ABN: 86 132 590 277

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 MENU

System Fields and Navigation...................................................................4

Folders......................................................................................................4
Sub Folders ..............................................................................................5
Menu.........................................................................................................5
Quick Navigation.......................................................................................6
Bread Crumbs...........................................................................................6
Tabs..........................................................................................................7
Save, Archive Delete ................................................................................7
Create, Import, Delete ..............................................................................7
Search Folder or Sub Folder (Quick Search)............................................8
Attachment - Document / Photo...............................................................8
Drop Down................................................................................................9
Auto Generated ........................................................................................9
Text Field ..................................................................................................9
Mandatory Field ........................................................................................9
Date Field .................................................................................................9
Date Time Field ........................................................................................9
Number Field ..........................................................................................10
Check Box ..............................................................................................10
E-mail Field.............................................................................................10
Currency Field ........................................................................................10
Maintenance Menu ...................................................................................11
Users Folder ...........................................................................................12
User Profile Folder..................................................................................12
Groups Folder.........................................................................................13
Code Library Folder ................................................................................15
Annual Leave Settings Folder.................................................................19
Locations Record....................................................................................21
Sick Leave Settings Folder .....................................................................22
Cost Centre Settings Folder....................................................................23
Skills Folder ............................................................................................23
CPD Settings Folder ...............................................................................24
Work Patterns Folder ...............................................................................25
Work Patterns Record ............................................................................25
Property Folder.........................................................................................28
Property Record......................................................................................28
Risks Folder..............................................................................................29
Risks Record ..........................................................................................29

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 Company Policies Folder.........................................................................30
Company Policies Record ......................................................................30
KPI Folder .................................................................................................31
KPI Record .............................................................................................31
Jobs Folder ...............................................................................................33
Jobs Record............................................................................................33
Job Benefits Sub Folder .........................................................................35
Job Description Sub Folder.....................................................................36
Job Property Sub Folder.........................................................................37
Job Skills Sub Folder ..............................................................................38
Employee Folder ......................................................................................39
Employee Record ...................................................................................39
Employee Masterfile Tabs ......................................................................43
Employee Absence Sub Folder ..............................................................44
Employee Training Sub Folder ...............................................................46
Employee Medical Sub Folder ................................................................47
Employee Property Sub Folder...............................................................48
Employee Certificate Licence Sub Folder...............................................49
Employee Annual Leave Sub Folder ......................................................50
Employee Jobs Sub Folder.....................................................................52
Employee Incidents Sub Folder ..............................................................53
Employee Skills Sub Folder ....................................................................54
Employee Next of Kin Sub Folder...........................................................55
Employee Shares Sub Folder .................................................................56
Employee Disclosure Sub Folder............................................................57
Employee Discipline Sub Folder .............................................................58
Employee Dependants Sub Folder .........................................................59
Employee Bank Details Sub Folder ........................................................60
Employee Work Pattern Sub Folder .......................................................60
Employee Grievance Sub Folder ............................................................61
Employee Salary Sub Folder ..................................................................62
Employee Contract Sub Folder...............................................................63
Employee Qualifications Sub Folder.......................................................64
Employee Work History Sub Folder........................................................65
Employee Address Sub Folder ...............................................................66
Employee Benefits Sub Folder ...............................................................67
Employee Superannuation Sub Folder ...................................................68
Employee Education Sub Folder ............................................................69
Employee Performance Sub Folder........................................................70
Employee Calendar Sub Folder..............................................................71
Employee Sick Leave Sub Folder...........................................................72

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 System Fields and Navigation

Below is a list of all Fields and Navigation Features in the Subscribe-HR. All of these
Fields and Navigation Features can be added to your system if you subscribed to the
Developer Module.

Folders

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 Sub Folders

Menu

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 Quick Navigation

Bread Crumbs

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 Tabs

Save, Archive Delete

Create, Import, Delete

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 Search Folder or Sub Folder (Quick Search)

Attachment - Document / Photo

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 Drop Down

Auto Generated

Text Field

Mandatory Field

Date Field

Date Time Field

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 Number Field

Check Box

E-mail Field

Currency Field

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 Maintenance Menu

The Maintenance Menu Contains:

Security Option
- User
- Groups

Code Library
Correspondence
Locations
Annual Leave Setting
Sick Leave Settings
Cost Centre Settings
Skills
CPD Settings

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 Users Folder

To Create a New User Click on the User Folder, then on Create. Once required
details are filled in, Click Save. Once record is saved, the new user should be listed
in List All. Please note that the information provided to Subscribe-HR when first
Subscribing, will be used to create System Administrator user. For details on Setting
up Self-Service users and Security, please see Self-Service and Security Manual.

