The Friday Tip - page 2

Managing Training Records Using a Matrix

30th June 2023

Did you know that the People Inc. training matrix feature can help both line-managers and HR look after staff training records?

The training matrix can be used to provide managers with an overview of their teams training. When used in conjunction with the training registration form, managers can maintain their team's training themselves.

Using a grid view, it provides HR with functionality to register training needs, book training and record details of completed training. This is especially usefulwhen managing training for multiple employees at the same time. More information can be found here.

Manager Access to Training Records

16th June 2023

Did you know that you can delegate part of the training management to your managers via the ESS? Managers can be given access to the training management facilities within People Inc to be allowed to maintain their team’s information. They will be able to do the following:

• Maintain a list of attended training per member of their team
• Information on all of the mandatory training for their team based on members roles
• Ability to maintain and create training needs
• Access to overviews of the costs of training their team
• Access to training reports

More information can be found here.

Taking a look at Managing Vehicles

9th June 2023

Would you be interested in spending 20 minutes taking a look at how you can use your People Inc. system to manage information about vehicles and other driving-related information?

We regularly run online sessions looking at a wide variety of different People Inc. topics.

Charging Electric Vehicles at Work

2nd June 2023

If members of staff are allowed to charge their electric vehicles at work this is a tax-free benefit. This can be seen as a real benefit to employees and will encourage and promote the use of EVs (and hybrid vehicles).

There is of course a cost to the employer and it is possible to keep records of charge-point usage using the People Inc. system. As with al People Inc. data, users can build reports to analyse the data (report on charge-point usage).

Driving Incidents

26th May 2023

The People Inc. Driving Incidents screen is used to record details of parking tickets, speeding tickets and accidents. This screen should be used for company vehicles (vans, pool cares, etc.) for company cares assigned to members of staff, for hired vehicles, and for private vehicles used for work.

Driving Incidents are recorder per employee (the driver of the vehicle) and can include any leve1 of detail, including copies of official documents and photographs, Follow up actions can be associated with records, and these can automatically generate e-mail notification messages.

A separate Vehicle Usage screen can be used to track the use of company vehicles (recording the driver of the vehicle on any particular day).

Business Use of Private Vehicles

19th May 2023

Are you aware that your organisation could be liable if, while on company business, one of your members of staff is found to be driving a vehicle that is not roadworthy (or road legal)? It makes no difference if they are driving a company vehicle, if the vehicle is hired, or if they are driving their own car.

The same applies if the driver is involved in an accident or is found to be driving negligently. And in this situation, some of the charges can be very serious, particularly if there are injuries.

Furthermore, employers have a responsibility to ensure that drivers have the correct driving licence before they drive at work.

Managing Vehicles

12th May 2023

Did you know that the People Inc. system can be used to record and manage full details of both company vehicles, and any private vehicles that are used for business. It is also possible to record details of workplace parking spaces using the system.

In addition system screens are included that record vehicle lease information and vehicle insurance. It is also possible to record a full history of vehicle servicing and vehicle checks (including scanned documents and photographs). As key dates approach, the system can generate e-mail alerts

Taking a look at Managing Equipment

5th May 2023

Can we take a look at the People Inc. equipment functionality together via an online meeting? This usually takes around 20 minutes and provides an opportunity to discuss a variety of equipment-related system features.

We regularly run online sessions looking at a wide variety of different People Inc. topics. In recent weeks this has included Letter Generation, Report Writing, managing staff attendance and employee engagement.

Please call us if you would like to arrange an online session.

Access to Equipment Records

28th April 2023

Access to equipment records can be provided for a variety of users across the organisation. This makes it easy to ensure that the right people can see details of the equipment issued to members of staff. These users can run equipment reports (and export information to Excel).

When employees leave, the People Inc. system can be configured to automatically e-mail members of staff (for example IT) so that they can make arrangements for equipment to be returned.

Records of consumable items (such as clothing and PPE) can be used to help manage stock levels within the organisation. To do this effectively, size information should be recorded with each items issued to staff.

Equipment Sign-Off

21st April 2023

The People Inc. ESS module can be used to make equipment records visible to employees across the organisation.

Individual members of staff can then acknowledge that they are in possession of company equipment. When this is done, each record is marked with an electronic signature (and a date/time stamp). A similar process is used when equipment is returned (the system retains details of the member of staff who marked the item as ‘returned’.)

Employees can request items such as branded clothing and PPE via an online equipment or clothing request form added to the ESS.

