wide ranging piece of U.S. legislation including provision for the continuation of health care coverage for some employees after leaving employment. The act creates the need for HR systems to be able to manage the provision of post employment benefits.

Combo Field A text field with extra functionality. As text is entered in the field, text previously entered in that field containing matching characters is displayed and can be selected to enable rapid and consistent field completion.

Sage People enables you to designate which text fields behave as combo fields in the HR Manager's Portal for the Team Member and Employment Record objects. Selected text fields can be added to the Combo Fields Field Sets in these objects.

Competency Assessment A means of assessing a team member's job-relevant knowledge and skills, as demonstrated through the work they do. Each item to be assessed - knowledge, skill, behavior, or indicator - is stored as a competency in a competency library. Stored competencies are used to build a job profile, and team members can then be assessed against a relevant profile. Results can contribute to employee development and succession planning.

Constraint One or more conditions you can apply to a template to control when the template can be used. For example, a constraint for a Probation review template may define a start date 30 days after the employee's start date, enabling the review to be conducted from that date. All conditions specified in a single constraint must be satisfied for the constraint to apply. If a template has multiple constraints, if any constraint is satisfied the template can be used.

Continuous Service Date The date used as the starting point for Team Member Service Months and Service Years calculations, including calculating Seniority for absence entitlements. The day of the month specified is taken into account when performing length of service calculations. The Continuous Service Date may differ from the Start Date for contractual or legislative reasons, and the way it is determined may differ from country to country.

Current data Data field values representing the present state for a Team Member. Many current data records also have earlier versions that carry history data for the Team Member, such as salary history and job history.

Dashboard A group of related information, typically displayed as a set of graphics in your browser. A dashboard is based on one or more custom reports and supports up to 20 components. Access to dashboards can be shared through dashboard folders. To view a complete dashboard, a user must have access to the report folders containing the custom reports holding the source data for the components.

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Delegated Access A means of enabling you to designate an assistant to view WX and complete Actions on behalf of someone else. Intended to support regular assistant roles such as personal or executive assistants who are familiar with the work and level of information available to the person they are delegated to represent. Set up Delegated Access for Assistants through the HR Manager Portal Roles tab.

Development Plan A group of development needs for a Team Member, comprising some combination of skills, competencies and objectives. Each development need has an action plan and a target date.

EEOC The United States Equal Employment Opportunity Commission. The federal agency responsible for enforcing laws against discrimination in the workplace. The EEOC requires organizations to report aspects of the gender and ethnic make-up of their workforces on a regular basis, using survey forms EEO-1 and EEO-4 amongst others.

Many other countries have similar enforcement agencies and legislation intended to ensure equal opportunities are available for all at work.

Sage People provides pre-formatted Equal Employment Opportunities (EEO) Reports returning team member details including gender and ethnicity.

Exercise Date The date an employee purchases some or all of the stock option they have been granted.

Options can be purchased when they have vested, and there may be several vesting dates associated with an option, each releasing an additional portion of the total option for purchase. Vested options can also be exercised in more than one transaction. Thus there may be several exercise dates associated with a single option grant.

Exercise Price The pre-determined price at which an employee can buy stock, typically ordinary shares, in the company for which they work as the result of a stock option they have been granted as part of their compensation and benefits package.

The exercise price can be the current stock price of the company on the day the option is granted, the stock price less a discount, or it can be determined by a formula. The option sets a future date or range of dates when it can be exercised, enabling holders of the option to benefit from any increase in the company's stock price between the grant date and the exercise date.

Family Leave An employee benefit providing time off work for general, family oriented reasons, such as recovery from a serious illness, or caring for a sick or infirm relative. Sage People Absence Accrual Patterns enable you to define and manage the Family Leave requirements of your organization. Family Leave can be paid or unpaid.

Sage People offers additional options for the more specific Parental Leave, focused on leave entitlements associated with the birth or adoption of a child.

Field Each record contains a number of fields, with each field describing an attribute of that record. Each field contains data of a particular kind, such as text, numeric, a picklist, a checkbox.

Final Exercise Date The date after which an employee can no longer purchase vested stock options they have been granted. The expiration date may be set when a stock option scheme is set up, defining an option term, or it may be entered by HR for a specific Team Member as a result of that employee leaving the company.

See also Lapsed Option.

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FMLA Family and Medical Leave Act. A piece of US legislation passed in 1993. FMLA requires qualifying employers to provide qualifying employees job-protected and unpaid leave of up to 12 weeks in any 12 month period for qualifying medical and family reasons.

