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Getting Started

MANAGE EMPLOYEES User Manual

Introduction to the Manage Employees Module The Manage Employees module allows a user not only to create and manage an employee’s records but also serves as a complete organisational reference for everything pertaining to an employee. Although the actual Sign...

System Documentation
User Manual
Manage Employees
Employee Management
Target Audience
Prerequisites
Personal Development Plan
Recognition of Prior Learning
Schemas

The Focus of the Signify HR Modules

MANAGE EMPLOYEES User Manual

The Life Cycle of an Employee In this section a short description is given of each module that forms part of the employee life cycle as implemented by the Signify HR system. As an introduction to this life cycle, view the diagram below that displays these mo...

HR Modules
System Documentation
User Manual
Manage Employees
Employee Management
Life Cycle of an Employee
Employee Life Cycle
HR system
Job Profiling
Organisation Structure
Org Structure
Recruitment
Recruitment & Selection
Recruitment and Selection
Employee Administration
Performance Management
Talent Management
Employee Development
Learning Management
Event Management
learning pathways
learning guides
Employee Evaluations
Satisfaction Surveys
360° evaluation
Leave Management

How to Appoint an Employee

MANAGE EMPLOYEES User Manual

This section assists the System Administrator in adding employees to Signify HR system. There are three options available for appointing an employee. In this section, only the first two options will be discussed. Appoint a new employee Appoint new em...

Appoint an Employee
How to
System Documentation
User Manual
Manage Employees
Employee Management
HR system
Appointment
Current Employees
Previous Employees
Appoint New Employee
Appointment Detail
 Appoint Employee
Position
Appointment Type
Appointment From
Performance Templates
Contact Detail
Reporting Lines
Employee Number
Subsidiary
Employee Profile
Select Position Wizard
Organisational Node List 

Create a User Account for the Employee

MANAGE EMPLOYEES User Manual

After saving the new employee record, a function is made available next to the employee number field. This account will enable the employee to log into Signify HR system. To create the user account, click Create as System User. Confirm that you do want t...

How to
System Documentation
User Manual
Manage Employees
Employee Management
HR system
User Account
employee record
System User

Appoint Employee being Transferred

MANAGE EMPLOYEES User Manual

This section assists the System Administrator in appointing employees being transferred from another company/schema. Open the Manage Employees Module Navigation from the Home page: System Administration | Modules | Manage Employees to open the Emp...

System Documentation
User Manual
Manage Employees
Employee Management
Transfer
Appoint
Employee being Transferred
HR database
Appointment History 
Transfer Employee
Complete Transfer
Personal Information

Actions available for an Existing Employee

MANAGE EMPLOYEES User Manual

A couple of primary functions are available for existing employees and will be discussed in detail in this section. View/Edit (an employee record) Terminate Employee View Employee Profile View Learner Records View Licenses Open the Manage Employees M...

System Documentation
User Manual
Manage Employees
Employee Management
HR system
Existing Employee
Terminate Employee
Employee Profile
Learner Records
Licenses
View/Edit
Terminate Employee
 Appointment History

Employee Information

MANAGE EMPLOYEES User Manual

This section gives an overview of the kinds of detail that can be captured against an employee’s record.  We will briefly discuss the additional employee information in the following sections but note that your company may or may not necessarily have each and ...

System Documentation
User Manual
Manage Employees
HR system
Employee Management
employee records
Employee Profile
Organisational Assignment
Employee Development
Employee Relations
Financial Services Board
FAIS Management
FAIS
Employee Administration
Master Data

Employee Profile

MANAGE EMPLOYEES User Manual

In this section you can add personal information, address, contact detail, documents, assets and many more, to an employee’s record. Two versions of the Employee Information Management system are available. See indicators in the sections below. Foundation ...

System Documentation
User Manual
Manage Employees
Employee Management
HR system
Employee Profile
Employee Information Management
Foundation version
Enterprise version
Employee List
Personal Information
biographical information
Smart Navigation
Personal Detail
Subsidiary
Additional Information
address information
Home Physical Address
Physical Address
Postal address
Business address
Location
Dietary Requirements
Family History
vehicles
Next of Kin
Hobbies and Interests
Criminal Record
Licenses
Permit
Public Licenses
Ad Hoc Licenses
Medical history
Occupational diseases
Existing conditions
Leave
Employee Funding
Enterprise version
Custom Field
Notification Detail
Talent Profiles

Organisational Assignment

MANAGE EMPLOYEES User Manual

In this section the focus is on an employee’s work history and reporting structures in the company. Navigation from the Home Page: System Administration | Modules | Manage Employees to open the Employee List screen. When the screen is opened, the page wil...

Organisational Assignment
System Documentation
User Manual
Manage Employees
Employee Management
HR system
Appointment From
employee record
Appoint Employee in another Position
vacant position
Organisation Structure
Appoint employee in a Position

Employee Development

MANAGE EMPLOYEES User Manual

In this section, the focus is on an employee’s development in terms of training, training records, performance management history, development plans and professional profile.   Navigation from the Home Page: System Administration | Modules | Manage Employ...

System Documentation
User Manual
Manage Employees
Employee Management
HR system
Employee Development
training
training record
performance management
performance management history
development plan
professional profile.
Career Conversation
KPA
KPI
key performance area
key performance indicator
competencies
Talent Assessment
Talent Management
Talent Assessment
Talent Assessment Information
Assessment List
Online Assessment
Learner Detail
Learner Record
qualification history
training history
Performance Management
Performance Management Training Manual
PDP
Personal Development Plan
goal-setting
IDP
Individual Development Plan
PEP
Personal Enterprise Plan
Professional Membership
professional associations
Training Roles
training course
Strengths and Weaknesses

Employee Relations

MANAGE EMPLOYEES User Manual

The Signify Software Employee Relations (ER) Module is designed to assist with the recording and storing of information that relates to inadequate performance and misconduct of employees whilst they are at work. It should be noted that this module should not b...

