Working with HR module in PSA

Introduction

HR module holds all your internal employee data and helps you assign roles and profiles for your employees. The module supports human resource tracking and reporting purposes.

You can run reports based on your company's job titles and departments, send messages to your company's departments, classify projects worked on by your company's departments, generate an organization chart in the Human Resources module based on your company's departments and job titles.

Departments

HR > Departments

Creating Departments

  1. Select the Admin > HR > Departments page.
  2. Click New.
  3. Enter the following fields:
    • Department Name
    • Description
    • Manager
    • Annual Budget - The annual budget of this department.
    • Cost Center - The account cost center associated with this department.

Job Titles

Creating Job Titles

  1. Select the Admin > HR > Job Titles page.
  2. Click New.
  3. Enter the following fields:
    • Job Title
    • Description
    • Status - If Yes, this job title is used.

Skill Categories

The Skill Categories page defines job skills referenced by other modules.

Creating Skill Categories

  1. Select the Admin > HR > Skill Categories page.
  2. Click New.
  3. In the Skill Category section add the following:
    • Skill Category Name
    • Description
  4. In the Skill section enter the following:
    • Name
    • Description
  5. Click Add to add additional skills as necessary.

Employees

The Employees page maintains your company's employee profiles. This same page displays in the HR module if you have permission. Initially, you create a basic profile. After you save an employee profile the first time, multiple tabs display for you to enter additional details.

Creating Employee Profiles

  1. Select the Admin > HR > Employees page.
  2. Click New.
  3. Enter the following basic fields on the New Employee page.
    • User Name
    • First Name
    • Last Name
    • Emp ID
    • Email Address
    • Job Title
    • Department
    • Manager
    • Employment Type
    • Employee Roles
    • Security Roles
    • Location

  4. Click Save.
    • A new user can start using the system with just this basic information.
    • The new user is automatically sent an email with login credentials, similar to the image below.
  5. Click the row of the employee profile you just created to add additional information.
    • The Edit Employee page displays.
    • Use the additional fields and tabs to maintain more details about an employee.
  6. The first tab, the Personal Details tab, provides the following additional fields.
    • Hire Date
    • Termination Date
    • Birthday
    • SSN - Social security number
    • Marital Status
    • Status - If Yes, this is a current employee.

      Note: You cannot delete employee profiles. Set an employee's Status to No so you can see continue to see historical data associated with this employee.

    • Gender
    • Photo - Upload a photograph of your employee. Employee photos display on their dashboard when they log in
    • Password Management
      • Reset and Email Password - Resets the user password when the user has forgotten the password. A randomly generated password is sent by email to the user.
      • Unlock User's Account - Unlocks a user account if the account has become locked after several invalid login attempts.

        Note: The user can also optionally change his or her password on the My Profile page.

Contact Information

The Contact Info page records contact information for an employee.

  • Use the Main Address for the employees work place address.
  • Use the Secondary Contact tab for an emergency contact record.

Wages

The Wages page records the wages paid an employee.

Note: The employee is already identified as hourly or salaried or a contractor on the Personal Details tab.

Hourly Pay

  • Hourly Pay Rate - The hourly pay rate for the employee.
  • Burden Rate - The allocation rate at which indirect costs are applied to the direct costs of either labor or inventory. These costs can include but are not limited to payroll taxes, pension costs, health insurance, dental insurance, and any other benefits that a company provides an employee.
  • Over Time Pay Rate - The hourly overtime pay rate for an employee.
  • Pay Period - Weekly, Monthly, Quarterly, Yearly, Contract Length.
  • Currency

Rate Calculation Guide

This is a guide to help quickly calculate the hourly wage for an employee. It's a basic calculation of annual salary divided by working hours.

  • Working Hours Per Year - There are 52 weeks x 40 hours a week = 2080 hours. Adjust for part-time employees
  • Annual Salary - Put the annual salary in this field and then click Calc to display an hourly wage. Does not include the Burden Rate.

External Employee

  • Vendor - Links this employee to a vendor. Required to add expense entries and time entries associated with projects and tickets to Vendor Bills. Vendor bills can be processed in Quickbooks.

