Human Resources Parameters

For information about changing parameters, see the documentation on Parameter Maintenance.

Please ensure you understand the implications of changing a parameter before doing so. Any parameter changes should be fully tested and approved in a non-live environment before being made in a live environment. If you are in doubt, contact Access Coins first.

Click the links below for information about the parameters:

This specifies the year to use for absences and can be set to either HOLIDAY or ROLLING or specific date

The year to use for absences. This can be set to one of:

HOLIDAY – to use the same year as for holidays (default).

ROLLING – to use the year which ends on today's date.

A specific year start date in the format DD/MM.

ACA Coverage Termination Reason due to new enrollments

The value of the ACA Coverage Termination Reason to be used due to new enrolments.

Value of the ACA Coverage Termination Reason to be used during the termination process

The value of the ACA Coverage Termination Reason to be used during the termination process.

Course code CAN-DO list to sync to Assettagz

A can-do list of course codes you want to sync to 3rd party device for hand held update of site based training.

A list of company types to sync to Assettagz

A list of company types you want to sync to 3rd party device for hand held update of site based training. Wild cards cannot be used in the list.

Typically this will be subcontractors, agency labour providers, and training providers (who provide on-site training).

Qualification Code CAN-DO list to sync

A can-do list of qualification codes you want to sync to 3rd party device for hand held update of site based training.

Auto-numbering personnel record

This controls the auto-numbering of HR person who is not an Payroll employee

The options are:

<blank> - No auto-numbering. Employee numbers must be entered by the user.

IFBLANK - COINS will set the number if the user leaves it blank.

ALWAYS - COINS will always set the number.

Auto-populate benefit end dates with personnel {leaving dates}

If set to Y, and the personnel leaving date changes, any benefit end date which was the same as the personnel leaving date is updated to match it.

Default the first payment date via Payroll to the same as the benefit start date when adding benefits

If set to Y, the First Payment Date to Pay via Payroll defaults to the same as the benefit start date when adding a new benefit to a person.

Users who will receive notifications of HR Change Requests and can process the requests

A list of users who will receive notifications of HR Change Requests and can process the requests.

Use company security to filter personnel

If set to N, company security is not applied to access to personnel records.

Course Reference prefix list (MMYYCCCCCCCC)

If you wish to automatically assign a reference to your training courses, this parameter can be used to build a prefix from the date and course code characters, as well as literal characters. This reference is created on saving the record, if the field is blank.

The format of the parameter is a comma separate list. If the entry is not a number it is taken as literal text. A number denotes a character from the string of the month and year of the course and the course code.

Example: If the course HSWAH3 was held in July of 2012, then we are selecting from the string 0712HSWAH3 and the setting 5,6,3,4 would give prefix HS12.

Note if you use the year or month, the course date may change after creation of the course, but this will not be reflected in the reference.

Format of sequence element of Course Reference

The format of the sequence element of automatic course references, for example 999999.

Qualification linked to CSCS

The qualification code associated with the CSCS.

Allow Computed by Custom Calculation Date information to be entered

If set to M, the Computed by Custom Calculation field on the Profile tab is open. Note, this field is not validated.

If set to blank or C, the Computed by Custom Calculation field on the Profile tab is closed. Custom calculations need to be created in order for this field to be populated.

Exceed paid holiday allowance

If set to Y, the paid holiday allowance for a person can be exceeded.

Exceed unpaid holiday allowance

If set to Y, the unpaid holiday allowance for a person can be exceeded.

Qualifications which must have expiry dates entered

A list of qualification codes for which there an expiry date must always be entered.

DataSet defined to support ESS Alerts

DataSet defined to support ESS Alerts.

When Blank - Standard DataSet %WHRESSALERT will be used.

Field to be used for email in ESS Alerts

Field from DataSet defined by HRALERTDS

Date used to validate history records

Choose the date to use when validating history records in Personnel Workbench.

Personnel Id number format

The format to use for HR ID numbers.

This takes the form of a template for the employee number. The template characters you can use are:

9 - a digit. If auto-numbering the first number with obeys the uniqueness rules will be used.

I - a digit. If auto-numbering the next available number will be used.

Z - a digit which will be blank for a leading zero. If a string of Zs is followed by an I then it will be an I type number, otherwise it will be a 9 type number.

X - any character. If auto-numbering this will be taken as a literal X as it is really to cater for manual input which does not fit a definable rule.

A - any letter. If auto-numbering this will be taken as a literal A as it is really to cater for manual input which does not fit a definable rule.

F - a character from the first name (initial characters used).

M - a character from the middle name (initial characters used).

L - a character from the surname (initial characters used).

N - a character from the national insurance number (final characters used).

D - a character from the department code (initial characters used).

P - a character from the payroll type description (initial characters used).

For options X, A, F, M, L, N, D or P any lower case letters will be converted to upper case. However if the lower case equivalents of these are used (x, a, f, m, l, n, d or p) then both lower and upper case letters will be allowed.