FTE Full Time Equivalent. A unit indicating the proportion of full time employment a Team Member contributes to a role or project. For example, a part time employee working 4 days out of a 5 day work week has an FTE of 0.8 (= 4/5); an employee working 1 day out of every 5 day work week on a project has an FTE of 0.2 (= 1/5) for that project. Entitlements to benefits and rates of accrual are typically calculated using FTE units to calculate pro rata entitlements.

Gated field A field or set of fields that can be completed once by a team member and then closed to prevent subsequent edits. Gated fields which have been completed can typically be edited by an HR Administrator, not by an HR Manager or Team Member.

Grant Date The date on which a stock option is awarded to an employee.

Grant price The unit price at which an employee can buy shares represented by a stock option. Different jurisdictions regulate the relationship between the Stock Price and the Grant Price differently, with some allowing the Grant Price to be discounted and others not.

Group A number of Team Members in your organization you want to treat as a unit, for example, a project team, a special interest group. Group members do not need any formal reporting or organizational relationship; anyone visible in the People Bar can be added to a Group. Groups are visible in the People Bar and the Absence Calendar. Groups can stand alone or be defined as parent or child groups. Related Groups can be assigned a common Group Type. Set up Groups through the HR Manager Portal Groups tab.

Group Type A label you can assign to a number of associated Groups. You can use Group Types in Reports. Set up Group Types through the HR Manager Portal Group Types tab.

HCM Human Capital Management. Sage People HCM includes Sage People WX for the end user, Team Member audience, and the HR Manager Portal for the HR Administrator.

History data Data field values that are earlier than current values. For example, a Team Member has a current salary, and over time as a result of salary awards will build a history of previous salary values. All values that predate the current salary are part of the Team member's salary history data.

HR Administrator One of the security profiles used by Sage People HCM. Each security profile can give a different level of access to Sage People data. The HR Administrator can perform all administration functions, including creating new users, policies and departments, and updating libraries used for Sage People WX.

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HR Department An organizational unit for team members and managers using the same policy. Each HR Department can be managed by a different HR Manager or HR Administrator, or multiple HR Departments can be managed by the same person.

An HR Department can be the same as a standard organizational department, but it is typically used for a cross or multi-departmental group, or a single country in a multi-national, often depending on the size and organization of your HR team.

HR Manager One of the security profiles used by Sage People HCM. Each security profile can give a different level of access to Sage People data. The HR Manager can modify information held about team members in the department(s) to which they are assigned. An HR Manager can be assigned to more than one department.

HR Manager Portal The view of Sage People HCM that provides access to Team Member employment details including salary, salary related, and benefits information, as well as induction and termination workflows, reports and dashboards, and consolidated cross-team, multi-location information. Users of the HR Manager Portal typically have administrative access to the employment details for the team members of one or more HR Departments.

HR Notice A message held on the Sage People HR Noticeboard for display on a specific Sage People WX page. HR Notices have a range of configuration options including start and end dates, policy and locale selection, and team member or manager visibility. HR Notices can include text, images, and links and can appear in fixed locations on the target page.

HR Request A request from a manager to Human Resources to change the employment details of one of the manager's direct reports. Each request typically follows an approval process before reaching HR for finalizing.

Also known as a Personnel Action Form (PAF).

HRIS Human Resource Information System. That part of the Sage People HCM application that is maintained by HR to support team members.

Indicator A single aspect of behavior or personal value that contributes to a competency. When conducting a competency assessment, each question in the online form seeks to measure an indicator. For example, in measuring the competency problem solving an assessment could seek responses to the indicators I deal rationally with problems, I deal with problems as soon as they arise, I am decisive in making decisions and so on.

Job Family A group of related roles or Job Profiles, typically with similar competencies, indicators, skills, or metrics. Job Profiles within a Job Family can be assigned different Job Levels. Job Family modeling can be used as the basis for many Human Resource processes. Sage People enables you to add Job Family names and Job Levels to Job Profiles.

Job Level A means of classifying Job Profiles within a Job Family. A Job Family can contain a number of related roles or Job Profiles with different levels. Typically, the factors differentiating levels are defined using competencies, indicators, skills, and metrics. Sage People enables you to add Job Family names and Job Levels to Job Profiles.