Employee Financials

  • Equivalent Vendor Record - Creates a vendor alias for an employee. The vendor alias is required to process reimbursements in Quickbooks. For example, use the employee's name with a _v suffix in this field.

Shifts

The Shifts page records the weekly work schedule for an employee.

Creating Work Schedules

  1. Select the Admin > HR > Employees > Shifts tab.
  2. Set Allow Overtime - Yes or No. The pay rate for overtime is set on the Wages tab.
  3. Click Add to add a new shift.
  4. Enter the following:
    • Week day
    • Start Time
    • End Time
  5. Repeat steps 3 and 4 to add as many shifts for this employee as required.

Associated Clients

The Associated Clients tab links your employee, typically a technician, to one or more clients. When a client opens the Client Portal, linked employees are listed as primary contacts for messaging.

Adding Clients

  1. Select the Admin > HR > Employees > Associate Clients tab.
  2. Click Add.
  3. Select one or more clients.
  4. Click OK.

Associated Queues

The Associated Queues tab assigns an employee to one or more ticket queues. Queues group tickets by the state they are in. Employees work tickets in the queues they are assigned to. Queues are maintained using the Admin > Service Desk > Queues page.

Adding Queues

  1. Select the Admin > HR > Employees > Associate Queues tab.
  2. Click Add.
  3. Select one or more queues.
  4. Click OK.

Custom Fields (for Employees)

The Custom Fields tab maintains data entered in custom fields for employee profiles. Data types for custom fields can be Free Text, Date, or Data List. Custom fields can be set to required. Custom fields are created using the Admin module > My Company > Custom Fields page.

Employee Roles

The Employee Roles tab assigns roles to an employee. Each role determines the work billed to customers on tickets and tasks. Roles and rates are maintained using the Admin > Finance > Roles and Rates page. Employees assigned multiple roles can usually select any of their roles when working a task or ticket. In Projects, the project manager can lock down the role when assigning a task to an employee.

Adding Roles

  1. Select the Admin > HR > Employees > Employee Roles tab.
  2. Check the Has Role checkbox for any role that applies to this employee.
  3. Select the Default role for this employee. This role automatically populates the Role field when the user enters time on a task or ticket.

Security Roles

The Security Roles tab assigns security roles to an employee. Security roles determine the access an employee has to different modules, menus, and selected settings. The system provides several predefined security roles for both internal and external users. You can also add custom security roles. Security roles are configured using the Admin > Security Roles page.

Adding Security Roles

  1. Select the Admin > HR > Employees > Security Roles tab.
  2. Check the Has Role checkbox for any security role that applies to this employee.

Attachments (for Employees)

Use the Attachments tab to upload files to an employee profile.

Adding Attachments

  1. Select the Admin > HR > Employees > Attachments tab.
  2. Click Upload a new file.
  3. Browse, then Select a file to upload.
  4. Optionally enter an Alias name.
  5. Click Save.

Education

The Education tab documents the education of an employee. The Institute Name, Degree and Field of Study drop-down lists are maintained using the Admin > My Company > Lists page.

Adding Education Records

  1. Select the Admin > HR > Employees > HR > Education option.
  2. Click Add.
  3. Enter the following:
    • Institute Name
    • Date Attended
    • Degree
    • Field of Study
    • Grade
    • Description
  4. Click Save.

Skills

The Education tab documents the education of an employee. The Institute Name, Degree, and Field of Study drop-down lists are maintained using the Admin > My Company > Lists page.

Adding Education Records

  1. Select the Admin > HR > Employees > HR > Education option.
  2. Click Add.
  3. Enter the following:
    • Institute Name
    • Date Attended
    • Degree
    • Field of Study
    • Grade
    • Description
  4. Click Save.

Organizational Chart

An Organizational Chart page displays a hierarchical chart of all employees in your company, based on supervisor and subordinate relationships. Org charts:

  • Helps clarify the working relationships between executives and managers.
  • Establishes the hierarchical structure for decision-making and authority.
  • Serves as an information portal, by clicking an employee's name in the chart to open up that employee's record.
  • Helps visualize changes to the company's structure.
  • Helps executive officers establish clear management procedures within a company.
  • Helps guide employees about who to contact in other parts of the organization.

You can generate an organization chart in two ways:

  • By Manager
  • By Department
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