Setting up is easy. You will begin by creating the foundation of the system. HRcogs is 4x HR systems on one platform; HRIS, Employee portal, Online benefits, and Human Capital Management. Of the 4x systems, the Human Capital Management System is the most complex because it requires careful data planning. The data you upload determines each system’s functionality, but keep in mind, garbage-in is garbage-out. For example, although department numbers are not required, however you will not be able to align departments horizontally. Job profiles are not required, however you will not be able measure employee performance against the core competencies of the job. Benefit plan information is not required, however employees will not be able to upload enrollment information, etc.
HRcogs can help you upload your data. Contact us at firstname.lastname@example.org for more information.
Click the "wrench" icon to access Administrative settings.
Click on "Co Settings" to set up your department numbers, create your company profile, and create the onboarding checklist. Creating job profiles are not required, but many of the HCM functions such as staffing, compensation, performance, training, and succession planning will not work effectively. When in the "Job Profile" tab click the "Help" tab in understanding how Job Code numbers are created.
"Merit / Bonus" allows you to turn on and turn off the merit and bonus function in the "Compensation" tab. Turning on allows managers to award merit and bonuses.
"Manage Group" allows you to make mass changes with managers and departments. Single changes must be made in the HRIS "Add/Edit" function.
"Checklist-Onboard" allows you to list 25x documents in your onboarding checklist (I9 - Immigration, W4, Employee Info Sheet, Employee Application, etc.). List each document name in any of the 25x windows and click save when finished.
When the employee is hired, the Onboard Checklist can be used under the HRIS "Add / Edit" tab. Click "Yes" to each document received. Click "Complete" when all onboard documents have been received.
Benefits such as Medical, Dental, and Vision can be managed under the "Benefits" tab.
Enter the name of the insurance carrier, such as Blue Cross, Aetna, etc. Enter the plan name and group number. Enter the contact information that employees would use if they are allowed to directly contact the insurance carrier’s rep. for Q&A.
Region: If you have multiple plans for multiple geographical locations in which eligibility is based on location, you can create a region ID for each of the geographical location. This will allow only those employees at the location to see those plans. For example if you have offices in San Francisco, New York, and in Denver, in which plans are different, create a region ID as SF, NY, and Den, respectively for each region and enter it in the "Region" window.
In the HRIS, you can then assign the region ID to each employee as it is appropriate to the plan they are eligible. If you have only one location in which benefits are offered, leave "Region" blank and all employees will default to the one same plan. Enter the region ID exactly as it was entered in the medical plan. Employees with assigned Region IDs will be offered only plans specific to that region.
You may upload the carrier's logo for easy plan identification. Your broker can supply the logo or you can download from the web.
You may upload the Summary Plan Description for each plan. We suggest that you also include a comparison page of the plans you offer along with the Plan's SPD.
To manage the open enrollment period, click on the "open lock" to open, and click on the "closed lock" to close the enrollment period. When closed, this puts the employee in viewing mode, the employee will not be able to make changes or upload enrollment forms to the carrier or broker.
You can also individually manage the enrollment period for each employee. Go to the HRIS and select the employee. Click on the benefits tab, and click the "open lock" to open, or click the "closed lock" to close the enrollment period for this specific employee.
The employee's view in selecting medical plans and uploading directly to insurance company.Close
Why use Enterprise ID numbers (EEID)
The goal alignment system uses unique ID numbers (EEID) to maintain the hierarchy and reporting structure of the organization. When entering an employee into the HRIS, each employee must have two unique identification numbers assigned to them; POSID# (people ID number a.k.a employee file #), and an EEID# (enterprise ID number).
A data table below...
POSID Name EEID Manager's EEID 1009 Sally Roger 2000 1000 2017 John Smith 1000 [blank] 3223 Sheri Dave 3000 2000 3522 Jeff Michaels 3001 2000 5166 Dan Smith 3002 2001 7536 Mike Keith 2001 1000
... will look like this to the software...
... and look like this you you.
The reason for using both EEIDs and POSIDs is because employees tend to leave and hire on more often than positions are eliminated. Meaning when the employee leaves the company, the employee # (POSID) is usually retired, but the new employee can use the same EEID# allowing the reporting structure to stay intact even though the new employee is assigned a new POSID#.
Most issues during initial setup occurs when two or more employees are assigned the same POSID and/or EEID number.
Take time to ensure this does not occur.
Home Page Setup
The Home Page is the first page every employee lands on after log in. It is here where employees can access shared documents and see general communiqué. To make changes to the "Home Page" click on the wrench icon.
Click on the Admin tab icon.
Click on the HM Page tab
When making announcements, there are 6x placement locations on the home page.
Enter the location number (1 - 6) in the "Announcement Location" window to place company announcement as you would want it to appear on the home page.
Creating Auto-fill forms
There are two methods of creating auto-fill forms. The first auto-fill form method below allows you to copy and paste text into the text box, place the cursor where you want the data field to appear, and using the drop down menu, select the data field, click insert, and the data field appears in the text box in between two brackets.