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Job Library Item Defines a job using standard fields including Job Title, Grade, and Salary Band. The Item acts as a template to supply the data contained in those fields for use in multiple parts of Sage People. Each Job Library Item can also be linked to a Job Profile. Job Library Items are stored in the Job Library.

Job Need A measure used to define the requirements of a job. Job Needs can be competencies, indicators, metrics, or skills, and a number of them in combination define what is needed for a particular job. Job Needs can be used to define Job Profiles.

Job Profile Defines a job through a list of Job Needs, such as the skills and competencies a person needs to perform the job. Job Profiles are stored in the Job Profile Library and used in Sage People when conducting a Metrics Review or Competency Assessment, and for career and succession planning.

Joined report One of the report formats supported by Sage People enabling you to create multiple report blocks providing different views of your data. Each block of reports can have its own fields, columns, sorting and filtering. Use a joined report to combine information from different report types.

Lapsed Option A stock option that has an Expiration Date, after which it is no longer possible for an employee to purchase the stock granted by the option. Stock options may be set up to lapse:

• For all participants after a defined period

• For individual Team Members: o On their leaving date. o A fixed number of days after they have left.

Library One of a number of groupings of related information, such as those used by Sage People HCM for skills, competencies, metrics, scales, job profiles, job descriptions, or training, and that used by Sage People Talent Acquisition for selection criteria. The items in each library can be used and reused by multiple parts of Sage People.

Link A hyperlink providing a jump to more information such as another record, a report, or a website.

Manager Note An informal record of an interaction between a manager and a team member, not covered or required by any of the more formal HR processes. A manager note can be used to contribute to a formal HR process such as a performance or metrics review, a competency assessment, or a development plan. Manager notes include records of notable achievements, coaching sessions, or counseling sessions.

Matrix report One of the report formats supported by Sage People enabling data to be summarized in a grid. Typically used for summarizing large amounts of data and ideal when comparing values by two different categories of information.

Metrics Need A specific type of Job Need used to define a Job Profile and to assess a Team Member through a Metrics Review.

Metrics Review A simplified form of a performance review in which a Team Member's performance is assessed against a number of measurable indicators. A Metrics Review produces a set of scores and levels of achievement which can be used for comparison with other Team Members.

Typically used for helping to assess Team Member performance of repetitive tasks against a set of standardized measures.

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Object A container used by Sage People for storing information of a particular type, such as Team Member, Employment Record, Salary, or Absence. Each object is stored as a table, with columns for fields and rows for records. For example, each Team Member record (Steve Pendleton, John Sheridan, Demi Price) forms a row in the Team Member object with fields for name, job title, location, manager, and so on. Objects can be linked to other objects, so building a composite set of information about the people in your organization.

Onboarding The process or processes through which a new employee acquires the knowledge, skills and behaviors to become an effective member of your organization. Sage People supports effective onboarding through automated workflows, close integration of underlying information, and general ease of use encouraging effective maintenance of that information. Onboarding can be accelerated by using Sage People to identify Pre Boarders and enable early exposure to selected processes.

Open enrollment The process through which employees select the elements of their benefits package, widely used in the U.S. Typically an annual event.

Also known as: Annual enrollment.

Org Chart Organization Chart. A visual representation of the people in an organizational structure. In WX, centered on a person you select through the People Bar and showing a configurable number of organizational levels. Displayed by default, the WX Org Chart can be hidden using a configuration setting.

Parental Leave An employee benefit providing time off work for reasons associated with the birth or adoption of a child. In Sage People, Parental Leave applies to maternity, paternity, and adoption leave. In many countries entitlements to Parental Leave are defined in law, and can be paid or unpaid. Sage People Absence Accrual Patterns provide the flexibility to define and manage almost all forms of legal entitlement to Parental Leave.

Leave that can be taken for more general, family oriented reasons is classed as Family Leave in Sage People.

PDF Template Generator Sage People functionality enabling you to create and send Adobe Portable Document Format (PDF) files from within Sage People packages. PDF files in Sage People are typically used for employment contracts, amendments to terms and conditions, other formal letters to Team Members, branded company-wide announcements and so on. PDF templates can use formulas for conditional and tailored content.

Picklist One way of presenting a browser user with a number of selectable options. Some Sage People picklists can be edited or added to as part of the implementation process; this is one of the ways in which the application can be configured.

Also known as: pull-down menu, drop-down menu.

