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CORE HR/TRN Personnel and training management software
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This screen maintains details of all current licences, certificates and permits held by an employee. The date acquired and the renewal date (if needed) is also held on this screen. When a renewable licence, certificate or permit falls due, a warning will appear on the work flow screen prior to the due date. The length of the warning can be set by the system administrator.
This screen maintains professional membership details such as associations, professional bodies and societies. The information is useful when searching for employees with suitable qualifications to fill a job vacancy or project team.
If there is a need to make contact with a relative in the case of an emergency, the contact details, including the employee’s doctor, can be maintained on this screen.
Likewise, any special medical details or conditions that the company should be aware of, for the safety of the employee, can be held on this screen.
Part of the employment requirements of an organisation is certification of an employee’s citizenship status. This is particularly relevant for those employees who only have limited visas or work permits. Details are maintained on this screen. EEO details are also held on this screen, so that EEO reporting requirements can be met quickly, accurately and efficiently.
If it is the practice of an organisation to record additional personal and social interests of employees, then this screen can be used to capture that information.
Children
Information of employee’s children, their name, age and gender, can be stored on this screen. This can be useful for superannuation and payroll purposes.
When CORE HR is linked to a third party payroll, some pay and leave details are shown on this screen, as read only information. That is, the user cannot alter details within CORE HR, they must be changed in the payroll.
If CORE HR is not attached to a payroll, then this screen will not operate. When integrated with PAYCHECK, the user will have full access to pay details and HR details within the payroll.
This screen is used to record all useful previous employee work history. History includes work periods prior to joining the current organisation, and any job changes within the current organisation.
Work history is automatically created when a person is transferred from one position to another, within the current organisation. (See Transfer item under the Organisation Menu).
Education details covers the employee’s formal education, including secondary and tertiary education, as distinct from occupational training. This screen is normally used to record degrees, diplomas and certificate courses that result in a formal educational qualification.
Education details can include both completed and incomplete courses.
This item refers to completed training courses that are not part of formal education programs. Training history is created in two ways. The user can enter the history of relevant training that the employee has competed either before joining the current organisation, or prior to the installation of CORE systems. Once training is managed by CORE Training, the history of attendance at scheduled courses will be automatically written to this screen by the Training system.
In addition to training courses, CORE HR also maintains a skills database on employees. This allows a rapid search of the database to find employees with particular skill mixes. Skills are acquired as the result of training. CORE HR maintains a comprehensive table of skills that can be acquired through training. This skills database is shared with the CORE Training system. When an employee completes a course, all skills acquired from the course are automatically written back to CORE HR from CORE Training.
If the skill or training results in a licence, certificate or permit, then it is written back to the licence screen, along with any renewal date. In this way, renewable skills, licences, permits or certificates that result from a training course are captured and reported on when they become due for renewal. (See workflow screen)
In addition to the skills that an employee might have, the job that an employee fills will also have some skills requirements. On the Employee screen, there is a field called Job Type. This is a look up item, which is used to identify the category of job the person is engaged in. Associated with each job is a matrix of skills that are required for the job. This matrix is set up under the menu item Utilities-Skills Matrix Template.
When an employee is appointed to a position, and the job type identified, CORE HR automatically matches that person’s current skill set with those required for the job. This screen displays the skill requirements of the job, along with a flag showing whether the employee has actually acquired the skill. This screen, along with the standard report (HR: Skills Matrix) is a powerful feature for identifying the skills gap in an organisation.
As a person acquires new skills through training, the skills matrix is automatically updated, and is always the current status of skills levels in the organisation.
The next three menu items are related, insofar as they are used to forward plan an employee’s development and career path. These items drive the development process, and therefore differ from all previous screens which simply hold history, or status conditions.
The first item, development needs, is used to record all training and development needs, including on the job training, that are identified in either a formal performance management session, or during the course of an employees career.
The screen enables the user to record, in free format or words, the development requirement, and its priority and status. When CORE Training is integrated with CORE HR, the training manager can scan the details created through this screen for the whole organisation. In effect this process is part of a training needs analysis. The training manager then assigns the development needs to specific courses, either internal or external. In this way, the manager creates the training and development work load, and is able to then schedule the courses. The status of each recorded need is set to either waiting, or if the training manager schedules the employee for training, the status is set to scheduled.
When the course is competed, training history and skills database are automatically updated, and the development need is reset to completed, and is removed from the system. That is, once met, the need is no longer flagged.
Performance management and performance appraisal are two current processes in most organisations. There is no standardisation across industries on how it is done, and most tend to formulate their own, to meet specific needs. CORE HR can accommodate both types, and can be modified to meet the needs of individual organisations. However, the emphasis is on performance management, with the ability to forward plan work objectives.
The user can enter as many tasks or objectives as necessary against organisation KRAs, and set a time frame for achieving these objectives. CORE HR provides a report (HR:Action plans) that presents to managers the objectives set for their employees each quarter. In this way, a manager can keep track of performance quarterly, and not have to wait until the next appraisal session to find out any performance problems.
