Appoint, Transfer, or Terminate a Person

This guide focuses on the People Management module and the features available to the administrator. By following the outlined procedures, administrators can: 

• Add users manually
  • • Create an organisational structure
    • Define job titles and positions
    • Appoint a person in a position
• Add users using an import
• Transfer a person to a different position
• Terminate a person

Add users

Users can be added to the system in two ways:

• Manually, using the Organisational Structure,Structure, Job Profiler,Management, and ManageView/Edit PersonPeople functionalities, or
• Using the import sheet.

This guide will show both methods.

Method 1: Add users manually

To add new users to the system manually, it is essential that the following prerequisites are established:

• The Organisationalorganisational Structurestructure must be developed.
• The Job Titlestitles and Positionspositions should be defined usingin the Job ProfilerManagement module.
  

Create an organisational structure

• Click the gear icon to access the Setup and Configuration menu.

ClickSelect Organisational Structure .from the drop-down menu.

• Create an organisational structure based on the organisation’s size, goals, industry, and work style. Some examples of organisational structures:
  • • Hierarchical structure – based on levels of authority and responsibility
    • Functional structure – focuses on specialised roles or departments
    • Divisional structure – based on product lines, geographical locations, or customer types
    • Team-based structure – centred around project teams or cross-functional units
    • Process-based structure – focuses on workflow and end-to-end processes

Hover over the name of a level to access the editing options. You can rearrange organisational levels by using the drag-and-drop feature.

• To add a subordinate levels,level, click the plus icon next to the namerelevant level name.

Complete the details of the relevantorganisational level.unit. 

• Enter the Namename and Codecode of the organisational unit.
• Choose the appropriate Organisationalorganisational Levellevel Typetype from the dropdown menu.
• Toggle the Publish option on or off as needed.
• IfToggle configured,to enable new registrants to select this organisational unit when registering on the Businesssystem.

LocationIf configured in the master data, the business location can be selected. To learn more about master data, navigate to the Master Data Maintenance part of this chapter. Other additional information about the organisational unit can be added, but is not required.

Click SAVE ADD NEW to add another subordinate level to the same organisational unit. Click SAVE when finished or click CANCEL to discard any changes.

• Click the pencil icon next to the name of aan organisational level to edit. 

Update the details of the organisational level. Click SAVE when finished or click CANCEL to discard any changes.

• To delete a level, click on the trash bin icon next to its name. Please note that a level cannot be deleted if it has:
  • • subordinate levels,
    • vacant positions, or
    • active positions.

When deleting, provide a valid reason for the deletion, confirm that you acknowledge and agree to the action, and then click DELETE. If you wish to cancel the operation, click CANCEL to discard any changes.

ToThe movegreen, linkedyellow, positionsand tored different organisational units, click on the linkicons next to thean organisational level's name of the level. Theindicate filled, vacant, and inactive job positions, respectively. In our example, there are four filled positions, and no vacant or inactive positions. 

By clicking on the organisational level's name, the filled, vacant, and inactive job positions can be viewed on the right. SelectTo themove Joba Positions you wishposition to moveanother fromorganisational the right side, thenunit, drag and drop themit into the appropriate organisational unit on the left.

ToOnce returnyou have finished creating your organisational structure, it may look similar to theour Organisational Structure, click the back arrow located at the top left of the screen. example.

Define job titles and positions

After establishing the Organisationalorganisational Structure,structure, we needcan toproceed createwith creating job titles and positions using the necessary Job TitlesManagement and Positions using Job Profiler.functionality.

• Click the gear icon to access the Setup and Configuration menu.

ClickSelect Job ProfilerManagement .from the drop-down menu.

• This screen shows all the job titles, positions, and vacancies within your organisation.

Click + NEW JOB TITLE to add a new job title.

EnterThe thejob Jobdetails Title.screen will appear. 

• Enter the Jobjob Code.title and job code.
• If the Mastermaster Datadata for the Occupationaloccupational Categorycategory, occupational level, OFO code, and Occupationaljob Levelgrade data fields havehas been set up, you can select the appropriate data from the dropdowndrop-down menus. To learn more about master data, navigate to the Master Data Maintenance part of this chapter.
• You can toggle the Critical Job switch on and off as required.
• Toggle to enable new registrants to select this job title when registering on the system.