Keeping Track of Equipment

14th April 2023

Keeping track of equipment issued to employees can be both challenging and time-consuming. Staff are often issued with mobile phones and laptop computers, branded clothing, PPE, tools and test equipment, printed material (manuals and product documentation), product samples, etc.

Without reliable records, when it is time for employees to return equipment in their possession (when they leave, or when they change role), it is virtually impossible to ensure that everything is accounted for. And it is then not uncommon for high-value items to go missing.

People Inc. provides a simple screen that is used to keep detailed records of equipment issued to employees.

An Introduction People Inc. Reporting

7th April 2023

We regularly run online sessions introducing users to the reporting side of the People Inc. system. During these sessions we cover the following topics:

• Running reports
• The online library of downloadable reports
• Creating simple reports
• Exporting data using reports

Please do get in touch if you would like to join the next report writer session (or if we can assist you in any aspect of the reporting functionality.)

Report Styling

31st March 2023

The People Inc. report writer generates a variety of different styles of report. This includes traditional list reports, reports formatted as a form, cross-tab reports, graphical reports and reports with drill-down zones.

The report writer gives the user control over the logos, fonts and colours used in reports, as well as the layout and styling of the report. This can be used to align HR reports with the organisation’s brand .

Excel Export Options

24th March 2023

Reports can be printed, or saved as a PDF file, Word document or Excel document. When exporting to Excel, there are two options: Report or Data.

When the Report option is used, the system replicates the content and layout of a report; it adds cells and merges cells to get as close as possible to the original styling (this can make the spreadsheet difficult to use.)

When the Data option is used during the export, the system will produce a traditional Excel layout (with just rows and columns). To control this there are some settings in the report itself (the Print to File settings.)

Please call us if you have any questions on exporting reports to Excel.

Utilising Different Reporting Tools

17th March 2023

In addition to reports providing information in an easy-to-read format they can also be used to export information into Excel. Excel then be used to build a second layer of formatting for your information.

• Additional formatting Options (Pivot tables, MS Office Charts)
• Conditional formatting (Excel calculations and variables)
• Linking with External data (Compare with information you do not have within your system)

If you know how to format a report in excel but are having difficulties do the same activity within the report writer, exporting to excel gives you another option.

An Online Library of Reports

10th March 2023

The People Inc. Report Browser feature is used to review and download report templates that make up the online report library. These are all available as free-downloads. Users can select and install individual report templates for use within their People Inc. system.

This tool is fully integrated into the People Inc HR system. It displays a categorised list of all the online reports, together with an image and description of each entry. The selected reports are downloaded directly into the People Inc. system (free-of-charge).

More details of downloadable People Inc. reports can be found here

Getting the Reports you need

24th February 2023

Reports generated using People Inc. are used to analyse system data (identify trends, highlight issues), provide working copies of system records for day-to-day HR activities, and provide formal management reporting.

While a comprehensive library of standard reports is available, some users do not have the time to master the report writing tool, and understand the features it provides, and set up report templates to meet specific needs.

Our Report Writing Service can be used to help users build a set of report templates based on specific needs they have. Based on report specifications agreed in advance, this service is often the quickest way to set up People Inc. reports. Click here for examples.

Keeping Up to Date

20th January 2023

In addition to the regular system updates we provide, there is also comprehensive library of optional People Inc. feature available. For example, there are additional absence management features, productivity tools, and add-ons to manage things like appraisals, timekeeping and expenses.

Why not start off by checking that your system is up-to-date? The most recent update includes all of the current versions of the wizards and plug-ins. These tools have been designed to assist and simplify many of the process within the People Inc. system.

Please call us to talk through the possibilities, or click here for more information on system features.

A Plan for the Year Ahead

13th January 2023

The New Year is an great opportunity to review the things you have been working on, take stock, and plan the best way forward. Most clients tell us that they feel they underutilise their People Inc. system. Perhaps there are unused areas of your system that could help you in 2023.

Do you manage training needs using your People Inc. system? Did you know that you can generate letters and e-mail? And it can also help you ensure that your staff have regular appraisals? Have you looked at the recruitment features the system offers? Do you currently generate management reports using People Inc?. Click here. for more details.

Reconcile 2022 Holiday Records

6th January 2023

If your holiday year finishes in December, you will have just one step left to take in the Absence Year-End process. In this final step you will need to reconcile and close 2022 holiday allowances. To do this you need to:

• Check that all holiday and absence bookings have been added for 2022.
• Check for employees who have excessive levels of unused holiday.
• Close the 2022 allowances (there is a wizard designed to do this).
• Review carry over figures and make adjustments as necessary.

This is the last of 5 steps taken at the end of the holiday year. You can read about the full absence Year-End process here.