HRIS USER`S MANUAL - Algonquin College
Contents
1. denotes required fields You must enter at least one phone number ALTERNATE EMERGENCY CONTACT You need to have a primary emergency contact information before you can enter an alternate Developed by ITS Copyright 2007 Algonquin College 2 0 HOW TO VIEW AND UPDATE EMERGENCY CONTACT INFORMATION IN THE HRIS The HRIS has two screens which can be used for updating ECI information The screen HRD013 is for managers use while the HRUO55 is available for HR s use only The two methods are explained below 2 1 Method 1 Using the Emergency Contact Update for Managers HRDO013 This screen is used for viewing and updating information on ALL full time employees reporting to a manager The screen allows you to do the following e Lookup who has not provided ECI information It also provides a date when the employee updated their information e Send individual staff to inform them to update their information e HR officers are able to send All staff an email from the screen e Employees can then go to the Online Pay Statement OPS to use the self serve service there or provide their ECI to their managers who would then update their data Follow the steps below to update staff information The SCREEN FUNCTIONS are also explained below 2 2 STEPS 1 Login to the HRIS Go to HUMAN RESOURCES SYSTEM gt INQUIRY MENU gt EMPLOYEE EMERGENCY CONTACT UPDATE FOR MANAGERS Employee Emergency Contact Information Page 7 Al 1 DIA ALGONQUIN C2. HRIS Human Resources Information System USER S MANUAL Human Resources 5 31 2010 EMPLOYEE EMERGENCY CONTACT INFORMATION ASONGUIN COLLEGE Human Resources Table of Contents OVERVIEW 3 1 0 HOW TO UPDATE YOUR EMERGENCY CONTACT INFORMATION ONLINE eene 4 1 1 important Note PLEASE READ trio udi datE aptas uut qe oline cpaibdecoss 4 E2 TEPS COP OPA PU OU e OO ON A A AA 4 2 0 HOW TO VIEW AND UPDATE EMERGENCY CONTACT INFORMATION IN THE HRIS 7 2 1 Method 1 Using the Emergency Contact Update for Managers HRDO13 eese 7 DDS WEP E 7 APLENDEXA io eee eee ce ee cee 11 SPECIMEN OF EMAIL SENT TO INDIVIDUALS TO UPDATE THEIR EMAIL e 11 2 3 Method 2 Using the Employee Emergency Contact Information Screen HRUOS55 HR only 12 E O O A Eo EEC E A E TI E E T 12 Employee Emergency Contact Information Page 2 BALON A F UA VI COLLEGE Human Resources OVERVIEW This manual has been designed as a guide to assist you in the Emergency Contact information screens within the Human Resources Information System To ensure and provide prompt disaster response of the College s Emergency Preparedness Plans and Programs we are asking all employees to provide names and telephone numbers of two emergency contacts a primary a
3. e zijo SER al 2 Mon 07 Jun 2010 11 13 38 HRUO55 EMPLOYEE EMERGENCY CONTACT INFORMATION Emp ILH TAINO ADEKOYA ADMIN PROBATION xx PRIMARY EMERGENCY CONTACT xx CRRU RMEETISEEMINIOHN Surname Home Phone Cell Phone Work Phone 7191 41 2098 214208634 1 Notes HN Last Updated by taiwoa on 92 Jun 2010 04 47 52 pm To Add an International Phone number Please use Notes HRUO55 Update Enter AlternateInfo 2 Clear Exit E 009 021 Font TrueType Printer Ready 3 Tap 2 to view and update the Alternate Emergency Contact Information as seen below in the screenshot FE SmarTerm Essential GeneSIS stw p l 181 x La File Edit View Tools Properties Connection Window Help 18 x osla S e zio e SER el 2 Mon 07 Jun 2010 11 13 38 HRUO55 EMPLOYEE EMERGENCY CONTACT INFORMATION Emp EILH RU Uii ADMIN PROBAT ION xx SECONDARY EMERGENCY CONTACT xx ATT bil TERR IRAM E S Surname jah Home Phone 727 7968 Cell Phone 727 4723 Work Phone 000 0000 0 324080 000 ad rEEEMR KANO CAN BE REACHED IN THE OFFICESRM TO 4PM WEEKDAY Last Updated by taiwoa on 07 Jun 2010 11 08 57 am To Add an International Phone number Please use Notes HRUO55 Update Enter Delete 2 Clear Exit ji 009 021 Font TrueTupe Printer Ready Employee Emergency Contact Information Page 13 F IAI COLLEGE Human Resources ALCONGUIN 4 You will be prompted to accept the update changes Click YES or NO to cont