Career planning is difficult in those organisations undergoing rapid change in structure. Employees no longer enjoy automatic promotions as the next position may not exist when they are promoted! An alternative approach is to flag a person’s broad career path, and identify their readiness status, and any actions needed to prepare them for a career move. CORE HR has a simple yet effective screen for recording this level of detail.
Multicultural workplaces are a common fact of organisational life today, and the ability to speak more than one language is often an advantage. This screen is used to record any number of languages spoken by an employee and the level of proficiency for each language. In reports, these details form part of a person’s total experience and skill set.
This screen is used to record the history of any previous work injuries and worker compensation claims. When CORE Workcover is integrated with CORE HR, any claim that is raised in the Workcover system, is automatically transferred to this screen when the claim is closed.
This is a simple screen, that can be used, optionally, to record any instances of higher duties and the date. It is not linked to payroll, and like languages, is reported on as part of a person’s total experience in the organisation.
Grievances/Observations/Commendations
Depending on company policy, this screen allows the user to record any formal action resulting from a complaint, a reward, or an observation of behaviour. The use of this information must be strictly controlled, and should only be filled in if the appropriate IR and ER policies are in place.
Where occupational conditions require regular medical testing such as hearing or eyesight tests, this screen can be used to record the type of test, the provider and the associated testing dates.
The complement to the employee database is the organisation database. This represents the organisation’s structure and reporting relationships. It does not include every position, which is part of the employee information.
Once all employees have been assigned to a manager and a position, all subsequent employee movements must be executed through this menu item. The transfer function allows a person to be re-assigned to a new position, and at the same time, a work history transaction is automatically created, and added to the work history screen. In this way, CORE HR is automatically keeping an employee’s history up to date.
CORE HR provides a screen to drive certain activities. That is, it provides a screen with prompts of pending events that a manager will need to action. This screen can be accessed in two ways. First it can be set to appear whenever the user first logs into the system. It acts as a quick reminder of upcoming events. Alternatively, it can be switched off so that it does not appear when logging on, but can be accessed through this menu item.
To toggle the screen on or off when first logging on, click on the utilities menu and select options. There is a check box labelled Display workflow screen on startup. Click on this check box to switch the workflow screen on during logon, or clear the check mark to switch it off.
There are four activities tracked on the workflow screen:
- Employee probation
- Temporary employee finish date
- Staff developments due
- Upcoming birthdays.
Each of these lists can be printed, for convenience. The use can also set the time span prior to an event date, when the event first appears on the screen. For example the staff development review date can be set to appear 7 days, 14 days, or a month prior to the event. It all depends on how much warning the manager needs, in order to plan an action to deal with the event.
Reports
CORE HR has a comprehensive set of standard reports available for users. A separate document, The CORE Report Manager, explains how to use the report manager in detail. As the report manager is common to all CORE systems, its use has been separated from the system training documents.
This particular look up table is shared by CORE Training. It can be accessed, added to, edited or individual items deleted in either system. The skills codes represent all the skills required within the organisation, as well as individual skills that employees bring to the organisation. When assigning skills to employees in the Skills screen or when assigning skills as outcomes from training courses, this look up table will be the source of valid skill codes.
To add an entry to any look up table, click on the new item button. To delete an entry, click on the grey box immediately adjacent to the entry on the right hand side of the screen, and press the delete key. The system will issue a warning before deleting the entry.
This screen is used to assign the skills and licences to each job category. Select the job, the set of skills and the set of licences from the drop down lists. Add as many items as necessary to define the skill set of the job
Used to define the leave types.
If the organisation wishes to use the concept of establishment to calculate actual staff numbers against establishment ceilings, then use this table to create the initial establishment. Create a code for each established position, name it, and set the establishment limit. Use the grouping list to assign the establishment code to an organisation structure.
Once the codes have been created, assign every employee to an established position, back on the employee screen. When the establishment report is activated, it will calculate actual numbers against establishment, within each group, and report on the variance.
This table is used to identify all the physical work place locations in the organisation by their title, and address. Employees are assigned to work locations on the employee screen.
This lookup is used to maintain a list of positions used by the organisation. Users have the choice whether to use this list of simply enter in the position as text on the employee screen.
This is a collection of miscellaneous look up lists, including gender, country, EEO target groups, etc. Select the look up table to be edited, and the corresponding table entries will be displayed. They can then be edited, by adding, changing or deleting entries.
This menu item is used to define the operating conditions of CORE HR. The user can decide whether terminated employees will be shown on the employee screen or not, whether the workflow screen will appear when logging on, and what the prior warning period is for each of the workflow activities.
This item is only available to the systems administrator. It is used to assign levels of access to the total database.
Import
This menu item is used when CORE HR is linked to a third party payroll. It controls the refreshing of payroll data and employee information in CORE HR that is held in the payroll. The options available will depend on the payroll.
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