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Weekly Hints & Tips

Weekly Hints & Tips

Contact Us: 01908 265111

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.


Running Reports

26th July 2024

Did you know that People Inc. system comes with a powerful reporting tool that can be used to generate reports that can serve multitude purposes:

  • Identify Trends and Issues
  • Maintain HR Records
  • Support Management Decisions

Additonally,new reports can be developed, and any existing report can be customised to meet the needs of your organisation and can be exported in the formats required. If you are interested in learning about how you can develop your own reports, click here.


Report Examples

Commission, Overtime, Expenses

Commission, Overtime, Expenses

19th July 2024

A simple history screen can be set up within People Inc. to record additional payments made to employees. This might include bonus and commission payments, expenses, and overtime.

Where line-managers have access to employee records via the Employee Self-Service module they can add information to this screen for members of their team. The payroll team can extract this information (into an Excel sheet) and use this to update payroll records.

Reports can then be used to cross-check and analyse the details of the additional payments made to employees.


Monitoring DBS Checks

12th July 2024

People Inc. provides the ideal mix of features to allow users to manage DBS check records. When this approach is taken, clear historical records are held centrally and securely.

An new screen designed to hold DBS records can be built very quickly within the system. Most organisations will record the date of issue, the DBS certificate number, the level (basic, standard, enhanced) and the expiry date. If needed, users can attach a scanned copy.

As the expiry date approaches, the system can automatically send a renewal reminder e-mail to the user. For more, click here.


DBS Checks

Pension Opt-out

Pension Opt-out

5th July 2024

Another example of a custom feature that users can easily add to their People Inc. system is a screen designed to record and manage historical pension opt-out information. This can be used to help demonstrate compliance with Pension Auto-enrolment legislation.

This type of screen can also allow users to record details of the pension scheme for each employee, and they can then keep a history of any changes to employee and employer contributions.


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.


Monitoring Late Arrival

One to One Meetings

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.

Health Surveillance

Issued Uniforms

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.


Assigning Actions to Others

Onboarding Checklists

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.


Providing employees with access to electronic copies of letters

Managing Attached Documents

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.


Providing employees with access to electronic copies of letters

Managing Attached Documents

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.


Providing employees with access to electronic copies of letters

sending email messages to groups of employees

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).



More Friday Tips

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