HR Portal: What’s New? What’s Next? Greg Kovach

HR Portal New Features Two Factor, Refresh Me Changes to be aware of Configurations and Security Options Add a footer

Team Schedule Updated Report: Team Schedule, a.k.a. Calendar Added: Training Completed Training Pending Control displayed events Manage Colors and Icons New Security Add a footer

Team Schedule Cont. Calendar Administrators can control what is being displayed. Administrators can customize colors and labeling which allows for easy recognition of each Leave and Training type. New pop-ups give users more information on what is happening.

Calendar Profile Tile The Calendar Profile tile allows calendar administrators to manage all display content for the calendar. The Calendar Profile tile uses the new copper tile security which allows any user with the tile security to manage the calendar. This allows administrators to delegate Calendar management to other users. The security item needed is: ‘HR App – Calendar Profile’. All copper tiles, including the Calendar Profile tile are in ‘HR Admin’ role by default. Add a footer

Calendar Profile Cont. Event Type, Item, Status are used together to make unique Calendar display types. Each Unique type has its own color template, icon and display label. Users may make each type different or, if they choose not to distinguish between sick and PTO they can make them uniform.

Calendar Profile Cont. Event Type items and Event Status fields are based on which Event Type the user selects. The Training status will be generated from the existing Training Types in Training Activities.

Calendar Profile Cont. The easy to use icon and color selectors make customization of the Calendar Profile simple to use. Users may add new, update current or delete old Event Types as needed at anytime.

Calendar Profile Cont. If an Event Type should not be displayed in the Calendar, users may delete the Event Type by clicking on the Delete button. Users will click OK on the warning message to confirm that the Event Type will be deleted. However, the Event Type may be added back whenever needed.

Team Schedule - Security Changes By Default: The role Leave view remains the same. Except now, all roles allow users to view their own training. Roles: HR Admin – View all leave and their own training events HR Supervisors – View their own and their teams leave. View their own training HR Employee – View their own leave and training Add a footer

Team Schedule - Security Changes Cont. New Security Items for Employees: HR Portal - Training – View All Calendar Training Events Allows any user to view all training requests HR Portal - Calendar – View All Calendar Leave Events Allows any user to view all leave requests HR Portal - Calendar – View All Team Calendar Leave Events Allows any user to view their Supervisor and all of their Supervisors direct employees leave requests.

Team Schedule - Security Changes Cont. Security changes to the Team Schedule will also effect the employees Dashboard element ‘Employee Leave View’ in the same way. Example Security: HR Standard Role + HR Portal – Calendar – View Team Calendar Leave Events Users will be able to view their own leave, their own training, their Supervisors leave, and their Supervisors direct employees leave.

Two Factor – Refresh Me Two factor authentication is an added layer of security when trying to access HR Portal. The extra layer means someone trying to steal a users login would need their password and their two factor token in order to login. Traditional passwords rely on something someone knows or has memorized. Adding two factor adds a new level or security as the tokens are on a tangible item that the user has in their possession like a smart phone or key fob. Add a footer

Two Factor – Refresh Me Cont. There is no cost to turn Two Factor Authentication (2FA) on and setup is quick and easy. Once 2FA is turned on users will have options on how they want to receive their tokens. The quickest way is to download any TOTP (time-based one-time password) application on a smartphone. Examples of TOTP apps are: Google Authenticator, Authy or Duo Mobile. If a smartphone is unavailable, other options exist including programmable key fobs and cards.

Two Factor – Refresh Me Cont. Third party programmable options only need to support time-based one-time password (TOTP). The demo example is, Token2. Simply download their application, then for each new fob use the application to burn the unique code to it. Once burned to the fob give it to the employee and enjoy 2FA security.

Two Factor – Refresh Me Cont. The Two Factor tile now uses the copper tile security which allows any user with the copper tile security to manage the Two Factor tile. This allows administrators to delegate Two Factor Authentication management to other users. Security needed is ‘HR App – Two Factor’. All copper tiles are included in the ‘HR Admin’ role by default.

Non-Employee and Director Access The ‘HR Non-Employee’ role is used for non-employee resources who have no employee data and have limited access. An example of a HR Non-Employee would be Temporary employees or Directors. By default non-employees have access to the Dashboard and Reports tiles. Add a footer

Non-Employee and Director Access Cont. Since Non-Employees and Directors have no employee data their dashboards are limited on the information that is available to them. By default Non-Employees and Directors can view Announcements and Documents. However they are not limited to just that.

Non-Employee and Director Access Cont. Non-Employee resources can be granted security to any report. Though there are data restrictions on certain reports for Non-Admin and Supervisors; they can also be granted all of the calendar functionality that was discussed earlier. The copper tiles will also work for non-employees. Lastly non-employees may be granted the Benefits tile if they are setup for benefits. A custom attribute will need to be setup to tie non-employees to benefits. Currently, if utilities have directors with benefits they are setup as a vendor. Linking the attribute ‘Non-Employee Insurance Participant ID’ will link the new non-employee to those benefits.