Policy A policy defines the functionality available to the Sage People user through Sage People WX. Each policy comprises a set of options and settings linked to a team member through an HR Department. An organization can have several policies for different parts of the business, such as per country or per management level.

Policies can be exported and imported to enable copying between organizations.

Policy Group An optional text label you can apply to one or more Policies so that they can be treated as a group by using the label value in workflows.

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Private leave A category of absence that has limited visibility. Sage People Absence Accrual enables you to classify any type of absence as Private. Private absence is not visible to colleagues or the downward reporting chain in a Team View calendar, but remains visible to the Team Member's manager and the upward reporting chain.

Process In Sage People, a process is a group of features that make up one of the constituents of a WX Service in Sage People WX, such as Objectives, Vacation/Paid Time Off, Performance Review, or Training. Each process has a set of options in a Policy that enable the process to be configured.

PTO Paid Time Off. Also known as paid vacation, holiday, leave, and paid leave. Typically, permanent employees have an entitlement to an amount of paid time off written in to their contracts of employment. Part time permanent employees typically have their paid time off entitlements scaled in proportion to the number of days they work. Paid time off is typically approved in advance.

Record When you select a tab, the page displays information in rows. The information for each row is held in a record. For example, the Team Members tab groups all team member records together, with each record displayed on a separate row.

Related list Information that is not part of the selected record, but that is related to it. For example:

• The employment, objectives, and targets records for a Team Member. These are accessible from the Team Member page, with links displayed below the Team Member Detail.

• The employment record detail page has related lists for salary history, benefits, bonuses, absences, and so on.

Related User A user linked to the current record through a standard or custom field included in the record.

Report A generated set of information drawing on one or more objects. Reports can be shared through Report folders and exported to Excel as a set of data values or in formatted form. Sage People supports multiple report formats including tabular, summary, and matrix.

Reporting Currency The currency in which amounts are displayed in a company's financial statements such as the annual financial report and accounts. Many organizations use the reporting currency for their internal financial reporting, often to provide a standard currency for operations in more than one country.

Sage People offers the reporting currency as an option for most currency amounts held on the system. Fields displaying the reporting currency have the word Reporting in their names; for example Annual Amount Reporting, Employee Deduction Reporting.

Roles Defined to enable people to execute actions on behalf of someone else. Roles enable you to map one or more people to act as delegates for one or more others. A core part of Delegated Access for Assistants functionality. Set up Roles through the HR Manager Portal Roles tab.

Rollover Period A number of months at the end of each financial year; if Objectives or Targets are set during this period they default to the following year. For example, with a December year end and a two month Rollover Period, any Objectives or Targets set between 1 November and 31 December apply by default to the following year. Use the Months to New Year Rollover option on Policy to set the Rollover Period value.

Sage People Digest An automatically generated email sent to all users of Sage People HCM, listing actions that have been raised for them to complete as well as actions they have raised for others to complete. A new Digest is sent to you when a new action is raised for you, or a reminder for an existing action is due.

Also known as: Email Digest, Actions Digest.

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Scheme Start Date The date an employee stock option scheme is first made available to employees.

Companies may start a new scheme at the beginning of each fiscal period, each calendar year, or each taxation year, over time resulting in multiple schemes running in parallel.

Each scheme can be set up with its own Stock Option Pattern, or multiple schemes can run off a single Pattern.

Security Profile A collection of permissions and access settings that specifies the parts of the Sage People system that can be seen and edited by a user. A user can be assigned to a single Security Profile. Typically used to provide a basic level of access control, refined by one or more Permission Sets. Sage People HCM is supplied with three Security Profiles: HR Administrator, HR Manager, and Platform Team Member. Also known as: Profile.

Semimonth Twice a month, typically on the first or last day of the month and on the 15th of the month. Compare with biweek, every two weeks.

Seniority Length of service used as a determining factor in allocating employment benefits. For example, many organizations increase vacation entitlement for employees as their length of service increases. Sage People enables you to define entitlements that change in this way through the seniority settings for Absence Accrual Rules. By default, length of service is calculated using the Continuous Service Date.

Service Months The calculated number of months service for a Team Member, starting from their Continuous Service Date and taking into account the date within the month. Displayed on the Employment Record Detail page.

For currently employed Team Members with no End Date, Service Months = the number of completed months from the Continuous Service Date to today.

For Team Members with an End Date, Service Months = the number of completed months from the Continuous Service Date to the End Date.