Name the template, and provide a brief description. Next, determine if the form is an "Onboarding" form in which all employees will have access to, or select "HR Forms" in which only HR will have access to.
The final form can be printed or save as a PDF. Auto-fill forms for HR only can found by going to the HRIS tab, and click on "EE Misc" tab. Auto-fill forms for employees can found in the "Job Profile" tab under "Onboard Docs".
The 2nd auto-fill form method (Auto Forms-1) allows you to take a structured form such as an I9, W4, 1095-c Forms, Workers Compensation claim form etc. and create an auto-fill form.
First, go out of HRcogs and convert the form into a ".png" file, and save. Go into HRcogs and click on the "Auto Forms - 1" tab. "Choose File" that you saved as PNG format, provide a brief description, Select "Type" (Selecting "HR Forms" only allows HR to use the form.) and "Upload".
Next, open a computer graphics program such as Microsoft paint, and open the ".png" file. In the example below, place the cursor in the "Name of employee" of the form. Looking at the bottom left, there are 2 numbers; 175, 437. These are the x,y coordinates.
Next, in HRcogs, use the drop down menu on the left, and choose the file, click "Select". The file name should appear below "Form Selected:" You can now enter the x,y coordinates for "Name". Continue to fill in the x,y coordinates for all the fields on the form.
Click on "View" to see the form.
Create Email notifications
Email notifications can be used to send out email alerts to other departments of pending employee actions.
For example, you may want to alert your IT department that you are terminating an employee next week. Your IT department can then prepare their termination process for this employee.
Select the data field(s) (over 50x data fields to choose from; age to zip code) to appear in the email alert such as name, manager, doh, title, etc. Name the "Receiver" email alert such as "IT - Termination Notice". In the "Receiver" window. You can enter up to 3x emails to receive this notification.
To send the email alert, go to the HRIS tab and select the employee. Click "ADD / EDIT", then email alert. You can also send a message with each email you send.
Admin - First Time Login
During sign up, a temporary placeholder profile was created with ID 99999 to allow initial administrative access to input, delete, and edit company data. After your first login, you must re create your own profile with your employee ID and position ID. Click the HRIS icon.
and select “ADD/EDIT”. Click “Employee ADD” and begin entering your profile.
Enter "1" to grant administrative access to the HRIS and System Settings.
Check the "Leader" button only if the employee is the goal leader; such as the ceo, president, general manager, etc. There can only be one goal leader per Company Code.
After you have created your own profile, Go to “Select Employee” and select yourself.
Once your name appears, go to “Access Level”.
You will see two side tabs on the left; HRIS and System Access.
You must change each access level from “0” to “1”, and then save. Go to the other access level and do the same. Refresh the screen and go back to access level while still under yourself and check if all windows show “1”.
Log out and login in using your new credentials.
After logging in using your new credentials, if you do not see the two icons below, log out and log in using the original log in credentials and repeat the steps again. Without Admin access, you will not be able to setup the system under your log in credentials.
Begin entering employee data.
Talent acquisition is the most hardest job of human resources. Most every employee issue can be traced back to "job fit". Matching resumes to the job profiles is a good start, but we all know paper will take anything that is written on it. Therefore to have an effective staffing strategy, careful scrutiny must be made when determining the core competencies of the job.
The Staffing system requires Job Profiles.
Hiring Manager - Click the Staffing icon.
Using the drop down menu, select the Job Profile and click "Select".
The Job Code you selected should appear under "Req Name:".
Enter descriptive details that are relevant to the job requisition. For example a Buyer’s core competency is to purchases goods and material. However a Buyer of technical products such as computer chips, memory, routers, etc. will have a different set of constraints than that of a Buyer of office products such as paper, pens, ink, etc.
Add the core competencies and weight. Core competencies should be weighted to give the employee a rating scale to measure importance among competencies. Core competencies define the level of performance expected of the competency.
Add the goal(s) which the job will support.
Provide a name of the Job Profile and "Save".
HR Recruiter Go to the System Setting to access the "Staffing" tab.
On the left click "Approve Req". Using the drop down menu, you will see the pending for approval req(s). Click "Select" on the Req to be approved.
After review, the req can be approved by clicking the "Approve" button.
HR Recruiter - To send resumes to the hiring manager, click on the "Add Resumes" tab. Using the drop down menu, select the open req. Paste the resume in the text field and click "Save". The resume will appear in the hiring managers Resume Folder.
Hiring Manager - To view incoming resumes, click the "Overview" tab. The last column on the right will show the number of resumes you have received and not viewed. Click on the number to view the resume(s). All viewed resumes will be forwarded to the "Resumes" tab.
Hiring Manager - When viewing resumes, you can request the HR Recruiter to arrange an interview by selecting the "Yes" button and click "Save". Notes can be made to indicate time and day when to arrange the interview.
Hiring Manager - All candidates that have been schedule to interview will appear under the "Resumes" tab in the "Accepted" tab.