User Profile Folder

User Profile settings define Time Zone of a user, Local Currency, Date Format, Date
Time Format and separators for currency. These settings are used for multi site, multi
location (Country) systems

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 Groups Folder

There are a number of Groups (User Groups) that are provided as a standard part of
Subscribe-HR. Your ability to use these different groups will be governed by which
modules you have Subscribed to. The Groups are:

Everyone – Can be used as default for all users. Self-Service variation. Don’t use if
not needed

System Administrator – Can perform all actions in system. Assigned to initial

Subscriber. System Administrators can access any module that is Subscribed to.

Employee Self-Service – All users have Self-Service rights. Self-Service can be

configured to allow managers to see their subordinate (Team) details and restrict
access to Privacy based information e.g. Bank Details, Address Details. When
setting up new users in the system, if you have Subscribed to Self-Service, the
employee will be e-mailed User Name and Passwords automatically. Passwords can
be updated in User Profiles. Employees must have e-mail address to be able to
access Self-Service

Developers – Certified Developers are the only one’s who can access Developer
Module. This is hard-coded in the system. Developers can also access Code Library
which is found in maintenance.

Integrators – Only Developers can access this module. This is hard-coded in the
system

Directors and Executive – Are Self-Service users. Assigned other functions that
have to do with their role. More often than not the Dashboard will be the most
accessed part of Subscribe-HR by Directors and Executive. They can be assigned
special Executive Dashboards.

HR Administrators – Can access most core functions in Subscribe-HR. Not as

comprehensive access as HR Manager.

Recruitment Manager – Access to all Recruitment Administration functionality. Self-

Service access. Limited access to Core Human Resource Module.

Consultants – Consultant access can be tailor by you if you use any type of
outsourced consultants. Consultants can also set-up their own specific access if they
are the outsourced Provider within the business.

HR Manager – Full access to the system in both the Core Human Resource Module
and Recruitment Administration. The only thing they are unable to do is delete.
Archive can be used to hide records.

Recruitment Advisor – Access to Recruitment Administration module. Not as

comprehensive as Recruitment Manager.

Report Administrator - Access Reports. Only Management should be assigned this

group.

* All users should have Self-Service group assigned if they are employees.

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 Each of these groups has been assigned default security options, in terms of the
functionality they can access.

To create specific setting for specific groups, click on the required group and you will
be presented with all the objects available in the system. Please note that the
Developer and Integration Groups are hard-coded to the Developer and Integration
modules. The only group that can access the Developer module is the Developer
group. You must be certified to be authorised to the Developer module. Each group
has a standard set-up, you are able to change this set-up when you are ready to roll
the Self-Service Tool out.

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 Code Library Folder

The Code Library Folder contains all the Drop-Down Fields and Drop-Down Field
options in the system. When a Drop-Down Field is created and added to a form using
the Developer Tool, you can create a Drop Down entry in the Code Library then link
the Drop-Down to the field in the form. If you wish to create a new Drop-Down (Code)
option, you will need to find the relevant Library Entry Name in the Code Library and
add to it.

Below, you will see an example of the Nationality Drop-Down being selected, and the
codes (Drop-Down options) that belong to the Nationality Drop-Down Field. All the
standard Drop-Down fields in Subscribe-HR come pre-loaded with standard Drop-
Down codes (options). One of the first steps in setting up your system is adding
codes that you would like to see in the Drop-Down fields in Subscribe-HR. An upload
tool exists to enable you to efficiently upload Drop-Down Code Library Names (Drop-
Down Names) and Codes (Drop-Down Options) into the system.

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 To Create New Nationality Code (Drop-Down Option) Click Create.

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 To Create New Library Entry Name (Drop-Down) click on the Code Library Folder in
Maintenance Menu.

Please note: Library Entry Name must be at least 4 Letters Long

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 Once Saved, Click on Code Library Folder and located the new Library Entry Name.
Click on it and then click on codes.

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 To Create a New Code, click on Create. Please note when entering new Codes, you
only need to enter the Code Name (Mandatory). The Code will auto generate based
on the Code Name. The Code will always be in lower case.

Annual Leave Settings Folder

Annual Leave Settings need to be configured prior to Employee Data being input into
the System. You MUST have both Annual Leave and Sick Leave Settings set-up
prior to any Employee records being input into the system. If you require for existing
Employee records to be input into the system you simply tick Carry Leave Forward
and input current leave remaining for the employee into the Employee Object. If you
are performing a Data Upload, you simply include carry forward amount for each
employee in the upload template. The system will start accruing from the date the
information is saved based on what the Annual Leave settings are. If you have any
questions about this, please let us know prior to going ahead and performing this
work.

There are two main ways in which Annual Leave Setting can be configured.

1. If Annual Leave is not accrued and employee simply gets allocated an Annual
Leave amount at the start of employment and each anniversary there after. If
this is the case in your organisation, tick the Leave Not Accrued Check box,
then type in the Annual Amount that an employee is entitled to in either Days
or Hours. This can be defined by the Annual Amount Units. You can also
define whether or not you will allow an employee’s leave balance to go into
negative by including a number into the Negative Balance field. If you don’t
allow Annual Leave to go into negative, input 0. You can also define whether
or not there is a leave exclusion period, meaning a period that an employee
can’t take leave in.

