HR-Expert Tutorial

English Version

Person editor

"Person editor" contains diverse information about the particular employee of a given Client. 

HR-Administrator of the Client has access to the "Person editor" section. This section is accessible from the "Person" table.

Sections

The following sections are present for a Person:

One can find information per section below.

Details

Details tab contains general information about the person. Note that the fields list is dynamic and varies from Client to Client according to the customers' requirements. 

Fields

General information about the employee:

• Client. Defines the Client's name.

Can be editable? if HR-manager has access to several clients? or is always a plain text?

• Title. Employee's academic title
• Last Name. Employee's Last Name
• First Name. Employee's First Name
• Title suffixed. Employee's academic title according to the universal university system
• Date of Birth. Employee's Date of Birth. The Age field displayed next to the Date of Birth field is calculated automatically when the Date of Birth is present. 
• Gender. Employee's gender. Possible values: 
• Male
• Female
• Internal title. Internal title of this particular employee in the company. Values are customizable by Client.

(per Client? Is it possible to customize from the UI?)

• Middle name. Employee's Middle Name

• Birth name. Employee's Birth Name

Employee-ID. Employee's ID in the company: a unique identifier assigned to each employee in the company.

Can be pre-calculated? Can be got from Webdesk?

System. System block is present only if client has Webdesk application account / Webdesk application installed.

Block consist of the following fields:

• Active user : checkbox. If checked then this particular employee is the user of Webdesk application. Not required. 

What is the default check-box state? 

• Username: input field. Username of this particular employee for the Webdesk application. A required field.

Is it prefilled somehow from the user's initials? From Webdesk? Or is needed to be manually entered?

Must be unique?

• Language: drop-down. The default language of the Webdesk application for this particular employee. Consists of values defined for this customer ??? .Is optional.
• Layout/Skin: drop-down ???. The default skin of the Webdesk application for this particular employee. Possible values are "Classic", "Responsive" ???.Is optional.

Family. Family block consists of the following fields:

• Marital status. The marital status of the employee. Possible values:
• Unknown
• Single
• Married
• Divorced
• Widowed
• Civil Union
• Living apart

• Marital status valid from. Date represents the effective date for the "Marital status" (described above). Optional field.

Parentage. Parentage block consists of the following fields:

• Citizenship: drop-down. Defines the citizenship of the employee. Values are customizable by customer. Is optional, default value: empty.
• Birth country: drop-down. Defines the birth country of the employee. Values are customizable by customer. Is optional, default value: empty.
• Birth place: input field. Defines the birth place (city, village, etc) of the employee. Is optional.
• Relig. confession: drop-down. Defines the religion confession of the employee. Values are customizable by customer. Is optional, default value: empty.

Insurance. Insurance block consists of the following fields:

• SSN: input field. Defines the employee's Social Security Number. Is optional.
• Health insurance: drop-down. Defines the health insurance provider. The list cannot be changed by the client.

Where do we get those values from?

Comment. It is possible for the HR-manager to leave a comment about the employee's personal data.

Date of Death. Date of Death of the employee.

Valid from. Defines the date when the employee starts their activity in the company i.e. when all the workflows and company's processes take effect for this particular employee.

Note. No process or workflow shall be possible for this particular employee before this date.

Valid till. Defines the date when this particular employee will be terminated. 

Note. No process or workflow shall be possible for this particular employee after this date.

Is it never editable?

Additional Contact Infos

Additional contact infos tab contains various contact information about the employee. This tab consists of several sub-tabs:

• Phone and e-mail
• Private addresses
• Office address
• Instant messaging services

Phone and e-mail sub-tab

Consists of two sections: "Private" and "Office". 

"Private" section contains the following fields:

• Private e-mail. Employee's private e-mail address.
• Private mobile number. Employee's private cell phone number.
• Private phone number. Employee's private phone number.

"Office" section contains the following fields:

• E-mail. Employee's company's / office e-mail address.
• Cell phone number. Employee's office cell phone number.
• Office phone number. Employee's office phone number.
• Office fax phone number. Employee's office fax number.

Private addresses sub-tab

It is possible to manage the information concerning the private addresses of the employee through this tab. 

Employee can have several private addresses but shall have one primary address at a time. It is not required to mark an address as private.

