2 Focus ERP: Human Resources & Employee Self-Service Session AgendaPresenter Introduction and Session OverviewHuman Resource ManagementEmployee SetupAdding a new employeeEntering demographic informationManaging jobsManaging deductions and taxesManaging Employee ContractsCreating a contract templateAssigning a contract to an employeeViewing pending contractsESS – Signing employee contractsCompleting Employee EvaluationsMid-year and end-of-year reviewsIntegration with performance payManaging LeaveLeave SetupLeave RolloverAssigning substitutesAssigning leave hoursStaff ReportsHR & EmployeeSelf Service
3 HR & Employee Self Service Focus ERP: Human Resources & Employee Self-ServiceSession Agenda (cont’d)Employee Self-ServiceAccessing paystubs and pay historyPrinting tax formsEntering travel expensesFilling out a timesheetViewing job postingsRequesting time offSubmitting a worker’s compensation claimBenefits selectionConclusion and QuestionsHR & EmployeeSelf Service
4 Focus ERP: Human Resources & Employee Self-Service Focus ERP’s Human Resources feature provides managers with the ability to create employee records, manage employee contracts, manage benefit packages, complete employee evaluations, and manage employee leave.The Employee-Self Service feature allows employees to complete actions such as accessing pay history, filling out a timesheet, requesting leave, and signing up for benefits.HR & EmployeeSelf Service
5 Human Resource Management: Employee Setup The Employee Setup feature allows hiring managers to create and edit employee records, as well as managing employees’ job information and deductions/taxes.To access this feature, select Employee Setup from the Human Resources menu tab.Employee Setup
6 Human Resource Management: Employee Setup From the Employee Setup screen, choose the fiscal year in which the employee records are to be created.If adding a new employee record into the system, click the Add New Employee button.Employee SetupIf the employee is active, select the employee from the Employees pull-down menu; if the employee is inactive, select the Include Inactive” checkbox.
7 Human Resource Management: Employee Setup Clicking the Search button will bring up a Find Employee search screen. Here, the user can set search criteria to generate a report for a list of employees, and open an employee’s record by clicking the Select button to the left of the nameThe criteria selected from the chart on the left will generate a column in the report with the selected information.The Output Options area of the Find Employee screen allow the user to create a pdf. of the report, export the report to Excel, or save the report settings.Employee Setup
8 Human Resource Management: Employee Setup Adding a New Employee: Before a new employee record can be entered, search for existing employees by typing in the individual’s Social Security Number.If the employee exists in the system, the name will display in the Name menu. If the name does not display, proceed to enter both the legal and informal names for the new employee. An informal name can also be entered. Click the Create Employee button to enter the new employee into the system.Employee Setup
9 Human Resource Management: Employee Setup On the Demographic tab, enter the new employee’s address, relevant contact information and emergency contacts.Employee SetupNotes related to the employee can be uploaded in the Files section; Comments can also be posted here.
10 Human Resource Management: Employee Setup Further demographic information, such as birth date, gender, marital status, and race can be entered in the General and Race sections of the Demographic tab.Employee Setup
11 Human Resource Management: Employee Setup The Jobs tab keeps a record of all positions related to the employee.In the Primary column, select Yes or No to indicate whether the position is the employee’s primary position.Select the Pay Type from the pull-down menu. The Pay Type indicates how the employee will be paid based upon the type of position.In the Group column, enter the group number related to the employee’s position.The Termination section will be updated upon termination of the position that was just entered.Employee Setup
12 Human Resource Management: Employee Setup In the Job Details column, the Details button will display an expanded view of information related to the employee’s job(s).Employee Setup
13 Human Resource Management: Employee Setup Add details related to the employee’s position(s) in the Positions section.View details regarding how the employee will be paid in the Pay Type section.Employee Setup
14 Human Resource Management: Employee Setup Set the options for the employee’s step pay in the Slot Pay section. Select the Step code from the pull-down; then, enter Starting and Ending dates for the step pay period.For each step selected, Focus ERP will calculate the employee’s contract, daily, hourly, etc. pay based on the Starting date entered.Employee SetupEnter the accounting strips to which employee pay is allocated in the Allocation section. If a job is split allocated, enter the percentage of pay going to each cost strip. An unlimited number of allocations can be added in this section.