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 2. If Annual Leave is accrued an employee gets an amount of leave in an annual
period (e.g. 20 Days or 150 Hours), from Employee Start Date which is
accrued at a certain rate (Days or Hours Per Week or Month). The accrual
rate can be in either Days or Hours, as defined by the Accrual Rate Units
field.

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 Locations Record

To create a new Locations Record, Click on the Locations Folder, then click on
Create. You will need to create all your locations prior to entering Jobs and
Employees. Locations will be linked to Jobs and then Jobs linked to appropriate
Employees.

Once a Location Record has been created, it will appear in the list all (As Above).

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 Sick Leave Settings Folder

Sick Leave Settings allows user to establish Sick Leave Amount, Amount Units etc.
You can include Sick Leave Exclusion Periods where by paid Sick Leave cannot be
taken e.g. First 3 Months of Employment. You are able to Accrue Sick Leave though
in most cases Sick Leave is provided in one lump amount from the first day o
employment. You are also able to allow for Sick Leave to be carried forward to next
Leave Year. Please note, if you are uploading Sick Leave data e.g. Balances,
Accruals, please contact Subscribe-HR or your Authorised Subscribe-HR Partner for
specific details about how to go about doing this successfully.

Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010

 Cost Centre Settings Folder

Cost Centre Settings allow you to set default Cost Centres to Jobs so that when Jobs
are created, the defined Cost Centres that you choose are automatically populated
against Jobs and then also Employees. This applies to the Percentage Cost Centre
Split. You can allocate percentages to Cost Centres which will automatically be
populated against the Job when it is created. These setting can be over ridden if
needed when the Job is created. Validation exists to ensure that a Total of 100% is
allocated. You are able to allocate 100% to 1 Cost Centre if only 1 Cost Centre is
used. Based on these Cost Centre settings, all dollar values will be broken down
accordingly. E.g. Salary, Training Costs, Benefit Costs.

Skills Folder

The Skills Folder Allows for all Skills to be recorded in the system. Skills then link to
Employees and can be assessed. As Standard, Skills are assessed against an
employee based on the whether the employee has the skill or not (Compliant or Non
Compliant). If you require another type of rating system, please speak to us about
this. Our experience has shown us that this is the most manageable way to assess
and manage Skills. This rating system is used through out Subscribe-HR Core HR
Module and Recruitment Module. In the recruitment module, you can profile
applicants and vacancies based on whether a Skill is required for a Vacancy and
whether the applicant poses the Skill (Filtering).

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 CPD Settings Folder

CDP Setting allows you to set the amount of CPD Hours that are required for specific
Positions. The CPD Start and CPD End Dates outline the year and following year
periods that will be used to manage CPD. CPD Hour Target defines how many CPD
hours are required for that position in a year. The From Date and End Date fields
allow you to record historical data if required. If you assign an End Date, the record
will be no longer active. You then need to then enter a new record for that Job for the
system to update Job Holders with new CPD Hours Required. Please note that if you
are Archiving record, you need to do this at the end of the period ready for the new
Period.

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 Work Patterns Folder

Work Patterns Record

Work Patterns are extremely important to the function of Absence in the Subscribe-
HR. An Employee record requires a work pattern to be assigned to it as soon as an
employee record is created. The Work Pattern functionality is only configured to
manage a standard amount of hours per week e.g. Employee that work FTE = 1. E.g.
37.5 Hours week.

The Work Pattern needs to be set-up as a regular occurrence e.g. 1 Week, 2 Week,
4 Week. You can set-up 1 Week, 2 Week or 4 Week Work Patterns. All absence
entries are validated against work patterns to ensure that an absence is not going
into the system on a day that is a non working day or in a case where the absence
being entered is greater that the hours expected to be worked on that day.

Here are Two Examples of Work Patterns that can be configured in Subscribe-HR.

2 Week Pattern:

Week 1 – Monday 9:00am to 17:30pm, Tuesday 9:00am to 17:30pm Wednesday

9:00am to 17:30pm, Thursday 9:00am to 17:30pm, Friday 9:00am to 17:30pm.

Week 2: Tuesday 11am to 19:30, Wednesday 11am to 19:30, Thursday 11am to

19:30, Friday 11am to 19:30, Saturday 11am to 19:30

4 Week Pattern:

Week 1: – Monday 7:00am to 15:30pm, Tuesday 9:00am to 17:30pm, Wednesday

6:00am to 14:30pm, Thursday 9:00am to 17:30pm, Friday 9:00am to 17:30pm.