Any other character will be a literal. To specify the literal text for one of the special characters above put a tilde (~) before it.

Examples:

999999 - a 6 digit number including leading zeros (for example 000150).

ZZZZZ9 - a 6 digit number without leading zeros (for example 150).

LLL999 - the first 3 characters of the surname followed by 3 digits to make it unique (for example SMI001).

To demonstrate the difference between 9 and I consider the formats LLL999 and LLLIII. If you add a HR Person John Smith both of these will give the same result SMI001. But if you then add Sarah Jones LLL999 will give JON001 whilst LLLIII will give JON002.

Unique Personnel Id number (through all companies)

Whether the HR Person ID should be unique through all companies

Fields which default to Personnel from Job Title

A list of fields whose values will be populated to Personnel and Employee records from Job Title based on the employee's job title. The fields will be disabled in employee and personnel records. Choose the fields valid for your region based on the regions listed within the description of each field. Organise the selected fields in the order you want them displayed in Job Groups and Job Titles.

Examples of fields you can select in this parameter are: Employee Trade [ALL], Employee Class [ALL], Work Classification [US, CA, AUS] , Employment Utilisation Classification [US, CA, AUS], Employment Utilisation Trade [US, CA, AUS], EE0-1 Code [US], and FLSA Status [US].

Mandatory fields for personnel

A list of fields which must be entered for a person on the Personnel Workbench.

Allow Personnel Leaving Date to be updatable when PRHR has been set to sync PR fields to HR fields

If set to workbench a user can enter the leaving date in HR and push a request to Payroll to start the leaver process while the employee has not yet left. Does not work for USA and Canada.

Retirement Age (Female)

The retirement age for female employees.

Retirement Age (Male)

The retirement age for male employees.

Short Absences Approval mode

When set to Y, short absence requests will be sent to Approvers as defined in HR Personnel Workbench > Organization tab.

Comma separated list of sick leave reasons

A comma separated list of sick leave reason codes that Approvers can use on behalf of their subordinates to report why sick leave has been requested.

Hard stop on employee termination when Assigned HR Items exists

Whether a hard stop should appear on an employee's termination when HR items assigned to that employee exist (Y or N).

Use lookup codes for leave year start

If set to Y, lookup codes are used for setting the start of the holiday year.

The measure (hours/days) to use for displaying leave values

The measure (hours/days) to use for displaying duration of leave and related data. Default value is days.

A list of HR Accrual Plan Types for which Payroll Timecard Entry should be validated against Leave Requests for the Plan

A comma separated list of Accrual Plan Types separated by pipe symbol followed by E or W where E and W mean Error and Warning respectively. E.g. VAC|E,VACA|W

Leave types (Aus)

No help available.

Precision to use for the paid annual leave entitlement

The precision to use on the annual leave entitlement. This can be set to a whole or half day and is used when calculating the proportion of the full year annual entitlement for an employee who has started or is leaving in the current holiday year. The default value is a half day.

LSL can be requested on entitlement only

Whether leaves can be booked in ESS before they become entitled.

No/Blank - Means can book as is when there is a pro rata.

Yes - means must have entitlement to book leave.

Status Codes that signify Leavers

A list of HR status codes that mean the person has left for the purposes of planning. It is used in the personnel sync with Assettagz. It is also used in plant where any scheduled plans for the operative are unassigned, on a change to the listed status.

Personnel fields and child records to clear when a new PR employee links to an existing HR leaver

Comma separated list of personnel fields and child records to clear when a leaver employee is made current again due to being updated by a linked current Payroll employee.

Captions can be set to their defaults by including RW_por_caption^<caption code>. All captions can be covered by simply including just RW_por_caption.

The child records that can be removed are Contacts, Beneficiaries, and Correspondence.

Fields on Personnel Workbench which may not be blank when record is linked to a Payroll Employee

A list of fields which are mandatory if the personnel record is linked to a Payroll employee.

Termination Reason Codes that make employees Ineligible for Rehire

The list of Termination Reason Codes which, if used, make employees ineligible for rehire by automatically setting Eligible for Rehire to No.

Warn if usage hours are greater than maximum balance

Whether to give a warning if the current total of the used hours is greater than the maximum hours on the plan rate record (Y or N).

Users who will get actions for PR requests

A list of users who will receive actions on their Activity Workbench (Old) when Payroll requests are created.

Payroll salary change reason code

The lookup code for the reason to use for a salary change record created via a Payroll request.

Update reason and date when setting the salary in Payroll

If set to Y and then changing a Payroll employee's salary in $F$%WPR200BEMP$F$, you can update the salary change reason and date to use on the salary history record in HR.

Read only HR fields where PR controls values

A list of fields for a person which will be read only in HR if there is a corresponding Payroll employee and Payroll to HR linking is enabled for that field.

Drug Test Reason Code for Random Tests

The reason code to use for random drug tests.