15 Human Resource Management: Employee Setup Enter contract status information and School Board agenda date, if applicable in the Board section.Enter a general summary of the employee’s information in the Misc. section: Select Employment Type, Worker Type, Hire and Start dates, dates for Slot Pay changes or Termination (if applicable), and Years Experience.Employee Setup
16 Human Resource Management: Employee Setup Employee deductions and taxes can be managed via the Deductions tab in Employee Setup. New employees are assigned automatic deductions, but manual deductions per employee can also be added on this tab.Employee Setup
17 Human Resource Management: Employee Setup For deductions in the Calculated by Job or Calculated by Employment sections, select the employee’s Job, the deduction Class, and the deduction Sub-Class from the available pull-down menus.Next, enter the % of pay to be deducted, or an exact Amount to be deducted, and a Limit to the amount. From the pull-down, set the deduction to run By the entire life of employment, by fiscal year, or by calendar year. The Description field will populate once the deduction line is entered.Employee Setup
18 Human Resource Management: Employee Setup Choose an A/P type and Send To options. The Enrolled date populates to the date on which the deduction was selected and entered. The Dropped date will populate on the day the deduction is stopped.Enter the Bank, Account, and Reference codes related to the deduction. Then, select the status for the deduction from the pull-down menu.Employee SetupThe Taxes section will populate any taxes that have already been entered into the system. Additional taxes can be added to this section.
19 Human Resource Management: Managing Employee Contracts The Focus ERP system provides a convenient way for HR administrators to create and manage employment contracts. Employees can also use Focus ERP to easily sign and submit employment contracts.To access the contracts feature, select Employment Contracts from the Human Resources menu tab.Employment Contracts
20 Human Resource Management: Managing Employee Contracts To create an employment contract, begin by selecting the Contract Templates tab.In the Title field, enter a title for the contract template.Select the Pay Type(s) specific to the contract from the pull-down menu.Employment ContractsOnce the template has been added to the Contracts list, select the View Template button to edit the contract template.
21 Human Resource Management: Managing Employee Contracts The Edit Contract tab displays and provides an editing toolbar; the text for the contract can be typed into the text field.Employment Contracts
22 Human Resource Management: Managing Employee Contracts View pending contracts by selecting the Pending Contracts tab.They system automatically assigns contracts to an employee according to the assigned pay type.Employment ContractsClick the View Contract button to the right of the employee name to view the assigned contract.An employee can sign his/her contract through the Employment Contract option in Focus ERP’s Employee Self-Service.
23 Human Resource Management: Managing Employee Contracts The employee must enter a password to view assigned contracts.Once the password is entered, the contract is available for review or electronic signature.Employment Contracts
24 Human Resource Management: Completing Employee Evaluations Supervisors and managers can use the Focus ERP system to record employee evaluations; simply select Employee Evaluations from the Human Resources menu tab.Employee Evaluations
25 Human Resource Management: Completing Employee Evaluations Select a Facility, Fiscal Year, and Term from the available pull-down menus to pull up the list of employees at that facility.Evaluations can be completed at mid-year or full year, depending upon the term selected.Employee Evaluations
26 Human Resource Management: Completing Employee Evaluations Job information populates for each employee. Select the Evaluation statement regarding the employee’s performance from the Evaluation pull-down menu.Select a statement for Personnel Evaluation, Measures of Student Learning Growth from the pull-down menu. This statement refers to how the employee was assessed to measure student learning outcomes.Employee Evaluations
27 Human Resource Management: Completing Employee Evaluations Evaluation information is also displayed on the Staff Pay tab under Performance Pay in the Payroll menu. The performance level for the current year is displayed, as well as performance level for previous years.A color-coded scale is available at the bottom of the screen. This scale indicates performance status for employees assigned to performance pay. Each color corresponds with state-defined performance levels.Employee Evaluations