Social Security Number (SSN) A nine digit unique number issued to individual United States citizens, permanent residents, and temporary working residents. Primarily used for tracking individuals for social security purposes and also used as a general means of identification.

Many countries have similar national identification number systems, such as China (Identity Card number), Poland (PESEL number), and the United Kingdom (National Insurance number).

Used in Sage People as the default label for a field in the Team Member object, the label can be changed to reflect an organization's requirements.

Stock Option Pattern A group of parameters that define how a Stock Option based on the Pattern will behave. The Pattern includes:

• The units used to measure time periods.

• The stock price to be used to calculate the value of options granted.

• The Stock Option Periods that define the vesting schedule.

Stock Option Period A period of time that must elapse between a Stock Option Grant Date and the date that a portion of a stock option vests. Defined to support a Stock Option Pattern, one or more Stock Option Periods define the vesting schedule for stock options based on that Pattern.

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Stock Price The price used by the Stock Option process to calculate the values associated with granted stock options including grant value, vested value, and exercised value. You can maintain the Stock Price over the life of a stock option, or leave it at the value set when creating the Stock Option Pattern.

Succession Plan Identifying potential successors within your organization for a Team Member, along with an indication of the readiness of each potential successor. A succession plan is good business practice for all key roles, enabling you to develop individuals to take on larger or different roles in the future and providing a measure of security if a key team member should leave. Succession Plans are typically entered by a manager or HR and not disclosed to the Team Members.

Summary report One of the report formats supported by Sage People. Similar to a tabular report with the additional capacity to group rows of data, view subtotals, and create charts. Typically used for grouping tasks by week or by team member.

Tab Used to organize information stored in Sage People into groups. By selecting a tab towards the top of the Sage People page, you get access to all the data related to that tab.

Tabular report One of the report formats supported by Sage People. The simplest and fastest way to view data, comprising fields in columns and records in rows.

Talent Plan An assessment of a Team Member comprising their current performance, potential, risk of leaving, and the impact on your organization if they leave. Typically entered by a manager and not disclosed to the Team Member.

Targets Financial targets for a Team Member to achieve in a given time period. Typically used to set revenue generation targets for sales staff and aligned with an organization's financial year, targets are broken down into quarterly amounts. Actuals can be recorded against each quarter, and managers can record status and comments as the year progresses.

Team Member Generally: any Sage People HCM user with access to Sage People WX.

Specifically: one of the security profiles used by Sage People HCM. Each security profile gives a different level of access to Sage People data; a user with a Team Member security profile can view and edit permitted information. Managers and their direct reports typically share the same profile, but they have permission to see different information so that managers can edit selected details of their direct reports' pages.

Time in lieu A work scheduling arrangement that enables or requires employees to take time off instead of, or in addition to receiving payment for time worked in excess of contractual hours. Time in lieu is typically awarded at the discretion of the employee's manager, and is added to the employee's paid vacation entitlement.

Also known as Time Off in Lieu, Compensatory Time, Comp Time.

Time Report A record of work time on a specific date for one Team Member. The Time Report also includes pay rate and unit amount, and enables calculation of pay amounts due. One or more Time Reports contribute to a Timesheet for a defined time period.

Timesheet A record of work time over a defined period for one Team Member. A Sage People Time timesheet has defined start and end dates and comprises one or more Time Reports. Typically completed through WX by Team Members, Timesheets can also be created and edited through the HR Manager Portal. When complete, the timesheet enables calculation of total work duration and amount of pay due.

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Vesting The transfer of an option that has been granted to one that can be exercised.

For example, an employee stock option for 1000 ordinary shares may be granted to an employee on their hire date, but they are not permitted to exercise the option until it vests. Vesting is typically phased in line with a vesting schedule, so of the granted 1000 shares, 250 may vest when the employee has completed one year's employment, a further 250 after the second year and so on. Vesting can also be dependent on employee performance.

An employee can exercise only that part of an option that has vested, enabling them to buy the permitted quantity of stock at the exercise price.

Vesting Date The date that a stock option, or part of an option, becomes available for the employee to purchase.

Employee stock options typically follow a vesting schedule comprising a number of vesting dates at defined intervals; another part of the option is made available at each date. Vesting dates are calculated using the Stock Option periods defined as part of a Stock Option Pattern.

View A set of criteria enabling a subset of records to be displayed. Sage People enables you to create your own views in the HR Manager Portal for Sage People HCM, and in Sage People Talent Acquisition. A view can be used with a single tab, such as Team Members, HR Requests, or Candidates. A view can also be cloned and printed to PDF, but cannot be transformed into a report.