4. OLLEGE Human Resources FE SmarTerm Essential GeneSIS stw BE 8 x La File Edit View Tools Properties Connection Window Help 18 x osa amp alel zo e 2ER el ALGONQUIN COLLEGE ADMINISTRATIVE INFORMATION SYSTEMS MNO003 HR INQUIRY MENU PRODUCT ION EMPLOYEE BENEFITS DISPLAY BENEFIT COSTING EMPLOYEE ADDRESS AND PHONE DISPLAY ORGANIZATIONAL HIERARCHY DISPLAY ORGANIZATION LOOKUP EMPLOYEE NAME AND LOCATION LOOKUP BY SOCIAL INSURANCE NUMBER PERFORMANCE REVIEW DUE DATES EMPLOYEE EARNINGS HISTORY SPOUSE DEPENDENT DISPLAY LIST RECOVERY LETTERS PRODUCED EMPLOYEE EMERGENCY CONTACT INFORMATION BMERGENCY CONTACT UPDATE FOR MANAGERS STAFF CONTACT INFORMATION HOURS WORKED BY GROUP CODE Select Enter Exit MainMenu QQ 019 018 Font TrueType Printer Ready 2 Inthe EMERGENCY CONTACT UPDATE FOR MANAGERS HRD013 see screenshot below highlight an employee name with the UP DOWN ARROW keys on your numeric key pad then tap the Enter key to bring up staff s ECI HRDIG 3 EMERGENCY CONTACT UPOATE FOR MANAGERS Welcome MICHAEL PARSCHE cc EE Info Qate Last Y Contact Info Em ft Employee Name YM Updated M Contact Info sss3ajfA0AMS MICHAEL NO BATCHELOR ROGER BORKOHICZ DANKA CHAPMAN CINDY FIGUEREDO MASIMILIANO FRIESEN THOMAS KEBBE WALIO KERKHOF PETER H LAMBERT PATRICK LI HAOGIANG ROBERT CI SCOTTI i Jan 20i Ld co oes TI co G1 Jan eoi6
5. Pay Statement OPS 1 1 Important Note PLEASE READ 1 The asterisked fields are mandatory and cannot be left empty e Surname e Given Name s e Home Phone Cell Phone Work Phone Supply at least one phone number 2 An employee can only have one Primary and one Alternate emergency contact information ECI 3 You will be forced into Edit mode if you load the ECI screen and no contact information is found 4 Although an employee cannot add his her alternate contact information before entering his her Primary there is a safeguard in the system that forces an Alternate contact to be the Primary if the latter is not present 5 When clicking on the Cancel button in Edit mode or the Delete button for the Alternate contact you will be prompted to confirm the action 6 Only valid NANP North American Numbering Plan telephone numbers are allowed in the phone fields 7 Ifthe phone number is not North American i e does not conform to the NANP standards the employee can use the Notes field 1 2 STEPS Using your browser go to the address https enterprise algonquincollege com ops to access the Online Payment System OPS 1 The Welcome screen will present you a few new navigation links as seen in the direction of the arrows in red below Choose any of the links being pointed to by the red arrow to access the Emergency Contact Information screen Employee Emergency Contact Information Page 4 Al Cy nar ARUN COLLEGE Hum
6. an Resources DS S APA Welcome Current Paystatement WELCOME n ner ee foe Paystatements Summary a N Year To Date Summary Did you know that you can save or print a copy of any available pay statement that Personal Pay Information looks virtually the same as the current printed copy that you get delivered Just click Vacation amp Sick days of the Print Save button at the top of the Current Paystatement page and a PDF file Emergency Contact Information lt I will be generated that you can save and or print Personal Preferences A NETS NEW Now you can manage your Emergency Contact Information Please follow the link and verify your information Ce Choose one of the following services View your current pay statement View a summary of your pay statements View Year To Date Summary View your personal information View balance of vacation amp sick days NEW View Update your Emergency Contact Information lt View your personal preferences Developed by ITS Copyright 2007 Algonquin College 2 In View mode you can view your emergency contact information if the Primary Contact information is present the screen appears as seen below PRIMARY EMERGENCY CONTACT Name John Smith Home Phone 613 727 4723 Cell Phone 613 727 4723 Work Phone 613 727 4723 ext 5555 Notes This is a sample note ALTERNATE EMERGENCY CONTACT Employee Emergency Contact Information Page 5 ASONGUIN COLLEGE Human Resources 3 W