Non-Employee and Director Access Cont. New Custom Attributes with ‘HR Non-Employee’ Non-Employee Insurance Participant ID The value is Benefits ID to link to the non-employee Non-Employee Type The value is the type of non-employee (Director, Contractor, Temp)

Changes To Be Aware Of Time Entry spread to CWIP/RWIP based on assembly’s that are on projects. When entering time with a project id that a labor percentage has been applied to, the time will split into two records, CWIP/RWIP with calculated totals based on the percentage. Add a footer

Announcements Tile The Announcements tile now uses the copper tile security which allows any user with the copper tile security to manage the Announcements tile. This allows administrators to delegate Announcements management to other users. Only security needed is ‘HR App – Announcements’. All copper tiles are included in the ‘HR Admin’ role by default.

Leave Requests The Approval/Denial form email has been updated with a new look. Error messages and details have also been cleaned up. New details on accruals showing pending plus approved leave calculations have been added; along with Estimated hours remaining.

Things You May Have Missed Supervisors can request leave time for their employees and also cancel approved leave requests. Admins can manage provider information and cost. Add a footer

Know Your Configuration Options ALLOW_REMEMBER_ME Allows all users the ability to use remember me functionality when logging in. REMEMBER_ME_DAYS Number of days a remember me token is valid for. Default (120) EDIT_PORTAL_PICTURE_ALL Allows all users the ability to update their own employee image.

Know Your Configuration Options TIME_ENTRY_FIRST_DAY Set the first days of the week for time entry. VIEW_ALL_TEAM_CALENDAR_EE Allows all users to see all leave requests in calendar. LEAVE_REQUEST_ALL Turns on Leave requests functionality to all users. EMAIL_RETRY_ATTEMPTS Number of email reminders sent for pending leave. Default (3)

Know Your Configuration Options EMAIL_RETRY_INTERVAL Number of hours between each email reminder. Default (48) PHYSICAL_EMAIL_RETRY_ATTEMPTS Number of email reminders sent for physicals. Default (3) PHYSICAL_EMAIL_RETRY_INTERVAL (checks every hour) Number of hours between each email reminder. Default (36) CDL_PHYSICAL_EXPIRE_DAYS Number of days before physical expire to send out reminders.

Know Your Configuration Options CDL_EXPIRE_DAYS Number of days before CDL expires to send out reminders. CDL_EMAIL_RETRY_INTERVAL (checks every hour) Number of hours between each email reminder. Default (36) CDL_EMAIL_RETRY_ATTEMPTS Number of email reminders sent for CDL. Default (3) SAFETY_MGR_EMAIL Safety Manager email address to get all CDL and Physical reminders.

Know Your Configuration Options TRAINING_EMAIL_RETRY_ATTEMPTS Number of email reminders sent for physicals. Default (3) TRAINING_EMAIL_RETRY_INTERVAL Number of hours between each email reminder. Default (36) TRAINING_EXPIRE_DAYS Number of days before training send out reminders. (Based off required date)

User Attribute Options Can Add/Edit Picture Grants user the ability to edit their image. Allow Leave Request Grants user the ability to use Leave Request functionality. Non-Employee Type Sets type of non-employee Non-Employee Insurance Participant ID Links non-employee to a benefit participant Add a footer

Security Options HR Portal - CDL - Allow Editing (AllowCDLEditing) Grants supervisor ability to edit their employees CDL information. HR Portal - Calendar - View Team Calendar Leave Events (ViewTeamLeaveEvents) Grants user ability to view their supervisors and their teams leave. HR Portal - Calendar - View All Calendar Leave Events (ViewAllLeaveEvents) Grants user ability to view all leave requests. HR Portal - Training - View All Calendar Training Events (ViewAllTrainingEvents) Grants user ability to view all training events. (Not granted to admin by default) Add a footer

Security Options – Copper Tiles HR App – Announcements Grants user ability to manage announcements. HR App - Two Factor Grants user ability to manage two factor keys. HR App - Calendar Profile Grants user ability to manage calendar profile displays. We are always open to recommendations for additional copper tiles!

Security Roles HR Standard Grants tiles: Home, Reports and all blue tiles. HR Supervisor Grants tiles: All red tiles and HR Standard. HR Admin Grants tiles: All green tiles, all copper tiles and HR Standard. Also needs ‘HR Portal Administrator’ in FIS Security to use green tiles. HR NonEmployee Grants tiles: Home and Reports Add a footer

Questions or Comments? Now is the time to ask any questions or make comments regarding the HR Portal!