Week 2: Tuesday 11am to 19:30, Wednesday 12pm to 20:30, Thursday 11am to

19:30, Friday 11am to 19:30, Saturday 11am to 19:30
Week 3: – Monday 9:00am to 17:30pm, Tuesday 9:00am to 17:30pm Wednesday
9:00am to 17:30pm, Thursday 9:00am to 17:30pm, Friday 9:00am to 17:30pm.
Week 4: Tuesday 11am to 19:30, Wednesday 11am to 19:30, Thursday 11am to
19:30, Friday 11am to 19:30, Saturday 11am to 19:30

Please Note: We are able to customise Work Patterns to meet your requirements if
they are more complex.

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 One Week Work Pattern. Type Name and Select Type of Work Pattern, then enter
details. This is a Standard Work Pattern.

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 Two Week Work Pattern.

Four Week Work Pattern

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 Property Folder

Property Record

All Company Property can be listed in the Property Folder. Each piece of Company
Property is listed as a unique item with a unique number/code. Once the piece of
property is assigned to an employee, it will be listed as being taken (Available = No),
and will not be able to be assigned to another employee until it is returned.

There is a reminder generated in the system when and employee leaves, to notify the
HR Manager that the company property needs to be returned prior to the employees
last day at work. Property Type can also be assigned to Jobs so that when an
employee is linked to a job, the company property is assigned to that employee.

The Property Type assigned to a Job is only guide as to what property comes with
the Job. It is not the actual property itself. Usually, property is linked to a Job rather
than the Property being assigned straight to an employee.

To Create new Property, click on the Property Folder and then on Create. Once the
piece of Property has been successful created and saved, it will appear in the
Property List All.

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 Risks Folder

Risks Record

The Risks Folder Contains all Risk related information. Risks can be linked to
Employees Incidents. When a Risk is Created and Saved, it will appear in the Risks
List All.

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 Company Policies Folder

Company Policies Record

Company Policy Information can be stored in the Company Policy Folder. A

Company Policy record needs to be saved prior to attaching a document.

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 KPI Folder

KPI Record

The KPI Folder contains all your organisations Key Performance Indicators Types.
You are able to store KPI Types and Sub Types. If you only use Types, you are able
to turn Sub Types off in Maintenance. This will mean that you only rate Employees in
the Performance Sub Folder against KPI Type. After you create a KPI Type, it will be
saved in List All. To create a KPI Sub Type, select the KPI Type, then Click on the
KPI Sub Type Folder. Click Create to enter a New Sub Type for the KPI Type. Please
speak to us about your KPI rating requirements. We use a 1-5 Rating Scale as
Standard with overall Rating provided by Averaging all KPI rating to give total overall
score.

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Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010
 Jobs Folder

Jobs Record

The Jobs folder contains all positions that are available in your organisation. To
create a New Job, Click on Create after clicking on the Job Folder. You need to
Create Jobs prior to assigning Job to Employee. Once a Job has been created
successfully, it will be able to be accessed in List All. To access Job Record, select
the relevant Job from List All.

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 In Maintenance, you are able to define a default percentage split for cost centres. If
you only use 1 Cost Centre, simply type 100% next to Cost Centre 1. Where ever
there is a Money field in the system you will see that there is a corresponding amount
shown.

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 Job Benefits Sub Folder

Benefits can be assigned to Jobs. If a benefit has been assigned to a Job, when an
employee is assigned this Job, you will be able to say whether you would like to
provide this employee with the Job Benefit. The Employee cost field is auto
generated by reading from the Benefits Record and the Total Job Cost Field will be
auto generated by Multiplying the number of people in the Job that are using the
benefit.

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 Job Description Sub Folder

The Job Description Sub Folder allows users to attached Job Descriptions to the Job.
The From Date and Until Date Fields allows for archiving of Job Descriptions allowing
for the most up to date to be accessible.

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 Job Property Sub Folder

Property can be assigned to a Job so that when the Job is assigned to an employee,
the system will ask if you want to assign the actual piece of Property to the
employee. The Property name here is only used as a guide as to what property
comes with the Job, it is not the actual Property that is assigned under the Property
Folder.

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 Job Skills Sub Folder

Job Skill Sub Folder allows for Skills to be linked to a Job. These Skills form the basis
of a Skills profile in terms of Skills that are required to do that Job. Skills can be
defined as Mandatory to that Job. The Job details and Skills Profile can be turn into a
vacancy and form the basis or a Vacancy profile when searching for suitable
applicants. If the From Date and End Date in the Job Skills record are entered, the
skill is not longer current and can be archived.

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 Employee Folder

Employee Record

To access an Employee Record, click on the employee folder located on left of the
screen.

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 To Enter a New Employee into the system, click Create.

Enter Information into the system. There are 4 Tabs of information (General, Safety,
Leaver, Other) that can be entered. Once finished click Save. If information has been
successfully saved, you will be informed of this by a message displayed at the top of
the record.

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 This is an example of a success save.

This is an example of an Unsuccessful save. In this case the error was caused by not
entering mandatory field: Start date.