Work Days Pattern A definition of the working week with days marked as worked or not worked. Typically used by organizations operating in more than one country to define the working week for each country, or by organizations with different working week arrangements for groups of employees in a single country. Each pattern enables you to define recurring holidays throughout the year, such as public, bank, or national holidays. For each recurring holiday you can specify how personal vacation days are treated when they fall on those days. Work Days Patterns integrate with Overtime Rules to define overtime entitlements for Team Members using Sage People Time.

Work Days Patterns can be assigned to individual Team Members and to policies to help in the management of timesheets, vacation/PTO and absence. Work Days Patterns can be exported and imported to enable copying between organizations.

Workflow Generally: a series of connected steps used to complete or contribute to a task. The series of steps flows from one to the next.

Specifically: in Sage People, an automated or semi-automated process using rules triggered by specific criteria, and that result in one or more defined actions.

WX Sage People WX (Workforce eXperience), the greatly enhanced replacement for the Sage People Collaboration Portal. Using responsive design to enable use on the full range of screen sizes from desktop to mobile, giving access to existing processes, and introducing Internal Communication, Recognition, and Summary processes.

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WX Process A group of features that deliver a part of Sage People WX functionality, such as Objectives, Performance Review, or Skills. You group WX Processes into WX Services, and a Process can appear in more than one Service. You can name both WX Processes and WX Services to match the needs of your organization.

WX Processes are displayed to Team Members through the WX Navigation Bar and Service Bar; selecting a WX Process displays the Detail view for the Process. As an HR Manager or Administrator you can access WX Processes through the hosting WX Services - use the WX Services tab. Each WX Process has one or more options in a Policy that enables the Process to be configured.

WX Service A group of WX Processes. For example, a Performance Management Service with component Processes for Objectives, Recognition, and Performance Review. You can name both WX Processes and WX Services to match the needs of your organization.

WX Services are displayed to Team Members through the WX Navigation Bar and Service Bar; selecting a WX Service displays Tiles for the component Processes. As an HR Manager or Administrator you can access WX Services through the WX Services tab.

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Index A About this Guide • 8 Absence • 24, 282 Absence Accrual Pattern • 282 Accrued Absence • 282 Action Event • 282 Action Event Pattern • 282 Actuals • 282 Add New Hires through a Single Page • 94, 95, 101 Adding a Group Type • 28, 129, 130 Adding a Job Description for a Team Member • 108 Adding a New Group • 125, 126, 130, 132 Adding a New HR Notice • 180, 185 Adding a Team Member to a Group • 125, 128, 130 Adding an Employee to Sage People • 94 Adding an HR Manager • 66, 112 Adding Attachments by Email • 78 Adding Job Needs to a Job Profile • 249, 258 Adding Notes and Attachments while Using Sage

People • 77 Adding or Changing a Primary Manager • 111 Adding the Administration Link to WX • 17 Adding the HR Noticeboard Related List • 180, 187 Adding WX Fields to HR Noticeboard Page Layout

• 180, 186 After You Have Changed Your Password • 20 Approval process • 282 Approval Processes • 280 Approving and Finalizing HR Requests • 28, 135 Arrival Date • 283 Assign a Job to a Team Member • 94, 98 Automatic Related Records • 59 Available Tabs • 27 Awarding a Stock Option to a Team Member • 147,

153

B Biweek • 283 Bradford Score • 283 Building a Custom Dashboard • 236, 245 Building a Custom Report • 228 Bulk Competency Assessment • 49 Bulk Email • 42 Bulk Performance Review • 51, 164, 176 Bulk Send Form • 48

C Calculations • 220 Change Picture • 11, 86 Change Position • 87, 255 Change User • 83 Changing Related List Content • 31, 69, 71 Changing the Data Category • 207

Changing the Time Period • 206 Changing Which Related Lists Are Displayed • 31,

69, 70, 73 COBRA • 283 Combo Field • 283 Compensation & Benefits

Stock Options • 9 Competency Assessment • 283 Constraint • 283 Continuous Service Date • 283 Copying a Notice • 181, 185 Copying a Template • 164, 174 Copying an Existing HR Department • 12, 65, 67 Create a New Employment Record • 94, 97 Create a New Team Member • 94, 95 Create Salary and Other Related Records • 11, 94,

