Human Resources

Overview

The Human Resources program maintains a personnel master file containing the current employment status of district employees and job related personal information. Detail files are used to record benefit choices and relevant dependent information, and track employment history in regards to education, skills training, salary, job transfers and reviews. Employees who have terminated and chosen a COBRA plan can be kept on the system.

Personnel Records

Personnel records are available for screen inquiry by an employee's number or name. After displaying the personnel master record, detail records for the employee may be displayed to view education and skills, dependent information, benefit choices, transfer history, review history, salary history, work absenses for a date range or for the past year, available hours of vacation and sick time, notes entered in the employee's file and changes to the employee's master record. The inquiry screens as displayed may be printed.

The personnel maintenance program allows for additions, changes and deletions to personnel master records. All changes to master records are recorded in a separate file and may be viewed using the inquiry program.

Personnel lists are available for salaries, next review dates, anniversaries, home telephone numbers, birthdays, skills list for first aid and CPR, driver's license expiration dates, annual EEOC, attendance and COBRA participants. The lists contain name and employee number, department number, manager name and all dates and figures applicable to the selected list. Mailing labels may also be printed for specified criteria.

Benefits

A benefit table contains entries for each benefit offered to employees, such as medical, dental, vision and long-term disability insurance. Each entry includes the benefit description, coverage period, effective date and the cost of the benefit for the employer, employee and dependents. Benefit table entries may be added, changed, deleted, displayed, or the entire table printed.

Employee benefit records are maintained for each employee, indicating the chosen benefits, dependent coverage and effective dates. Current rates are interactively obtained from the benefit table.

A benefit statement may be printed for each employee which includes employee costs and employer contributions for the employee's applicable benefits as well as social security, PERS, workers' compensation, annual holidays and allotments for vacation and illness days. The annual value of the employer's contributions is expressed in dollars and as a percent of base salary. Benefit statements are printed in letter format and can be folded for a window envelope.

Dependents

A list of an employee's dependents can be maintained, along with birth dates and social security data which may be necessary for some benefits.

Work History

Work history records are maintained for each employee's job changes resulting from departmental transfers, promotions, regularly scheduled performance reviews, reviews accompanying a change in pay, salary increases for merit or cost of living, and any related notes entered in an employee's file.

Update Salaries From Payroll

Payroll wage adjustments affecting all employees, for example COLA, can automatically be copied from payroll to the personnel file. Each personnel master record is updated with the new hourly wage found in payroll and a salary history record is created.

Education/Skills Maintenance

The education and skills of each employee can be recorded, including schools or classes attended, dates of attendance and degrees or certificates granted.

Job Training List

A list of job training courses is maintained by title and grouped by category. A course description is in the main record with the title and category. A detail record is added to a training course each time a class is attended by one or more employees. The detail record contains the date the class was offered, the length of the class in hours, the name of the provider, and the instructor's name and phone number. An inquire option lists the class records for a training course.

Education And Skills

The education and skills record of each employee can contain up to 30 training courses. The school/skill field may be entered by either typing in a title or making a selection from the training list by first choosing a category. If the desired title is not in the training list, it may be added. If a selection is made from the training list, an additional selection is made from the classes offered. If the desired class is not on file, it may be added. The class date is used as the date the training was completed. The expiration date and degree information are optional. For tracking DHS course work, DHS is entered in the degree field. The class record of a training course for an employee can be displayed through a softkey selection.

Group Training

The group training program is used to update the education records of all employees attending a training class. The course is selected from the training list by first choosing a category. If the desired title is not in the training list, it may be added. An additional selection is then made of the class attended. If the desired class is not on file, it may be added. The class date is used as the date the course was completed. The expiration date is optional, as is the designation of a DHS course. Once the class attended is chosen, a selection is made of one or all departments. The names of the employees in the selected departments are displayed one at a time, with a softkey choice to either update their education record with the class or skip to the next employee.

Skills List

A skills list is available for one or all departments, or by employee. If by department, the choices are all skills or a selection from the training list. If by employee, the choices are all skills or only DHS skills. If DHS training for one employee is chosen, the skills list contains the class detail on file for each DHS skill listed. A date range is entered to select the period during which the DHS training was completed.

Renewals Due List

A renewals due list is available for one or all departments, with a choice of all skills or a selection from the training list. The renewals are based on the expiration date in the employee education records, and can be for either a chosen month or an entire year.