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 Once you have successfully entered employees into the system, to access employee
records click on the Employee Folder. You will be presented with a list of employees
to select from. To access a specific employee record, click on the required employee
record.

Once an employee is selected, you will be presented with a list of sub-folders which
contain specific information relating to that employee.

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 An Employee record consists of many different Sub Folders. These Sub Folders
include: Absence, Training Records, Medical, Property, Shares and Property. These
activities can be turned on and off and allocated to different users. See Security.

Employee Masterfile Tabs

In the main Employee template, core Employee information exists such as General,
Safety, Leaver and Other. Please note, when attaching a photo, you must click attach
prior to saving the employee record.

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 Employee Absence Sub Folder

All Absences for an employee should be entered into the Employee Absence Sub
Folder. To Enter an Absence for an Employee, select Employee record from List All,
then select absence from Employee Sub Folder. Click Create.

Start Date and Absence Reason are Mandatory fields in Employee Absence. The
system will automatically calculate Total Days absent based on start and end date of
the absence. It will also calculate Working Hours Lost. Please note that an employee
requires a Work Pattern to be assigned to their record before absence details can be
entered and calculated.

If employee does not hold enough leave balance to take paid leave, but they still
require to take this leave, simply tick check box at the top of the form (Unpaid Leave).
This also applies to someone who does have sufficient Leave Balance but wishes to
take unpaid leave. If Unpaid Leave is selected from Drop Down there is no need to
tick the unpaid leave checkbox.

If Absence type is Sick leave, Carer-based, you will be able to select Dependant from
drop-down field. Dependant must exist in the in Dependant Sub Folder for this to be
possible. Once Absence is saved successfully, the absence record will be saved into
List All (historical data).

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 Leave balances can run into negative. In Maintenance / Annual Leave Settings you
are able to select the amount of negative leave that is allowed. Once this amount is
reached, unpaid leave will need to be entered.

The only type of open-ended absence that can exist in Subscribe-HR is an Incident
based absence. All other absences must have start date and end date.

The system will automatically update leave balances (Annual and Sick Leave)for
employees. Please see Leave Balance Section.

• Subscribe-HR stops Accruals for Leave in Maternity and Paternity periods as

standard.
• Subscribe-HR stops Accruals for Leave in LSL periods.

If you Subscribe to the Self-Service module, Leave Requests will be able to be

Requested, Authorised, Declined and Cancelled. Leave will not be able to be
cancelled after the leave Start Date has passed.

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 Employee Training Sub Folder

The Training Sub Folder is where all Training records for an Employee are entered
and stored. Certificate / Licence or Qualification records can be created directly from
a Training instance. This can be done after the completion of the course. Course
Name will be carried over to the Certificate / Licence or Qualification Record and will
become the name of that new record.

If the course is not regularly used and the name does not exist in the drop-down field,
simply click on the not regularly used Course check box. This will enable a text field
where you can type the course name in.

CPD Hours required annually is a self generated field that is read from Maintenance /
Settings. A running tally for CPD hours achieved in a calendar year can be review on
the employees Dash Board or in the Training Record itself.

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 Employee Medical Sub Folder

In the Employee Medical Sub Folder, you are able to record Medical related
information that relates to an employee. There are two tabs in the employee medical
subfolder. General and Surgery. You are able to link Medical check/ doctors visit
records to Incidents using the link to incident check box at the bottom of the template.

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 Employee Property Sub Folder

Company Property can be assigned to an employee by way of the employee Job or

by simply creating new Property record for an Employee. Each piece of Property is
unique and can only be assigned to one person. Once the property is assigned to an
employee it is marked in the Company Property Folder as being used. When an
employee is turned into a leaver, the system will notify the user that they hold
property that needs to be returned before they leave.

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 Employee Certificate Licence Sub Folder

Certificate and Licence Records can be created either by entering the record directly
into the Sub Folder or by generating them from Training Sub Folder. Certificates and
Licences can also be brought through from the Recruitment module when applicant
is turned into and employee. If this is done, the check box (Previous Employment)
will be ticked and the (Óbtained Where) field will be populated. If only the Human
Resource module is used, these fields can be used to simply information manually.

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 Employee Annual Leave Sub Folder

The Annual Leave Sub Folder contains Annual Leave specific for an individual
employee e.g Leave Balance and Allocation. This information starts from the
Employees Start Date and is automatically generated each anniversary (from Start
Date). This means that each year, at the start of each anniversary year, a new record
is inserted into the employee annual leave Sub Folder. Rules that are found in
Maintenance can be configured to govern whether leave is accrued or not, if annual
leave can be carried forward, if it is accrued in Days or Hours etc. There is also a
setting that exists that can allow leave balances to go into negative amounts e.g. 5
Days or 32 hours. In an instance where an Employee requests leave and their leave
request is greater that negative 5, the leave request will automatically be denied.