After the interview, the hiring manager can evaluate the interview by clicking on "Interview Results".
Hiring Manager - The evaluation process is based on the competencies of the job profile. Responses from the candidate to each competency can be weighted. 1 - Poor and 5 - Best.
The score is the product of the candidate's response and the weight of the competency. This evaluation process is only guide to help the selection process to be objective. Candidates with the highest score should not mean they are the best fit for the role.
Hiring Manager - Once the candidate has been selected, click the "Yes" button to make the offer.
HR Recruiter - All request to make offers can be found in the "Staffing" tab under "Overview". The second to the last column on the right will show the candidate the manager has selected.
Vertical Goal Alignment
Goal alignment focuses your organization on long-term vision while managing short-term progress. It focuses abilities, and helps to organize time and energy so that you can make the very most of your resources.
The goal alignment process can only be started by the goal leader. The goal leader must click on the key icon to open the text box. Goals must have a due date and weight. Cumulative weight for all goals cannot exceed 100%.
Balance Score Card can be managed by selecting any of the attributes when creating goals.
Click on the user icon to begin the assignment and cascading of goals.
After assigning a goal, click on the employee from the drop down menu.
You must weigh the goal for the goal to appear in the employee's goal page. Cumulative weight of all open goals cannot exceed 100%.
If more than one employee is supporting a goal, click on the "goal" to expand the list.
Click on the "Chart" icon to view how goals are cascaded downward.
Horizontal Goal Alignment
Vertical goal alignment without horizontal goal alignment is the basis for most goal alignment failures. Without this partnership, cross functional organizations will compete for resources as they march to their own set of objectives. To tear down these silos, organizations must align horizontally.
Horizontal begins when an employee makes a request for support from another department. For example, a buyer whose goal is to maintain safety stock of long lead time parts, may need sales forecast to predict when purchases should be made. The sales department would have access to this data since the sales department closely engages with customers. The request can be made to the Sales Department to provide monthly sales forecast reports to the buyer.
Click on the users icon to make a request.
Use the drop down menu to select the department that you receive can support you. Enter the dependency, due date, and click "Save".
The manager will receive the request as shown on the manager's dashboard as "Int- Depend".
To approve the employee's request, the manager can click on the "info" icon under the "Approved" heading. When approved, the icon will change to the "Edit" icon as shown below.
Dependencies made from external departments are shown as "Ext - Depend".
Incoming dependencies can be assigned to employees by clicking on the user icon.
Feedback can be given to dependencies in the form of 360 feedback.
Click on the "comment" icon to open the text field.
Enter the comment, date, and rating.
Click on the "Star" icon to close this dependency.
Still have questions, we'd love to answer them. Contact us at email@example.com.
Real-time Employee Performance Management
To have an effective performance management process that supports employee performance, development and goal achievement, the employee needs to have a job profile that is current at all time. The job profile serves as the basis of which the employee is being measured.
Conversely, to disengage the employee is to measure them without them knowing the basis of measurement in which they were being measured.
To make a performance observation, click the Comment icon corresponding to the goal.
The text box will appear. Performance comments should be objective, relevant, and constructive. Performance evaluations should be based on performance that could be "game changers" that could affect the achievement of a goal if not addressed. This also includes high performance that you would want to encourage and continue. Key behaviors are just as important as achieving goals. Leaving a wake of dead bodies along the way to achieving goals is not what good performance is all about.
To maintain rating calibration throughout the organization, ratings should be monitored closely by HR and scrutinize for fairness and being in line with company culture. The effectiveness and integrity of the Performance management system is based on the objectivity and fairness of performance evaluations from all the managers.
Real-time Employee Training / Development Management
Training and development must be closely tied to performance. Performance must be the indicator that training is necessary or incremental to improve and enhance performance. Companies simply cannot assume its technology and processes are inbred to all incoming employees. Employees must also know that they have the support of the company to exceed and grow. This support must come from systems that are in place to trigger the need for training.
Click on the "Wrench" icon that corresponds to the performance evaluation that triggered the need for training.
The training text field will appear. Enter the information and click "Save".
The training courses will appear in the manager's dashboard.
Performance Improvement Plan, aka written warnings can be issued to employees. All PIPs correspond to specific performance observations to provide clarity to what is needed to improve performance.
Click on the "warning" icon to open the PIP text field.
Real-time Job Description Management
The nature of today’s job profile should reflect the goals of the employee. The probability of achieving the goal can be traced back to the employee’s job profile.
Goals must be broken down by knowledge, skills, and abilities necessary to achieve the goals. Weight must be given to each competency to provide the employee a yardstick to understand the importance between each competency.
Competencies appear in the employee's performance page to provide relevance to performance and the job profile.
Affirmitive Action Plan - Dashboard
We have over 50+ AAP metrics by organization and department in our dashboard. We encourage monitoring these important metrics not just for legal reasons if you are over 100+ employees, but research has proven that fostering a diverse workforce enhances creativity as well as organic education when employees are exposed to various demographics such as race and gender.