28 Human Resource Management: Managing Leave Leave codes can be set up and managed in the Focus ERP system by selecting Leave from the Setup menu tab.View existing leave groups on the Leave Groups tab; new leave groups can be added to this list.For each leave group, select the orange Click to Choose icon to view and update leave codes associated with that leave group.Managing Leave
29 Human Resource Management: Managing Leave The Rollover Rules tab allows users to set rollover requirements for each leave bucket according to pay type.Select the Click to Choose icon to open the menu in which rollover rules can be added.Select the Pay Type to include in the rollover rule.Select Yes or No to Allow Rollover.Enter the Maximum Days allowed for rolloverSet the rollover Status for the selected bucket and pay type as either Active or Inactive.Managing Leave
30 Human Resource Management: Managing Leave Leave substitutes can be assigned on the Allowable Subs tab.For each pay type in the list, select the Click to Choose icon, then select the Pay Type allowed to substitute during employee leave.Set the Status of the substitute to either Active or Inactive.Managing Leave
31 Human Resource Management: Managing Leave Leave hours are assigned to employees via the Leave Hours feature in the Human Resources menu tab.Managing LeaveOn the Assign Hours tab, Select the Year and Month in which hours will be assigned.Select the Bucket to which assigned hours will be attached.
32 Human Resource Management: Managing Leave Suggested hours will display based upon the leave bucket that was selected. Select the Apply button to apply the suggested leave hours for each employee, or manually enter hours into the Hours field.Managing LeavePrevious Month YTD and Rollover hours will also display for each employee.
33 Human Resource Management: Staff Reports The Staff Reports feature provides administrators with a way to easily search for and compile employee information.Staff ReportsSet the criteria for the staff report by selecting options from the menu on the History tab.Click Run Report to generate the staff report with the set criteria.
34 Human Resource Management: Staff Reports Once the Staff Report is generated, the results can be narrowed down using the Filters button. This allows the user to filter on information in any column containing a filter field.The report can also be sorted on columns containing sort arrows. Clicking the bold header on one of these columns will sort the information in ascending or descending order.The Export section at the top of the report allows users to click on the Excel icon to generate an Excel spreadsheet, or print the report by selecting the Print icon.Staff Reports
35 Employee Self Service Employee Self Service The Focus ERP Employee Self Service feature provides employees with access to paystubs, tax forms, and time sheets. Employees are also able to complete functions such as requesting leave and selecting employee benefits.EmployeeSelf Service
36 Pay History Employee Self Service View Paystubs and Pay History is a password-protected feature.The Pay History tab displays the employee’s payment record. From here, an employee can choose to View Details of the paycheck, or Print Paystub to generate a printable paystub in pdf.Pay History
37 Print Tax Forms Employee Self Service The Print Tax Forms feature allows an employee to view or print tax forms by year. Current and previous tax years are available.Print Tax Forms
38 Travel Expenses Employee Self Service The Travel Expenses feature provides employees with the ability to submit travel expenses for approval.Employees enter the Date, Explanation of the expense, and the Amount.The Status column notes whether a submitted expense is pending or approved.The View/Upload Files button allows the employee to upload relevant documentation regarding the expense.Travel Expenses
39 Time Sheets Employee Self Service Employees can fill out their timesheets using the Time Sheet feature.Time is entered by Date, Comments related to the work performed, and the total Number of Hours for the day.Time Sheets
40 Job Postings Employee Self Service Employees can view current Job Postings with the Job Postings feature.Clicking the Information icon to the left will display further details about each position.Job Postings
41 View/Request Time Off Employee Self Service Requests for time off are submitted via the View/Request Time Off feature.Employees select the New Time Off Request button, then proceed to complete the details for the request.View/Request Time Off
42 Worker’s Compensation Employee Self ServiceFocus ERP also provides the Worker’s Compensation feature, with which an employee can fill out and submit a worker’s compensation claim.Worker’s Compensation
43 Employee Benefits Employee Self Service Employees have access to the Employee Benefits feature, where they can select the benefit plan of their choice.A Plan Summary with totals for all selected plans will display at the bottom of the screen.Employee Benefits