Annual Leave Balances are updated when an Employees Annual Leave request is
authorised.

Please note that if a data upload is performed, it will be done based on balances for
an individual as of the date the upload data is captured at client end. Only when new
Employee records are entered into the system does an Annual Leave record
automatically get populated into the Annual Leave Sub Folder, based on what the
Annual Leave maintenance setting are.

Field Meanings are:

Total Annual Amount. The amount of Leave (Hours or days) that a Person is
entitled to once accrued. This can also be configured so that an employee is
allocated an amount that they can access straight away, or after a waiting period
(e.g. Probation).

Accrual Rate: The rate at which leave is accrued. E.g. 1.8 Days per month or 12
Hours per month.

Accrual Rate Units: This is the unit that the accrual will accrue in e.g. Days or Hours.

Leave Accrual Interval. The Leave Accrual Interval Field allows for leave to be
accrued in interval amounts. E.g. 1.8 Days every 4 weeks, instead or monthly. Or 6
hours each 2 weeks.

Leave Exclusion Period: This field, which can be configured in Maintenance,

defines the period in which leave cannot be taken. E.g. Leave Exclusion Period 1
Month. This means Employees are not able to take annual Leave in the first month of
employment.

Leave Not Accrued: If this is Yes, employees are allocated a one of amount of leave
each year. E.g. 20 days.

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 No Accrual in Probation: This field defines whether or not Leave is accrued in a
period when the employee first starts. E.g. If this field was populated with 1 Month,
leave would not accrue for the first month.

Leave Days Carried Forward: If Annual Leave can be carried forward, at the end of
each anniversary from employee Start Date, any untaken leave will be carried over.
This setting can be adjusted in Maintenance to not carry forward.

Leave Taken: Defines the amount of Annual Leave that has been taken in a period
(from employee start date to anniversary).

Leave Remaining: The amount of Annual Leave Remaining that can be taken E.g.
Current Leave Entitlement for Period plus any leave carried forward.

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 Employee Jobs Sub Folder

All Employee Job records are recorded in the Employee Jobs Sub Folder. Multiple
Cost Centres can be linked to a Job. These Cost Centres and the Percentage Splits
Default from the Job Folder. This percentage split is used to show what the split is for
Salary, Bonus, Training Costs and Benefits. Only one Job for an employee can exist
in a given period. This is validated by the system.

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 Employee Incidents Sub Folder

There are 5 Tabs contained in the Incidents Sub Folder. These Tabs allow you to
manage General, Authority, Rehabilitation and Insurance Information. Related
Hazards can be linked to Incidents. The Hazards need to be entered into the Risks
Folder. If an Absence occurs as a result of the injury, an absence can be entered into
the absence record by clicking on the Absent Check Box and entering a from date.
The until date does not need to be input until the person has returned to work. Once
they return to work, enter the until date in the Incident Sub Folder and it will
automatically update the Absence Sub Folder. Please note, the Authority Rehab,
Insurance Tabs will appear when first record is entered and saved.

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 Employee Skills Sub Folder

Employee Skills Sub Folder Contains information relating to all Skills Assessments
for an employee. The Rating for the Skill Assessment is based on the Employee
having the Skill or not e.g. Complaint – Yes/No.

If a Skill has been assessed during the recruitment process, this skill can be brought
through into the Core Human Resource Module. If this is the case, the Check Box
(From Recruitment Process) will be ticked and the Assessment Reason will be
Applicant Assessment.

Skills themselves can be entered and set-up in Tools (next to maintenance at the top
of the screen). Here, Skills can be linked to Jobs so that only people with specific
Jobs will be able to be assessed against Skills that relate to that Job. The Job that
the Skill Assessment relates to is recorded against each Skills Assessment for the
Employee.

You can select to Assess against Job Related Skills or All Skills. You would assess
against all Skills if you were assessing Employee for Succession Purposes. The
Assessment Reason would be (Future Job Assessment). If you select the All Skills
check box, you need to select the Job which the Skills Assessment relates to e.g.
Succession, Career Progression. Please not that Skills Profiles need to be set-up for
Jobs for Employee Skills Assessments to be possible.

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 Employee Next of Kin Sub Folder

The Employee Next of Kin Sub Folder contains all information relating to Employees
Next of Kin. All fields contained in this form are standard. There are no relationships
that exist between this form and any other part of the system.

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 Employee Shares Sub Folder

The Employee Shares Sub Folder contains all information relating to Employee
Share offerings. You can record Date of Issue, Option Number and Option Price.
When employee decides to exercise the Shares, you can record Exercise Date and
Exercise Price which will allow Exercise value to be automatically calculated.

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 Employee Disclosure Sub Folder

The Employee Disclosure Sub Folder contains all information relating to Disclosure
of Employee information to Third Party Authorities. When HR or Payroll is contacted
by Third party, this contact needs to be recorded against that employee in this
section of the system.