7. an employee using the employee number Employee Emergency Contact Information Page 10 Talli Y ALSONQUIN EEILLEBE Human Resources APPENDIX 1 SPECIMEN OF EMAIL SENT TO INDIVIDUALS TO UPDATE THEIR EMERGENCY CONTACT INFORMATION The body of the email to be sent to employees contains the following text Hello ROGER Our records indicate your Emergency Contact Information needs to be updated Please click on the Link below to access the Online Pay Statements OPS which can be used to View or update your existing Emergency Contact Information https enterprise algonquincollege com OPS You may also print this email and fill in the following information then hand it to your manager who will update the HUMAN RESOURSES Data Base PLease NOTE FIRST NAME SURNAME and HOME OR WORK PHONE are required when entering online or filling out the information below PRIMARY CONTACT FIRST NAME SURNAME HOME PHONE CELL PHONE HOME PHONE WORK PHONE EXTENSION NOTES ALTERNATE CONTACT FIRST NAME SURNAME HOME PHONE CELL PHONE WORK PHONE EXTENSION NOTES Thank you Employee Emergency Contact Information Page 11 AUSONQUIN COLLEGE Human Resources 2 3 Method 2 Using the Employee Emergency Contact Information Screen HRUO55 HR only Only HR officials have access to this screen They can view and update the ECI for ALL staff in this screen This is very good for looking up and updating information o
8. em FE LO T Da TI Ll D A O A c LI AO AE Dn D amp mr h Fe TO iu on oo mo cem emm CT i 2 T d1 Jan geuic A LE Lost Center 282C ENTERPRISE BUSINESS APPLICATIO BE m ISDEM cee HRIDO1 3 UpdateRowlEnteri SendEmailAll 2 SendEmaillIndi3 FindEmp 4 Employee Emergency Contact Information Page 8 ALSONGUIN COLLEGE Human Resources 3 You will be presented with the PRIMARY EMERGENCY CONTACT fields Fill up the fields with the details as seen below NE SmarTerm Essential GeneSIS stw La File Edit View Tools Properties Connection Window Help 18 x ojele ej le zI fa el SIEI a Thu 27 May 2010 10 20 24 HRDO13 EMERGENCY CONTACT UPDATE FOR MANAGERS i Welcome ADEKOYA TAIWO Your F T Employee Count for xALL is xx PRIMARY EMERGENCY CONTACT x Contact info for 63105 ADEKOYA TAIWO AA EUA LNG Surname Home Phone Cell Phone Work Phone OOOO Notes MN Last Updated by sipsdba on 25 Feb 2010 06 31 50 pm To Add an International Phone number Please use Notes HRUO55 Update Enter AlternateInfo 2 Clear Exit ii 013 032 Font TrueType Printer Ready 4 Tap the 2 on the numeric key pad to enter the Alternate emergency contact details AlternateInfo 2 as seen below Tap the ENTER key once more to save the data FE SmarTerm Essential GeneSIS stw o x La File Edit View Tools Properties Connection Window Help la x plela a e 2 s
9. fe e allr e 2 Mon 07 Jun 2010 10 21 52 HRDO 13 EMERGENCY CONTACT UPDATE FOR MANAGERS o Welcome ADEKOYA TAIWO Your F T Employee Count for xALL is xx SECONDARY EMERGENCY CONTACT xx Contact info for 63105 ADEKOYA TAINO CRR DEIA AMES ISK ANO Home Phone 727 7968 Cell Phone 727 4723 Work Phone Notes Last Updated by To Add an International Phone number Please use Notes HRUO55 Update Enter Delete 2 Clear Exit Kj 017 021 Font TrueType Printer Ready Employee Emergency Contact Information Page 9 Talli Y ALGONQUIN COLLEGE Human Resources 2 2 1 USING THE SCREEN FUNCTIONS IN HRD013 1 SendEmailAll Available to HR only It allows an email to be sent to ALL employees in the table HR user will be prompted with two questions as follows Create a CSV file to be deposited on your N drive Y N Y A spreadsheet download will be produced Send an email to ALL Employees to update Emergency Contact Info Y N Y emails will be sent If the user answers N to both questions no download will take place and no emails will be sent 2 SendEmailInd Function will send an email to individual staff The user of the system will appear as the sender while the highlighted employee will be the recipient 3 FindEmp function is useful to find an employee by employee number 4 RunHTMReport will produce a hard copy report of staff ECI at the users default printer 5 FindEmp Allows search for