Other additional information about the job title can be added, but is not required.

Click SAVE when you are finished or click CANCEL to discard your edits.

A message will appear to confirm the successful creation of the job title.

• After saving the new Jobjob Title,title, click PUBLISH to finalise and share it. 

Toggle to confirm that you acknowledge and agree to the changes, then click PUBLISH.

AfterA savingmessage will appear to confirm that the newjob Jobtitle Title,was published successfully.

Once the job title has been created, additional tab options will appear at the top of the screen. You can either set the Requirements for the role,role or click on the Positions tab to add new job positions associated with that role. Click on Positions to proceed.

The current positions linked to the job title will be displayed. Click + NEW POSITION to add a new position.

The position details screen will appear. 

Enter the Positionposition Title.title. The Positionposition Codecode will be automatically generated. Click the Criticalhand Positionicon toggleto ifselect required.the location in the organisation.  Click the handCritical iconPosition totoggle selectif the Location in Organisation.required.
Link the Position by clicking on the correct organisational unit.

Click SAVE when you are finished or click CANCEL to discard your edits.

• You can go backreturn to the Job ProfilerManagement to keepcontinue adding Jobjob Titlestitles and Positionspositions as required.needed.

Appoint new users manually

Since the Organisationalorganisational Structurestructure and the Jobjob Titlestitles and Positionspositions have been created, we can now add a new person to the system.
1.

Hover over the sidebar menu and click People Management.
Management.
2.    Navigate to the ManageView/Edit People tab.

 

3.    

Click +Person.
PERSON.
4.    Expand the organisational units to find the new Position you have just created.

 

5.    

Ensure the Jobjob Titletitle and the Positionposition Titletitle are correct, then click +Person to add a new person.

6.    Use this screen to populate the information for the new user.

7.    Click Save & Go to Profile once you are finished to finish setting up the new user's profile, or click Save Add New to continue adding new users.
Click Cancel to discard your edits.

8.    

If you have selected Save & Go to Profile,Profile, you will end up on the user's profile page. Click Welcome Notification.
Notification
9.to send a welcome email to the new user. Review the contents of the Welcome Email, then press Send. This will send an email containing the system’s URL to the user.
Click CancelSAVE to discard your changes.

10.    You may choose to further revise the user's information within their profile, including updates to biographical details, appointment history, or access rights.

Follow the above procedure to add users manually. This method is also effective for adding small amountsnumbers of users at a time.
Alternatively, follow Method 2 below if you prefer to streamline the process and add many users at a time. 

TRANSFERRING EMPLOYEES
Once a person’s role or position in the company changes, they can be transferred on the system using the People Management module.
1.    Hover over the sidebar menu and click People Management.
  
2.    Navigate to the Manage People tab.
  
3.    Hover over the card of the person you would like to transfer and click on the pencil icon to manage their profile.
 

4.    On the lefthand menu, click on Appointment.
 
5.    At the bottom of the screen, click on Transfer Person.
 
6.    Expand the organisational structure to find the location in the organisation to which the employee is being transferred to.
 
7.    Click on the employee’s new position on the right of the screen. 
If the new position has not been created, you can do so by clicking +Position. 
Alternatively, you can select an existing position from the Job Library.
 
8.    Complete the appointment information, then click Save to proceed, or Cancel to discard your changes.
 
9.    The employee’s previous appointment, as well as their new role, is recorded in the Appointment History tab on the employee's profile.
 
METHOD 2: ADD USERS USING THE IMPORT
Using an import sheet, you will establish the organisational structure, create job titles and positions, and add new users.
1.    Use the sidebar menu to navigate to People Management.
 
2.    Click this button to access Module-Specific Functions.
 
3.    Click Export/Import on the menu and ensure the dropdown menus are set to People Management and Employee Data. Click Proceed to continue.
 
4.    To access the import sheet, click Download Import Template.
 
Populate the downloaded import sheet with the users' information. This procedure requires attention to detail to ensure the information on the system is accurate. Please do not hesitate to ask the Signify Consultant for assistance.
5.    Once the import sheet has been filled and checked for errors, click Upload Import File.
 
6.    Click on Import to initiate the data validation and import processes. The users' data may take some time to appear in the system.