System Documentation
User Manual
Manage Employees
Employee Management
HR system
Employee Relations
Disciplinary Standard
Disciplinary Advanced
Dispute
Grievance
Disciplinary Detail Report

Compliance

MANAGE EMPLOYEES User Manual

Available in Enterprise Edition In this section the focus is on an employee’s compliance in the company. Navigation from the Home Page: System Administration | Modules | Manage Employees to open the Employee List screen. When the screen is opened, ...

Manage Employees
Employee Management
User Manual
System Documentation
HR system
Enterprise Edition
Compliance
Occupational Health and Safety
HAS Representative
Fire Fighter
First Aid

Manage Learner Records

MANAGE EMPLOYEES User Manual

This section is quite comprehensive and forms an integral part of all learning-related modules in the Signify HR system. In short it boils down to a history of qualifications, courses or any other training an employee went through prior to or while in a compan...

Manage Employees
Employee Management
User Manual
System Documentation
HR system
Manage Learner Records
Learner Record
Employee Development
Employee Assessments
Batch Editor
Synchronise learner records
Import Learner Records
Learner Record Report
Qualifications 
ASSESSMENT
Assessor
MODERATION
COSTS
DIFFICULTIES ANTICIPATED
Delete a Learner Record
How to
VIEW / EDIT DOCUMENTS
VIEW / EDIT ASSESSMENTS
VIEW / EDIT MODERATIONS
COPY TO OTHER EMPLOYEES
DOWNLOAD CERTIFICATE
EMPLOYEE FUNDING

Manage Subgroups

MANAGE EMPLOYEES User Manual

Subgroups are made up of employee records grouped or selected from the database because of some common characteristic e.g. the same department or job title etc. Some of the advantages of making use of subgroups are: Employee records can be put into s...

Manage Employees
Employee Management
User Manual
System Documentation
HR system
Subgroups
Manage Subgroups
employee records
Delete a Subgroup
Creating a New Subgroup

Manage Users - How to Manage Users

MANAGE EMPLOYEES User Manual

This section assists the System Administrator in managing users in the Signify HR system. The following topics will be discussed: Create, edit and remove a user account Send Welcome Notification to New users Define a User Account's Profile Assign s...

Manage Employees
Employee Management
User Manual
System Documentation
HR system
Manage Users
How to
Welcome Notification
User Account
reporting rights
Role Assignment
subgroup access
User Information
List of Users
Add New User
new employee record
Editing a User Account
Reset User Password
password
Locked User Account
Removing a User Account
Disable a User Account
Disable User
Delete a User Account
rights and access
Full System Administration Rights
Grant roles
Role Assignment
welcome message
Subgroup Access
Subgroup List
Preferred Subgroup
Permissions
Query Builder
Permissions for Employee Records
Access to Employee Records
Save Subgroup Rights
Permissions for Query Builder
Switching to Another User
Switch to Another User
Switch user

Manage Users - Subgroup Access

MANAGE EMPLOYEES User Manual

Subgroup Access In this section, a user is given access to specific subgroups.  By default, a user has no access to all subgroups unless he is explicitly set up to have access to one or more. Refer to the Subgroups section for more information on how to manag...

Manage Employees
Employee Management
User Manual
System Documentation
HR system
Manage Users
Subgroups
Subgroup Access
Subgroup List
Refresh Subgroups
Preferred Subgroup
Define Permissions
 View/Edit Permissions
Employee Records
Query Builder
Profiles
Switch user
Permissions for Employee Records
Access to Employee Records

Manage Users - Copy User Rights

MANAGE EMPLOYEES User Manual

Properly defining a user’s subgroups, access rights, roles etc. is a time-consuming business.  Fortunately, one user’s user profile can be copied across to other users.  Open the List of Users screen and select the user to assign subgroup access. Selec...

Manage Employees
Employee Management
User Manual
System Documentation
HR system
Manage Users
Copy User Rights
User Rights

Manage Users - Reporting Rights

MANAGE EMPLOYEES User Manual

When required, only certain reports can be made available to a user.  In order to link the relevant reports to a user’s account, follow these steps: Open the List of Users screen and select the user to assign reporting access for. Select Reporting Ri...

Manage Employees
Employee Management
User Manual
System Documentation
HR system
Manage Users
Reporting Rights
Permissions

Manage Users - Role Assignment

MANAGE EMPLOYEES User Manual

A user can assume different roles other than just having employees report to him.  E.g. in some cases, a user can be expected to approve training requests from employees not reporting to him.  Or he can be expected to manage training events.  In both these exa...

Manage Employees
Employee Management
User Manual
System Documentation
HR system
User Role List
User Role
Role Assignment
manage users
Available Role List
User Role Detail
Delete a User Role
Add Multiple Roles

Manage Users - Schema Access

MANAGE EMPLOYEES User Manual

A Signify database can be shared among any number of companies in the same group.  Each company will function as a separate entity but managers and administrators can switch between the companies (called schemas in the system) to access the employees from the ...

System Documentation
Manage Employees
Employee Management
User Manual
HR system
Manage Users
Schema Access
Role Assignment 
User Schema Access