99 Creating a Completely New HR Department • 12,

65, 66 Creating a Future Dated Job History Record • 11,

74, 75, 87 Creating a New Job Library Item • 247, 252, 259 Creating a New Job Profile • 257 Creating a New Passport Record • 142, 143 Creating a New Stock Option Pattern • 147, 149,

159 Creating a New Stock Option Period • 151 Creating a New Stock Vesting • 157 Creating a New Target • 162 Creating a New Tax Status Record • 160 Creating a New View • 37, 42, 43, 49, 51, 176 Creating a New Visa Record • 142, 144, 146 Creating a Performance Review Template • 164,

165, 276 Creating a Task for a Team Member • 109 Creating a Time Report • 138, 140 Creating a Timesheet • 137, 138 Creating Your Own Data Categories • 209 Cross reporting • 114 Current data • 283 Customize Your Tab Bar • 25, 26

D Dashboard • 283 Deactivating a Group • 125, 130, 132 Deactivating a Team Member • 130, 131 Defining a New Policy • 11, 62 Defining Constraints • 164, 168, 169, 276 Delegated Access • 284 Delete • 80 Deleting a Group • 125, 130, 133 Deleting a Passport Record • 142, 144 Deleting a Template • 164, 175 Deleting a Visa Record • 142, 146

Index

© Sage 2018 295

Development Plan • 284 Different Views of a Team Member • 60 Display All Tabs • 25, 26

E Edit • 79 Edit Custom Dashboards • 245 Editing a Notice • 184 Editing a Template • 164, 168, 173 Editing a Time Report • 140 Editing a Timesheet • 138 EEOC • 284 Employment Record Related Lists • 33, 73 Example

Exclude Involuntary Leavers • 213 Group Countries by Region • 209, 218 Turnover Report by Month • 221, 224 Turnover Report by Quarter • 224

Exercise Date • 284 Exercise Price • 284 Exporting and Importing Policies • 62, 63

F Fairsail Administration • 191, 192 Fairsail Analytics • 191, 194, 235 Family Leave • 284 Feedback • 9 Field • 284 Final Exercise Date • 284 Finding Your Way Around the HR Manager Portal •

22 FMLA • 285 For the First Time • 19 Frequently Asked Questions • 10 From HR Manager Portal to WX • 16 From WX to HR Manager Portal • 17 FTE • 285

G Gated field • 285 General Configuration Settings • 67 Google Docs • 77 Grant Date • 285 Grant price • 285 Group • 285 Group Type • 285

H Handling Notes and Attachments • 77 HCM • 285 HCM Configuration Guide • 8 History data • 285 How do I apply a change to a large number of

people? • 11 How do I award a percentage salary increase to

several people? • 11 How do I change a Team Member picture? • 11 How do I create a Job History record to be

processed on a future date? • 11 How do I create a new HR Department? • 12

How do I create a new Policy? • 11 HR Administrator • 285 HR Department • 286 HR Departments • 28, 65 HR Manager • 286 HR Manager Portal • 15, 286 HR Manager Portal Home Page • 23, 27 HR Manager Portal Tabs • 25 HR Notice • 286 HR Noticeboard • 28, 179 HR Request • 286 HRIS • 286

I Indicator • 286 Introduction • 13

J Job Family • 286 Job History • 74 Job Level • 286 Job Library Item • 287 Job Need • 287 Job Profile • 287 Joined report • 287

L Lapsed Option • 287 Library • 287 Link • 287 Link Team Member to User Record • 94, 101 Linking a Job in the Job Library to a Team Member

• 251 Linking a Job Library Item and Job Description •

247, 252 Linking Metrics to a Job Profile • 250, 270, 271 Linking Templates and Constraints • 164, 168, 170,

171, 174 Logging in to Sage People • 18 Login with Single Sign-On • 21

M Maintaining Groups • 125, 130 Maintaining Passport and Visa Records • 142 Maintaining Stock Options • 30, 147 Maintaining Supporting Processes • 178 Maintaining Targets • 162 Maintaining Team Member Records • 68 Maintaining Team Member Tax Status • 160 Maintaining the Stock Price • 159 Maintaining Timesheets • 29, 30, 137 Manager Note • 287 Mass Update • 11, 44, 54, 188 Mass Update Example

Award % Salary Increase to Multiple Team Members • 46

Move Team Members to a New Team • 45 Matrix report • 287 Metrics Need • 287 Metrics Review • 287

