Adding Historical Records in People Inc.

The standard People Inc. system provides screens to record a wide variety of historical records. These includes a history of the jobs employees have done, their pay and benefits, holiday and absence, training and appraisals, disciplinary and driving incidents, equipment and medicals.

Most organisations will have additional historical employee information that they need to record and manage. It is not uncommon for these records to be managed using Excel. It is very quick and easy to set up an Excel sheet, and most staff can view and update spreadsheets when required to do so.

But there is a framework of security measures that then needs to be put in place to ensure this information remains secure. Simple things like password protection, and access to the folders in which the spreadsheets are kept can help, but staff will often make copies of spreadsheets (and send them via e-mail). It is also difficult to filter rows in a spreadsheet in a secure way (to hide records relating to groups of employees for example).

Managing Historical records using People Inc.

Whenever employee-related information can be recorded in Excel, it is also possible to set up new screens within People Inc. to manage the same data. This is true for one-off records such as ID-Card Number or T-shirt size, but it is also true for historical records such as pension history. And there are some real benefits to managing this information within People Inc. rather than Excel.

• The information is stored and managed centrally, and securely. It is not necessary to e-mail copies to staff so that they can see the information. This helps to ensure the organisation complies with GDPR.
• Controlled access can be provided for line-managers and even for the employees themselves (via the ESS). The system will automatically apply filters to the records depending on who is accessing the data.
• Key dates recorded in the data can be displayed in the HR calendar tools in People Inc. This helps to ensure that actions are followed up and the information does not get out of date.
• The information can generate alerts (when records expire, or when deadlines are reached). These are sent as notification e-mail messages (and then as follow up reminder e-mails if necessary).
• The information can be analysed using reports. This can help with the scheduling of updated, or can provide statistical analysis.
• In line with GDPR, records are automatically deleted from the system after an employee has left (based on rules set up by the users). These entries will usually be left undetected in a spreadsheet.

Detailed below are some examples of historical records that can be managed by adding a simple historical screen within the People Inc. system.

DBS Checks

Details of DBS checks are often recorded in a spreadsheet. It is easy to manage these records securely using People Inc. and there are lots of benefits associated with using a system (rather than a spreadsheet) to manage DBS records.

A simple screen can be added to the People Inc. system to hold DBS records. Before this is added, the user needs to decide how much information they want to record. It may be that just basic information is required (there is rarely the need to record all the data from the certificate itself).

It may be sufficient to record the level of certificate required for the employee’s current role (basic, standard, enhanced, etc.) and renewal frequency associated with this (determined by the organisation’s policy on DBS checks), the DBS certificate number and level of certificate registered, the date of issue and the renewal date (once again, bases on the renewal frequency decided by the organisation).

Some organisations will also add some notes (a summary of the information on the certificate) and they may even attach a scanned copy (and tick a box on the screen saying ‘Copy Attached - yes/no'). It is also common for organisations to record the name of the person who checked the certificate, and when they did this (the date checked).

As the certificate may contain sensitive personal information, some organisations will add a ‘Scheduled delete date’ so that they can ensure the record and any attached documents can be deleted (note that this is done automatically after employee leaves, in line with GDPR).

Once the records are added, a variety of operational and analytical reports can be generated by the system:

• If particular roles require that employees have DBS checks made, a report can be used to list all employees (in those roles) and details of their DBS records.
• Reports can easily show the employees who need to arrange a DBS check in the coming months (together with any who have not yet done so).
• Reports can show employees whose level of certificate does not currently match the level required for their role.

The People Inc. system can also generate alerts and reminders via e-mail. For example, HR might receive an automated e-mail reminder 2 months prior to the renewal date for a DBS check.

Pension History

A history of pension records is a good example of some HR data that can be made available to employees via the ESS, reducing the number of queries raised and saving time. Rather than call HR to ask about their pension arrangements, an employee can access the records themselves.

The standard People Inc. system does not include a screen to record detailed historical pension information. It is however something that can be added to the system very easily. Most organisations elect to record just basic information about the pension scheme and pension contributions (as a percentage of the employee’s salary).

A typical pension history record might include the name of the pension scheme (the pension provider), the employer’s contribution (as a percentage), the employee’s contribution (as a percentage), and the date these figures came into effect. If the contribution changes, a new record is then added to the system, and the employee can then see the full history.

Reports can be used to generate an overview of pension arrangements as a whole (by provider, detailing the contribution (generated from the employee salary information). A report can also be made available to the employees themselves (via their ESS login) if they need a PDF copy of their records.

Note that the pension auto enrolment can be managed using a separate People Inc. feature. This manages the opt-out process and generates e-mail reminders for key dates in the process.

One-2-One Reviews

Staff reviews can take a variety of different forms. Starting with the End of Probation review, throughout their career, employees will attend meetings with their manager to review performance and progress. When they leave the organisation they will usually also have an Exit Interview.

Using the People Inc. system, staff can record and manage details of all of these reviews. He standard system includes a screens designed to record details of annual appraisals (and users will often customise this so that it matches their appraisal form). There is also a standard Exit Interview screen included within the system.

Organisations who use competencies to monitor staff development can use the competency-based assessment screen to record progress on a regular basis. This screen can be added to any People Inc. system using the Features Browser tool.

For simpler line-manager/employee reviews, system users will often add a One-3-One screen to this system. The screen is made available via the ESS so that staff can access (and update) the entries. This is usually a simple review form that records information on just three of four things (for example: progress since last meeting, plans for the coming weeks/months, employee comments, overall rating).

Adding a form to record details of One-2-One reviews using the takes just a few moments (using the Screen Designer). This form then needs to be published as an ESS screen so that it can be accessed from a PC or mobile phone.

More Information

If you would like more information on how you can customise the People Inc. system, please contact us on 01908 265111, or click the button below to request a call-back.

Related Features

The People Inc. system provides extensive functionality to help manage employee absence. Links to some examples are provided below:

Absence Update

Additional People Inc. features designed to help manage holidays and other forms of absence.

Absence Year End

Advice and guidance on the year-end activities related to People Inc. absence management.

Absence Features

A summary of the absence features offered by the People Inc. system, and the ESS module.

Discover more about these topics

• Historical Records
• Screen Design
• Customisation

External Resources

Listed below are some links to additional absence-related information. The links go to pages on external websites. These links are given for reference only.

• Checking Holiday Entitlement (www.acas.org.uk) - External Link.

• UK Bank Holidays (www.gov.uk) - External Link.

• Covid-19 rules on carry over (www.gov.uk) - External Link.