Managing Activities and Tasks

The People Inc. Action List is designed to help user manage a range of HR-related tasks and activities. Fully integrated into the system, actions are usually linked to an employee record. Actions can be created by the user or generated automatically by the system (based on user-defined settings).

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This article looks at how to manage actions and check-lists using People Inc. If you would like to know more, or want to understand a particular feature in more detail, we can ask one of our team to contact you.

Actions are given a brief description and can contain detailed notes or instructions if required. They can be assigned to an individual user, prioritised, and categorised. A target date can be set for each action. Users can view the actions that relate to a particular employee, or they can view all actions (across the system) at the same time.

When a new action is created, it is normally given a status of ‘open’. Individual users can filter the list of actions so that they only see ‘open’ actions (and will usually specify that they only want to view their actions for the coming few days, or for the coming week). As actions are completed, the user changes the status to ‘closed’.

Actions can be linked to other types of record too. This includes vacancies and applicants, training courses and delegates, HR policy documents, and company vehicles (in fact, actions can be associated with any type of record).

Retaining a Full History

Where actions are linked to an employee record, as they are closed, they then form part of the historical records for that person. Users can view historical actions for each member of staff. A tab on the employee screen displays a list of employee-related actions. This provides an effective way to monitor interaction and contact with individuals.

The action list will usually contain entries for all the onboarding steps (issue employment contract, take up references, arrange induction training, issue equipment, sign-off HR policies, etc.), details of any correspondence (pay review letters, changes to terms and conditions, etc.), reminders for appraisals and training courses, etc. and actions relating to the leavers process (return equipment, exit interview, reconcile leave and benefits, etc.).

When correspondence is generated using letter templates defined within the People Inc. system, historical actions are added for each recipient automatically, and the user is also given the opportunity to add a follow up action if required. Note that the system will also retain copies of the letter themselves (as attached documents).

Giving Actions Visibility

All actions are visible from the main Action List screen. This includes employee-related actions, actions linked to records elsewhere in the system (vacancies, applicants, training courses, etc.), and any stand-alone actions (actions that are not linked to system records).

It is possible to display a list of current actions automatically each time a user logs into People Inc. To do this, users need to set the Action List screen as their ‘start-up’ screen and select a filter that will show the actions associated with their role (or their team). These screen settings are user-preferences (and are set user-by-user). Once selected, the system will save the settings for individual users automatically.

Most often, users want to view actions assigned to them for the coming week (along with any outstanding actions from previous weeks). Some users will want to see actions relating to a particular activity (perhaps recruitment, or payroll), and others will want to see actions that have been completed. It is of course possible to view any selection of records.

System Generated Actions

Users can add actions to the system, and link these to an employee, but the system can also be configured to generate actions automatically. System-generated actions are associated with key dates recorded within the system. For example, actions might be generated as employees approach the end of their probationary period, when appraisals are due, or when qualifications are about to expire.

A settings screen is used to manage the actions the system generates automatically. For each action-type that is required, the user selects the associated date field in the system (training expiry, next medical, end of contract, etc.) and then specifies the amount of notice required (a number of days). This ensures that users have time to deal with each action when they are generated.

Notifications and Reminders

People Inc. will send e-mail notification messages when actions are due. This means that users are made aware of their actions without having to start the People Inc. system and open the Action list. Notification e-mails use the notice period defined in the action to ensure that users are told about an action in good time (perhaps a week before the expiry date, or 3 weeks before a contract end date).

The People Inc. system can be configured to send notification e-mails to members of staff in different areas and roles. This might be a People Inc. user, an ESS user (manager), a line-manager, or a specialist within the organisation (the payroll team, health & safety manager, information officer, etc.). It is also possible to get the system to send repeated follow-up reminder e-mails (‘nag’ e-mails’) if entries in the Action List are not cleared.

Using Checklists

Users can generate checklists for a variety of HR processes using the Action List feature. These checklists can be used to manage multi-step processes such as onboarding, managing recruitment or running a training course. Where an HR process always has the same steps, the Action List can be used to manage it.

The checklist are generated automatically by the system. In the onboarding example, when a new employee record is added to People Inc., the system automatically creates actions for each of the steps in the user-defined onboarding process.

Individual steps in each process can be assigned to different people (and this is defined by the user when they set the checklist up). For example, when a new employee starts, HR would usually look after their employment contract and take up references, IT may issue them a laptop or a mobile phone, and their line manager is likely to arrange their induction training and run their end of probation review.

Assigning Actions to Others

Having received notification e-mails, staff can access the actions assigned to them in several different ways. Using a custom access profile (designed to protect confidential information), they can access the Action List and any additional information they need, either using the People Inc. Windows client software, or via a web browser (using the same login).

Where an organisation uses the Employee Self-Service module, line-managers can be given access to any actions assigned to them via a web browser on their PC, or via their mobile phone. Action List entries for employees in their team can be managed and updated via the ESS Action List screen, but they are also visible via the ESS Calendar tool.

As tasks are completed, users update the appropriate entries in the Action List to keep their colleagues informed. HR are then able to monitor progress and ensure actions are not missed.

The Action List Manager Tool

While actions can be managed using the main Action List screen or via the actions tab on any data-screen (for example on the employee screen), the Action List Manager tool is designed to help users review and update actions. Individual actions can be updated, and follow-up actions can be created using the Action List Manager tool.

The Action List Manager feature displays actions in both a list view and a calendar view. The selection of records shown are managed using either filters (taken from the Action List screen), or by using a custom search tool.

The calendar tool provides additional functionality to select the view that is used. Actions can be seen day-by-day, in a weekly view, or by month. Where times are associated with an action (for example an action related to a meeting), these entries are shown at the correct time (within the day). Calendar entries can be exported to MS Outlook if required.

Summary

The Action List can be used to manage HR task and activities. The system can be configured to auto-create Actions based on target dates. Processes can be defined step-by-step with individuals tasked to complete their part. System generated reminders ensure staff never miss key dates. Historical records available for analysis and reporting.

More Information

If you would like more information regarding People Inc. and how it can help manage tasks and actions, please contact us on 01908 265111, or click the button below to request a call-back.

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Related Features

There are a number of features included with the People Inc. system that are designed to automate tasks and processes. Some examples are provided below:

People Inc. time

Manage shift patterns and record hours worked using the time & attendance module.

Variable Hours

Managing staff who work variable hours, including those on zero-hours contracts.

Staff Timesheets

Collect and process weekly or monthly employee timesheets using the People Inc. system..

External Resources

The following links provide additional information about resource planning and employee attendance. The links are to pages on websites over which we have no control. This information is provided for reference only.

Workforce Planning (www.cipd.co.uk) - External Link.
Time & Attendance (www.wikipedia.org) - External Link.

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