Index

© Sage 2018 296

More Example Formulas • 218 Moving Between Portals • 16

O Object • 288 Onboarding • 288 Open enrollment • 288 Org Chart • 81, 288

P Parental Leave • 288 PDF Template Generator • 288 Performance Management • 191, 195 Picklist • 288 Planning Salaries • 188 Policies • 29, 61 Policies, HR Departments, and General

Configuration • 61 Policy • 288 Policy Group • 288 Policy Group Field • 63 Pre-defined Reports and Dashboards Supplied

with Sage People HCM • 191 Private leave • 289 Process • 289 Profile • 80 PTO • 289

R Record • 289 Recording Options Exercised • 147, 158 Related Guides • 8 Related list • 289 Related Lists Available For HR Manager Portal

Tabs • 25, 31, 70 Related User • 289 Removing a Team Member from a Group • 130,

131 Report • 289 Report Buttons • 227 Report Folders • 226 Report Formats • 227 Reporting Currency • 289 Reports and Dashboards • 27, 29, 191 Reset Password • 85 Reset Passwords • 43 Resource Manager

A Complete Guide • 9 Review Your Personal Setup • 55 Reviewing Your Outstanding Tasks • 58, 110 Roles • 289 Rollover Period • 289 Running a Pre-Defined Dashboard • 235 Running a Pre-Defined Report • 225

S Sage People Digest • 289 Sage People HCM Terminology • 24 Salary Bands • 29, 189 Salary Planning • 188, 191, 196

Salary Projections • 29, 190 Scheme Start Date • 290 Search for a Team Member • 35 Security Profile • 290 Semimonth • 290 Send a Welcome to Sage People Email • 94, 101 Send Form • 90 Send PDF • 91 Seniority • 290 Service Months • 290 Setting Up Cross Reporting • 114 Setting up Future Dating for Team Member

Transfers • 116, 121, 123 Setting Up Groups and Teams • 28, 125 Setting Up Performance Review Templates • 164 Setting up the Organization page • 116, 117, 122 Showing Sage People Recruit Vacancies on HCM

• 281 Social Security Number (SSN) • 290 Stock Option Pattern • 290 Stock Option Period • 290 Stock Price • 291 Succession Plan • 291 Summary report • 291

T Tab • 291 Tabular report • 291 Talent Plan • 291 Talent Succession Planning • 191, 199 Targets • 291 Team Member • 291 Team Member Detail Buttons • 79 Team Member Related Lists • 69, 142 Team Member View • 41 Team Member View Buttons • 42 Team Members Home Page • 27, 36 Terminate • 89 The Competency Library • 27, 246, 266 The Constraint Library • 246, 276 The Job Description Library • 28, 108, 246, 259 The Job Library • 28, 246, 247 The Job Profile Library • 28, 246, 256 The Metrics Library • 29, 246, 268 The Scales Library • 29, 246, 260 The Skills Library • 30, 246, 264 The Template Library • 246, 276 The Training Library • 30, 246, 273 The Work Location Library • 30, 106, 246, 277 Time

A Complete Guide • 9 Time in lieu • 291 Time Off Management • 191, 201 Time Report • 291 Timesheet • 291 Training Development • 191, 203 Transfer • 88, 120 Transferring Team Members Between

Departments and Managers • 29, 116 Turnover Report • 191, 204

Index

© Sage 2018 297

U Updating a Passport Record • 142, 143 Updating a Visa Record • 142, 146 Using Filters • 117, 118 Using Libraries • 246 Using Preview • 92 Using Single Page New Hire • 102 Using the Organization Home Page • 116, 117, 120 Using the Team Member Transfer Wizard • 88,

119, 120 Using Views • 37

V Validating Team Member Social Security Numbers

• 95, 96, 106 Vesting • 292 Vesting Date • 292 View • 292 Viewing Next Due Dates for Team Member

Processes • 54 Viewing Recent Items • 53 Viewing Team Member Group Membership • 125,

134 Viewing, Editing, and Adding Timesheet

Comments in the HR Manager Portal • 141

W What is the difference between a Salary Award

Date and a Salary Start Date? • 11 What the Turnover Report Shows • 205 Work Days Pattern • 292 Workflow • 292 WX • 14, 292

Guide for Users • 8 WX Configuration Guide • 8 WX Process • 293 WX Service • 293

hcm: guide for hr managers...running a pre-defined dashboard 235 building a custom dashboard 236...

Documents