Creating a Staff Member Record

Background

A Staff Detail record contains details pertinent to the Staff Member, such as :-

Address and Contact Details
Banking Details
Logon Details
Training
Holiday and Absence records
Mistakes and Disciplinary records

In short, it is the primary placeholder object for recording information that relates to the Staff Member.

Additionally, having a staff member record is mandatory for any user who wishes to log into strokeone, as the logon information is held on this object.

Prerequisites

Before you attempt to create a Staff Member detail record ensure that :-

You have logged onto strokeone and can see Human Resources button.

Procedure

From the home banner, click the Human Resources and then Staff Detail buttons.
The Staff Detail list layout opens
Click the new record icon on the right hand side of the layout.
You are automatically navigated to the Staff Detail record layout, and a new staff member record is inserted.
Populate the header fields (annotated as (1) in the above screen-shot), using the following summary table as guidance.

Field	Comments
Title	Select from the drop-down the title applicable for the employee Note: This is defaulted to "Mr" when a record is initially created.
First Name	Enter the first name of the staff member. Note:When a record is initially created, this defaults to "New Staff"
Middle Name	If applicable, enter the middle name for the staff member.
Last Name	Enter Staff member's surname
Birth Date	Enter the birth date of the staff member
Start Date	The start of staff member's employment.
Leaving Date	If a staff member leaves,.this field should be used to record their last date of employment.
Work Email	The work email address for the staff member.
Home Email	The staff member's home email address.
Nationality	Select from the drop-down the employee's nationality Note: You can add nationalities to the drop-down if the required values are not there.
Address	Employee's Home Address details
Town
County
Post Code
Country
Home Phone	Employee's Home Phone number
Mobile Phone	Employee's Mobile Phone number
Work Phone	Employee's Office Phone number
Emergency Relationship	Relationship of Emergency contact to employee - e.g. Husband, Parent
Emergency First Name	Emergency Contact's First Name
Emergency Last Name	Surname of Emergency Contact
Emergency Mobile Phone	Mobile and Home telephone numbers for Emergency Contact
Emergency Home Phone	Mobile and Home telephone numbers for Emergency Contact
Emergency Address	Employee's Contact's Address details
Emergency Town
Emergency County
Emergency Post Code
Emergency Country
Active	Dev: TBC: Need to define / identify this function
Force ipad UI	Dev: TBC: Need to define / identify this function
Short Notice Overtime	Dev: TBC: Need to define / identify this function

There are several tabs on the Staff Detail record that contain data fields that should be populated

Bank Job and Login tab: Populate the fields per the below table.
click for example screen-shot

#	Field	Comments
1	Job Title	Enter job title classification.
1	Grade	Enter the Grade / Level that the employee is currently at.
1	Electronic Clock Number	If applicable, enter the identifier for the employee on any clocking system used.
1	Agency	Checkbox to indicate whether the staff member is directly employed or via an agency
1	Pay Type	Set the radio button to reflect how the employee's pay is calculated, whether on an Hourly or Salary basis.
1	Weekly Pay	Automatically calculated field based on (Greater of Override and Basic plus Training Mods * 40)
1	2015 rate	Records the hourly rate for the employee for the previous year.
1	Basic Pay	Enter here the standard hourly rate for an employee at the defined grade and department. Note: This records what the standard pay is for an employee of this grade and within their defined department. This is not necessarily what the hourly pay for an employee will be. See Understanding Relationship Between Training Modules and Pay for more details.
1	Training Module Agg	If the employee has passed any training modules, the monetary value of these will be shown here.
1	Basic plus Training Modules	Automatically calculated field:- (Basic Pay plus Training Module Agg)
1	Override Pay	If the employee will be paid greater than Basic Pay plus the value of training modules that they have passed, you should record this "override" hourly rate here. See Understanding Relationship Between Training Modules and Pay for more details.
1	Greater of Override and Basic plus Training Mods	Automatically calculated field:- Max(Basic plus Training Mods, Override Pay)
1	Proposed Increase	Automatically calculated field:- (Greater of Override and Basic plus Training Mods minus 2015 Rate)
1	Training Difference	Automatically calculated field designed to determine whether a staff member is overpaid relative to the training they have completed. That is, it looks at their current Override Pay and determines whether this is in excess of Basic Plus Training Mods. If it is, it results in a positive difference amount indicating that the staff member is overpaid. Being overpaid means that the staff member's current level of pay is greater than what the basic level of pay in that department, plus @sum of passed Training Modules would be [mathematically: Override Pay > Basic plus Training Mods] This indicates that the staff member is being paid more than someone in their department with their level of completed training should be. This provides managers with a metric that they should action. Namely, the staff member should undertake and pass training modules to bring their skill levels up to the commensurate pay level.[Mathematically, Basic plus Training Mods >= Override Pay] See Understanding Relationship Between Training Modules and Pay for more details.
1	Bank	Enter the name of the employee's Bank
1	Branch	Enter the Branch of Bank that holds the employee's Account.
1	Account Name	Enter the Employee's Account Name.
1	Account Number	As above but for Account Number
1	Sort Code	Enter the Sort Code for the Bank Branch.

2	Locker Number	If applicable, enter the Locker Number issued to the employee
2	Date Issued	Enter the date that Locker Number was issued.
2	Date Returned	Should the Locker Number no longer be issued to the employee, record the date that it was returned.

3	Username	These fields govern the employee's user logon account for accessing strokeone. See Creating a User Logon, Locking a User Account and Unlocking a User Account for more details.
3	Password
3	Reset Button
3	Privilege set
3	Lock Account
3	Unlock Account
3	Create Account

4	NI Number	Enter the employee's National Insurance Number
4	Gender	Set the radio button for the employee's gender.

Department tab: Populate the fields per the below table.
click for example screen-shot

#	Field	Comments
1	Department	Set the check-boxes for the departments that the employee is associated to. Notes: An employee can be associated to more than one department. If Production Admin is set, then the employee's name will appear as a selectable value in the Production Contact field on a job order header. Similarly, if Sales and Marketing is set as enabled, then the employee ill be selectable as a Sales Contact for a Company.
2	Sub-Department	Depending on the value selected in Default Department, you may be able to select a Sub-Department to further classify the employee. Note: Sub Departments (and their linkage to a " parent" Department)is maintained in system, settings.
2	Default Department	Select from the drop-down the default department for the employee. Notes:- Departments are maintained in system settings. The department selected here governs the sub-department value that can be selected.
2	Default Shift	Select the shift pattern that the employee is associated to. Note: See Creating Shift Pattern Values for how to create the shift patten values that are selectable here.