On the sub-tab one can see two tables. First table contains information about all effective and future private addresses for the employee. The table has the following columns: 

• Street
• Zip-code
• City
• Country
• Valid from
• Valid till

The history (timeline) is saved for the address changes. That means that each previous address (it was the private person's address for the time in the past) that is not the effective or future address of the person is stored. One can find all the previous addresses in the "Former relations" table below the main table (which contains all the effective employee's private addresses). Entries from "Former relations" table are not editable. 

From this sub-tab it is possible to:

• add new private address (by clicking "New" button)
• edit the existing one (by clicking on the address row in the table)
• delete the existing one (by marking the entry and clicking "Delete" button)

How many addresses can one add? 

When "New" or existing address row is clicked, an address editor appears. Editor contains the following fields:

• Street. Required field.
• Address line 2
• Address line 3
• Zip-code
• City. Required field.
• Country
• Correspondence address -- check-box. Always enabled. Identifies if the given address is used as a correspondence address.
• Primary address -- check-box. Enabled only if there is no primary address set.
• Valid from. Defines the effective date for the specified address: i.e. date from which this address shall be used as primary or / and correspondence address. Required field.
• Valid till. Defines the date from which this address shall not be used anymore as primary or / and correspondence address. Required field.

Please, note, concerning the fact that there cannot be 2 primary addresses at a time, it is still possible to add new primary address within appropriate timerange. Using the "Valid from" field one can specify the effective date for the new primary address. The previous primary address will get the "Valid till" date equals to "Valid from" date of the new primary address. On the specified date the new primary address will be set as the only one primary address and the previous one will get historized. 

Office address sub-tab

Office address information for the employee is presented on this sub-tab. Contains the following fields:

• Office street address
• Office ZIP code
• Office city
• Office country

Instant messaging services sub-tab

It is possible to manage the information concerning the instant messaging accounts of the employee through this tab. 

On the sub-tab one can see two tables. First table contains information about all the effective and future instant messaging account for the employee. The table has the following columns: 

• Service provider
• Primary IM account. It is possible to have several primary IM accounts at a time. 
• User name
• Valid from
• Valid till

All fields are editable for each row in the table. The history (timeline) is saved for the IM accounts changes. That means that each previous IM account (it was the employee's IM account for the time in the past) that is not currently the IM account of the person is stored. One can find all the previous IM accounts in the "Former relations" table below the main table which contains all the effective and future employee's IM accounts. Entries from "Former relations" table are not editable. 

From this sub-tab it is possible to:

• add new IM account (by clicking "New" button)
• edit the existing one (inline editing is provided for each row in the table)
• delete the existing one (by marking the entry and clicking "Delete" button)

Organisation

Organisation tab contains the information about the employee's place / position according to the client's organisation structure and group structure. This tab consists of several sub-tabs:

• Groups
• Assigned cost centers
• Positions

Groups sub-tab

Allows HR-manager to manage employee's assignments to different groups.Note. Each client must have exactly one hierarchical organisation structure - an organisation tree. A leaf of this tree is called an "organisation unit" (will be referenced as "organisation unit" further in the documentation). Each client can have several Unfixed groups. Unfixed group does not belong to the organisation tree structure. Unfixed groups can be hierarhical. Requirement: employee shall be assigned to exactly one organisation unit at a time. Employee can be assigned to several unfixed groups at a time. 

On the sub-tab one can see two tables. First table contains information about all effective and future groups assignments for the employee. The table has the following columns: 

• Group
• Valid from
• Valid till

The history (timeline) is saved for the group assignments changes. That means that each previous assignment that is not the effective or future assignment of the person is stored. One can find all the previous group assignments in the "Former relations" table below the main table (which contains all the effective and future employee's group assingments). Entries from "Former relations" table are not editable. 

Please, note, that using the "Valid from" field one can specify the effective date for the new organisation unit assignment. The previous assignment will get the "Valid till" date equals to "Valid from" date of the new assignment. On the specified date the new assignment will be set and the previous one will get historized. 

From this sub-tab it is possible to:

• add new assignment (by clicking "New" button)
• edit the existing one (by clicking on the group row in the table)
• delete the existing one (by marking the entry and clicking "Delete" button)

When "New" or existing enrty is clicked, the row in the table gets to an edit mode.One needs to fill in the following:

• Group. Required field.
• Valid from
• Valid till

Note to self: describe the validation (spec. for the dates). Don't forget to link the position mode and orgunit mode.