Reqd status x days before course expiry

The number of days prior to a course/assessment expiry date that a required training/assessment record is generated.

Appraisal salary change reason code

The lookup code for the default reason code to use for a salary change record created via an appraisal.

Payroll salary item field used in HR

The Payroll salary item field that holds the value shown in HR.

Absence reason code(s) to use for SAP

The absence reason code to use for SAP. This can be a single value for both paid and unpaid absence, or a pair of comma separated values where the first is for paid absence and the second for unpaid absence.

When entering or updating a period of SAP in Payroll, if absences in HR and PR are linked COINS creates or updates a corresponding absence record in Human Resources, and sets the reason for absence based on this parameter.

Choose date to use when computing length of service

Choose the date to use when calculating length of service in Personnel Workbench.

Absence reason code(s) to use for ShPP

The absence reason code to use for ShPP. This can be a single value for both paid and unpaid absence, or a pair of comma separated values where the first is for paid absence and the second for unpaid absence.

When entering or updating a period of ShPP in Payroll, if absences in HR and PR are linked COINS creates or updates a corresponding absence record in Human Resources, and sets the reason for absence based on this parameter.

Training Course code used for site inductions

A training course code used to record site inductions. A single course needs to be defined and the site inducted on is taken from the location of the course.

Absence reason code(s) to use for SMP

The absence reason code to use for SMP. This can be a single value for both paid and unpaid absence, or a pair of comma separated values where the first is for paid absence and the second for unpaid absence.

When entering or updating a period of SMP in Payroll, if absences in HR and PR are linked COINS creates or updates a corresponding absence record in Human Resources, and sets the reason for absence based on this parameter.

Absence reason code(s) to use for SPBP

The absence reason code to use for SPBP. This can be a single value for both paid and unpaid absence, or a pair of comma separated values where the first is for paid absence and the second for unpaid absence.

When entering or updating a period of SPBP in Payroll, if absences in HR and PR are linked COINS creates or updates a corresponding absence record in Human Resources, and sets the reason for absence based on this parameter.

Absence reason code(s) to use for SPP

The absence reason code to use for SPP. This can be a single value for both paid and unpaid absence, or a pair of comma separated values where the first is for paid absence and the second for unpaid absence.

When entering or updating a period of SPP in Payroll, if absences in HR and PR are linked COINS creates or updates a corresponding absence record in Human Resources, and sets the reason for absence based on this parameter.

Absence reason code(s) to use for SSP

The absence reason code to use for SSP. This can be a single value for both paid and unpaid absence, or a pair of comma separated values where the first is for paid absence and the second for unpaid absence.

When entering or updating a period of SSP in Payroll, if absences in HR and PR are linked COINS creates or updates a corresponding absence record in Human Resources, and sets the reason for absence based on this parameter.

The code(s) in HR Status which represent an Active Status

A code used in HR Status to represent an active status.

A single code should be entered.

Status code(s) to show in Resource Scheduling schedule

No help available.

Control HR Status via Employment History

If Yes, the HR Status in the Personnel WB will be disabled and will be updated automatically when the Employment History record is added or updated its HR Status.

When updating the parameter it is possible the HR Status in the Personnel record may not agree with the most current status set in Employment History. Data should be reviewed prior to updating this parameter.

The code(s) in HR Status which represent a Leave of Absence

Enter the code to be used in HR Status to indicate a Leave of Absence (such as LOA).

The code(s) in HR Status which represent a Leave of Absence Status (only LOA) (for example Military Maternity etc)

A list of codes used in HR Status to represent a leave of absence status.

Examples of codes that can be used include: Military, Maternity, etc.

The code(s) in HR Status which represent a Termination Status

A code used in HR Status to represent a termination status.

Only one code should be entered.

Use archiving on training/assessments

Whether to use archiving for training/assessments attendance records.

Ignore archived training/assessments when checking competencies

If set to Y, archived training courses/assessments are ignored when checking competence requirements.

Fields on user defined events to auto-populate with personnel leaving dates

A list of user defined events types, along with the field for each type, which should be auto-populated with the personnel leave date when this changes.

Only the latest events record for a person is updated and only if the date was the same as the personnel leaving date prior to this latter date being updated. The format is:

user defined type 1:date field 1,user defined type 2:date field 2,...

Functions and tab functions for user defined browses on the Personnel Workbench

A list of user defined browse functions and tab functions to add to Personnel Workbench. The format is:

browse func 1|tab func 1,browse func 2|tab func 2,...

Timesheet entry of usage hours - allow/disallow/warn if not enough accrued hours available

Whether to allow, disallow, or give a warning If the hours entered on a timesheet for usage, such as sick or holiday time, exceed the current accrual balance.

The options are:

The two days to show as the weekend on calendars and when entering holidays/absence

The weekend days are taken into account when entering holidays/absences and are shown in grey on the calendars.

Workflow to Approve Holidays Requests

Workflow to Approve Holidays Requests