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 Employee Discipline Sub Folder

The Employee Discipline Sub Folder contains all information relating to Employee
Discipline. This Sub Folder has not special relationship with any other part of the
system.

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 Employee Dependants Sub Folder

The Employee Dependants Sub Folder contains all information relating to employee
Dependants. When you enter an Absence (Sick – Carers) into the employees record,
you are able to select a Dependant that relates to that specific Carers Sick Leave
instance.

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 Employee Bank Details Sub Folder

The Employee Bank Details Sub Folder contains all information relating to Employee
Bank Accounts. For all Accounts that are in use, Employees can allocate
percentages of salary payments into multiple accounts. The Split amount field is a
manually updated field.

Employee Work Pattern Sub Folder

The Employee Work Pattern Sub Folder contains all information relating to employee
Work Patterns. A Work Pattern must be assigned to an employee in order for
Absences and Leave Balances to function and calculate. When a new Work Pattern
is created, the start date defaults to the employee Start Date.

If an employee does not have a Work Pattern Assigned, the Absence, Sick Leave
and Annual Leave Employee Sub Folder will not function properly. Work Patterns can
be set-up in the Work Pattern Folder. See Work Patterns for more information. Once
an Employee has a Work Pattern Assigned, the Employee Calendar Sub folder will
be populated with day entries based on the Work Pattern Itself.

New Employee Work Patterns can be assigned to an employee simply by creating

new. Once a new Work Pattern has been created, the old work pattern is stoped. The
current work pattern always runs from the work pattern start date + 1 day which
means the current work pattern is always 2 years in advance. Old work patterns
remain stored against an employee as there will be historical data that requires this.

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 A Work Pattern can be assigned to an employee whos record ‘has been created and
has not started e.g. Start Date in the Future. Absence records will not be able to be
entered into the system if an employee does not have a work pattern.

* Please not that to create a new Work Pattern, you simply click create, select the
new work pattern and a start date, then click save. This will make previous work
pattern redundant. Once a work pattern has been entered and the current date is
past the Work Pattern Start Date, the work pattern cannot be deleted. Once Work
Patterns are Saved all Fields are non-editable.

Employee Grievance Sub Folder

The Employee Grievance Sub Folder contains all information relating to employee
Grievances. This form has not specific relationship with any other part of the system.

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 Employee Salary Sub Folder

The Employee Salary Sub Folder contains all information relating to employee
Salary. There are Self Generated fields in this form which automatically tell you:
What the Salary Increase Amount is (if not first Job), What the Percentage Increase
is, and what the Cost Centre Split Amounts are, if you are using Cost Centre Split
Defaults. FTE is an auto calculated filed also. This is based on what Standard Hours
for the Job are and what the Actual Hours are.

There is also a tab in the Salary Sub Folder for Bonus recording. There are auto
generated Cost Centre Split Amount fields here also.

• If you require Total Employee Cost Functionality, please let us know.

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 Employee Contract Sub Folder

The Employee Contract Sub Folder contains all information relating to Employee
Contracts. If an Employee is a Contractor, details about this contract can be stored
here. This form does not have any specific relationship with any other part of the
system.

Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010

 Employee Qualifications Sub Folder

The Employee Qualifications Sub Folder contains all information relating to employee
Qualifications. If the Qualification has been brought through from Recruitment
Process, the check box From Recruitment Process will be ticked. If the Qualification
has been generated from Training, the cost of the qualification will be generated
from the Training Record. The Cost Centre Split will also be generated automatically
based on the cost and the Cost Centre Split default.

Qualifications Sub
Folder

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 Employee Work History Sub Folder

The Employee Work History Sub Folder contains all information relating to employee
Work History. You are able to pass Work History (Work Experience) from the
Recruitment Module. If these details have been passed, the From Recruitment
Process check box at the bottom of the work will be ticked. If someone from this
Employer acted as Reference, this will also be shown at the top of the form with the
acted as Reference Check Box being ticked.

Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010

 Employee Address Sub Folder

The Employee Address Sub Folder contains all information relating to employee
Address. If correspondence is being sent via post, the address details will be used. In
the Employee Sub Folder, you are able to define where to send postal
correspondence e.g. home or work.

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 Employee Benefits Sub Folder

The Employee Benefits Sub Folder contains all information relating to Employee
Benefits. Cost Centre Amount Splits are based on Company Funded Amount. If the
benefit has both a Start and To Date, the Benefit is no longer current and the Check
Box at the top of the screen will be ticked. Benefits can be linked to a Job, so that
when an employee is given that Job, the Benefits automatically update to the
Employee Benefits Sub Folder.

When an employee is turned into a leaver, the system will notify the user that the
employee benefits need to be closed off.

* Please note, if you require Total Employee Cost functionality please let us know.

Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010

 Employee Superannuation Sub Folder

The Employee Superannuation Sub Folder contains all information relating to

Employee Superannuation. You are able to define what employer and employee
contribution percentages are.

