The Friday Tip - page 2
Once a week we highlight some unique and useful feature provided by the People Inc. system in our 'Friday Tip'. These tips are often based on a support call that we took during the week. Our aim is to help customers get more from using their People Inc. system. If you do not receive these tips but would like to, please contact the People Inc. help desk and ask to be added to the mailing list.
Monitoring Late Arrival
28th June 2024
It is useful to keep records of when employees arrive late for work, particularly if this happens on a regular basis. Some organisations do not want to record late arrival as absence because this can mean that absence statistics are affected (lateness shows as occurrences of absence).
A custom Late for Work screen is an effective way to monitor late arrival and ensure that this is followed up in an appropriate way. Reports (or screen filters) can be used to monitor things such as more than 3 occurrences in a 6 month period, late arrival following the weekend, etc.
One to One Meetings
21st June 2024
Did you know that the People Inc system allows you to efficiently collect notes from your one-to-one meetings? By incorporating a straightforward screen to record this information, you can tap into a wealth of advantages:
- Accessibility: The system ensures that all relevant personnel have access to the meeting details.
- Document Management: Attach any necessary documents directly to the meeting record.
- System Reports: Retrieve meeting details effortlessly through system-generated reports.
Health Surveillance
14th June 2024
When monitoring health surveillance information and requirements, it’s crucial to maintain an accurate history for all employees. By configuring a straightforward health surveillance screen, the People Inc system can efficiently track this information on your behalf. If you wish to enhance the process further, consider the following steps:
- Automated Reminders: Set up automated reminders to keep you or the employee informed about key dates.
- Action List Automation: Implement automation for providing all relevant parties with details on important dates.
Uniforms, Branded Clothing and PPE
7th June 2024
It is possible to record details of branded clothing, uniform and PPE that is issued to members of staff using a custom screen. Note that a separate screen is already available to manage any other equipment issued (phones, laptops, etc.).
By creating a dedicated clothing screen, you can maintain a detailed history of garments provided to employees, set up automated reminders for re-issuing items, track stock levels (including the different sizes required), ensure that leavers return items as required, and generate comprehensive reports.
Assigning Actions to Others
31st May 2024
While line-managers have access to any actions assigned to them using their standard ESS login, other users (for example IT, or the payroll team) can be given a custom access profile (designed to protect confidential information) and use this to access details of Actions they have been assigned.
Once tasks are completed, users would usually update the appropriate Action List entries to keep their colleagues informed. HR are then able to monitor progress and ensure actions are not missed.
Onboarding Checklists
24th May 2024
People Inc. can generate checklists to help manage HR processes. These are commonly used to manage things like onboarding, recruitment or running training courses and are based on a list of user-defined steps.
Each step can be assigned to an individual or a team. For example, during onboarding, HR would usually look after employment contracts and take up references, IT may issue a laptop or a mobile phone, and the employee’s line manager is likely to arrange their induction training.
Action List Manager Tool
17th May 2024
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 specifically designed to aid users in reviewing and updating Actions. Individual Actions can be updated, and follow-up Actions can be created using the Action List Manager tool. This tool enables a better understanding of your forthcoming Actions and commitments. It is even possible to export this list to your Outlook calendar.
More details on this tool can be found here.
Automating Actions
10th May 2024
Did you know that you can automatically generate Action List entries based on significant dates? This feature ensures you receive prompt reminders for critical events such as the conclusion of probation periods, forthcoming appraisals, or renewals of certifications. In addition to automatically generating Actions, the system can send notification and reminder emails on your behalf. This functionality ensures that users are informed of their pending Actions.
Using the Action List
3rd May 2024
The People Inc. Action List is designed to ease the management of a variety of HR-related tasks and activities. The Action List can be used to conduct a broad spectrum of tasks, from recording notes against a record to setting reminders for future requirements. Its use is not confined to generating Actions solely for employee-related activities; it is also possible to create Actions for general tasks, such as annual reminders, bank holidays, and year-end processes.
More details on the available functionality can be found here.
Managing and attaching documents
26th April 2024
Keeping employment documents within People Inc is a great way to ensure staff records are kept secure, well-organised and accessible. You can attach any number of documents and files to records within your system. For example, you can attach sick notes to individual sickness absence records.
You can also manage file-attachments in folders within employee records - a folder for pay-related letters, one for training certificates, another for scanned copies of official documents.
Controlled access to attached documents can be granted to other members of staff within the organisation as required.
Employee Access to Letters
19th April 2024
Whilst most People Inc. users will store copies of letters against employee records within the system, few then take the next step and provide employees with access to their letters electronically. This is much quicker and much easier than printing letters and posting them to employees.
When the system generates a batch of letters, it can automatically save a copy against each employee's record. Members of staff can then access their letters by logging into the People Inc. ESS. There are lots of benefits associated with this approach: it saves time and money, it is much greener (no printing required), and over time, it provides a full history of letters for staff to refer to.
To learn more about People Inc. letter generation, click here.
Generating e-mail
12th April 2024
You can create e-mail templates within your People Inc. system. These can be used to send messages to individuals, groups of employees, or even to the whole organisation. It is possible to send simple messages, memos and reminders, and formatted e-mail (for a variety of different purposes).
The system will save copies of e-mails you have sent (as attachments within individual employee records).
Note that you can also get the system to automatically generate notification and reminder e-mails (based on dates recorded in the system - for example, as a probation end-date approaches).