10. hen the Primary and Secondary Contacts have been entered or exist in the system the screen view appears as follows PRIMARY EMERGENCY CONTACT Name John Smith Home Phone 613 727 4723 Cell Phone 613 727 4723 Work Phone 613 727 4723 ext 5555 Notes This is a sample note ALTERNATE EMERGENCY CONTACT Name Jane Smith Home Phone 613 727 4723 Cell Phone 613 727 4723 Work Phone 613 727 4723 ext 5555 Notes More notes can be added to the alternate contact 4 Youcan add modify or delete both the existing Primary and the Alternate contacts using the Edit button 5 You will be forced into Edit mode if you load the ECI screen and no contact information is found Enter your data in the fields shown below Employee Emergency Contact Information Page 6 ALSONGUIN OLLEGE Human Resources ll BS Pag PEE Welcome Current Paystatement Paystatements Summary Year To Date Summary Personal Pay Information Currently the screen only handles Canadian and US phone numbers Vacation amp Sick days If you want the enter a non Northamerican phone number please use the Notes field EMERGENCY CONTACT INFORMATION Emergency Contact Information Personal Preferences PRIMARY EMERGENCY CONTACT You have no emergency contact information Please fill it out Surname Kr Surname Given Names given name s Home Phone Cell Phone E Work Phone C Extension Notes Enter optional notes
11. inue as seen below FE SmarTerm Essential GeneSIS stw 18 x La Ele Edit View Tools Properties Connection Window Help 218 x osa e gt e zizo e Siem el 2 Mon 07 Jun 2010 11 13 38 HRUO55 Emp TDI JAMES ISK ANO m to proceed uith UPDRTE Home Phone Cell Phone Work Phone YES a Notes MR KANO CAN BE REACHED IN THE OFFICE8AM TO 4PM WEEKDAY Last Updated by on Select Enter Cancel Help Help 016 022 Font TrueType Printer Ready Employee Emergency Contact Information Page 14
12. n a one on one basis Please see below for a screenshot and step by step explanation on the use of the screen 2 3 1 STEPS 1 Login to the HRIS follow this path to access the screen HUMAN RESOURCES SYSTEM INQUIRY MENU gt EMPLOYEE EMERGENCY CONTACT INFORMATION 181x 18 xi SmarTerm Essential GeneSIS stw La File Edit View Tools Properties Connection Window Help Deja amp Sle ojo e 2ER el ALGONQUIN COLLEGE MNO003 PRODUCT ION EMPLOYEE BENEFITS DISPLAY BENEFIT COSTING EMPLOYEE ADDRESS AND PHONE DISPLAY ORGANIZATIONAL HIERARCHY DISPLAY ORGANIZATION LOOKUP EMPLOYEE NAME AND LOCATION LOOKUP BY SOCIAL INSURANCE NUMBER PERFORMANCE REVIEW DUE DATES EMPLOYEE EARNINGS HISTORY SPOUSE DEPENDENT DISPLAY LIST RECOVERY LETTERS PRODUCED EMPLOYEE EMERGENCY CONTACT INFORMATION EMERGENCY CONTACT UPDATE FOR MANAGERS STAFF CONTACT INFORMATION HOURS WORKED BY GROUP CODE Select Enter Exit jj MainMenu 22 018 018 Font TrueType Printer Ready 2 Tap the ENTER key on the numeric key pad to to bring up theHRUO55 You will be automatically directed to update the Primary Emergency Contact Fill up the fields with staff ECI information if you have it handy See the screenshot below Employee Emergency Contact Information Page 12 Al or DIA f l SONGUIN COLLEGE Human Resources YE SmarTerm Essential GeneSIS stw a 8 x La File Edit View Tools Properties Connection Window Help l xj oela S
13. nd an alternate This initiative will ensure all employee emergency contact information is valid while putting the college in a better state to respond to all emergency situations including our satellite campuses Human Resources in collaboration with the ITS have made provisions for employees to provide and maintain their Emergency Contact Information through the Online Pay Statements OPS The OPS can be accessed on the college network at https enterprise algonquincollege com ops and from home using a VPN access Managers are responsible for ensuring that a record of emergency contacts is maintained in the system for each staff under their supervision This information should be validated every six months on the Human Resources Information System HRIS The attached document will guide you through the basic steps in completing this process A copy is also available on the Human Resources website for your use Should you require additional information or have any problems please contact Human Resources at 76600 algonquincollege com or telephone extension 7660 Note This process does not include the collection of information on contractors working at the college on projects of a non recurring kind Employee Emergency Contact Information Page 3 Talli Y ALGONQUIN COLLEGE Human Resources 1 0 HOW TO UPDATE YOUR EMERGENCY CONTACT INFORMATION ONLINE You can update your Emergency Contact Information online using the Online
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