If a Superannuation record has a Start and End Date, the record is no longer current.

* Please note, if you require Total Employee Cost functionality please let us know.

Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010

 Employee Education Sub Folder

The Employee Education Sub Folder contains all information relating to Employee
Education. If the Education record is from the Recruitment Process, the check box
From Recruitment Process will be ticked. Graduation Date, Check By and Checked
Date will also be auto populated. All Education Institutions in have been pre-loaded in
the system (Institution Drop-Down).

Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010

 Employee Performance Sub Folder

The Employee Performance Sub Folder contains all information relating to employee
Performance. Performance includes a number of tabs containing General, KPI and
Development information. KPI should be entered into the KPI folder. In Maintenance,
you can define whether you Rate the KPI Type or the KPI Sub-Type. If you rate the
KPI Type, then the Sub-Type will be de-activated. The KPI Rating can also be
chosen from Maintenance. This rating is available as either Yes/No or a 1 – 5 Scale.
We will be developing Performance plug in forms so that you are able to subscribe to
a specific type of performance management style.

The development tab includes information relating to training and development needs
for an individual.

You are able to link Skills and Training to the Performance Sub Folder. To do this,
first create the Performance Review. You can then go to Skills are create a Skill
Assessment. If you wish to link the Skill to Performance you need to define the Skill
as being not Compliant (Meaning it needs to be focused on from a Development
Perspective). You can then also choose, or create a Training Course to place the
person to Develop this Skill. Choose Intervention then Training. A course needs to be
set-up prior to it being able to be linked to the Skill. Once this is done, you will see
that there is a Summary being created in Performance.

* Please not, if you require customisation to this part of your system, please let us
know. We can rapidly develop performance appraisal forms/systems for you. All
Organisation conduct Performance Management in different, unique ways dependant
on the business’s requirements. This is why we have developed a tool that can be
used to Rapidly develop Performance Appraisal Functionality.

Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010

 Employee Calendar Sub Folder

The Employee Calendar Sub Folder is populated by the Work Pattern that is current
to the Employee. Each of the entries in the calendar are individual days that exist in
the work pattern. If you click on the individual entries you will see the Date, Day of
the Week, Expected Work Hours, Hours Actually Worked, and if the person was
absent or not.

Each time a new work pattern is assigned to an employee, the calendar will be
updated with details of the new work patter.

* Please note, if you require dynamic work pattern tool for rolling and frequently
changing work patterns, please let us know.

Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010

 Employee Sick Leave Sub Folder

The Sick Leave Sub Folder contains Employees Sick Leave balances, entitlements
and settings. Sick Leave can be set-up to accrue or in most cases not to accrue. You
can also set Sick Leave up to carry forward any unused Leave or not to. The system
default is to not accrue Sick Leave.

Field Meanings are:

Total Annual Amount. Sick Leave Amount allocated when employee starts. Sick
Leave can also be configured to accrue. This can be done in Maintenance.

Accrual Rate: The rate at which Sick leave is accrued. E.g. 1.8 Days per month or
12 Hours per month. This only applies if your Organisation Accrues Sick Leave.

Accrual Rate Units: This is the unit that the accrual will accrue in e.g. Days or
Hours. This only applies if your Organisation Accrues Sick Leave.

Leave Accrual Interval. The Leave Accrual Interval Field allows for leave to be
accrued in interval amounts. E.g. 1.8 Days every 4 weeks, instead or monthly. Or 6
hours each 2 weeks. This only applies if your organisation Accrues Sick Leave.

Leave Exclusion Period: This field, which can be configured in Maintenance,

defines the period in which sick leave will not be paid. E.g. Leave Exclusion Period 1
Month. This would mean that if an employee has Sickness in this exclusion, it would
be unpaid leave.

Leave Not Accrued: In Most Cases, Sick Leave will not be accrued. This is a default
setting for Sick Leave.

No Accrual in Probation: This field defines whether or not Sick Leave is accrued in
a period when the employee first starts. E.g. If this field was populated with 1 Month,
leave would not accrue for the first month. This only applies if your organisation
Accrues Sick Leave.

Leave Days Carried Forward: If Sick Leave can be carried forward, at the end of
each anniversary from employee Start Date, any untaken leave will be carried over.
This setting can be adjusted in Maintenance to not carry forward.

Leave Taken: Defines the amount of Sick Leave that has been taken in a period
(from employee start date to anniversary).

Leave Remaining: The amount of Sick Leave Remaining that can be taken E.g.
Current Leave Entitlement for Period plus any Sick Leave carried forward.

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 If you subscribe to the Self-Service module, managers will be able to submit Sick
Leave occurrences. When the employee calls in Sick, the Manager can go into their
record and submit Sick Leave for them with Start Date. When the Employee arrives
back at work they can enter the end date for the Sick Leave.

The End

Copyright Subscribe-HR 2008 PH: + 61 2 9281 5010