Human Resources Module
FacilityMAX User Guide
Human Resources Module
MAXIMUS, Inc. Asset Solutions Division
1777 N. E. Loop 410, Suite 1250
San Antonio, Texas 78217
(800) 268-0325
© 2008 MAXIMUS, Inc. All Rights Reserved
Table of Contents
Human Resources Module
Data Setup
Institution Setup Screen
Department Setup Screen
Job Family Setup Screen
Job Class Setup Screen
Position Control Number Setup Screen
Payroll Status Setup Screen
Pay Basis Setup Screen
Citizenship Setup Screen
Education Level Setup Screen
Emergency Relationship Setup Screen
Ethnicity Setup Screen
Exit Reason Setup Screen
Hire Code Setup Screen
School Setup Screen
Major Setup Screen
Salary Grade Setup Screen
Impairment Setup Screen
Overtime Rotation Definition Setup Screen
Training Course Management
Training Course Setup Screen
Training Course Schedule Setup Screen
Training Course Attendance Setup Screen
Time Management Module Data Setup
Shift Code Setup Screen
Employee Profile Screen
Employee Profile View Windows
Contact Information View Window
Confidential Data View Window
Payroll Data View Window
Labor Rates View Window
Regular Schedule View Window
Exception Schedule View Window
Impairment View Window
Emergency Contact Information View Window
Training View Window
Education View Window
Evaluation History View Window
Time Card Defaults View Window
Location View Window
Shop Screen
Shop Screen View Windows
Shop Definition Account Setup View Window
Labor Rates Labor Rates View Window
Time Card Approvers View Window
External Charges Approvers View Window
Equipment Rental Approvers View Window
Shop Stock Approvers View Window
Inactive Shop People Window
Organization Screen
Requestor Detail Screen
Organization View Windows
Account Setup View Window
Utility Account Setup View Window
Overtime Rotation Screen
Human Resources Module
The Human Resources module manages employee data and its use within FacilityMAX. Employees (or any other person being tracked in the system) are defined in the Employee Profile, where a number of HR statistics can be maintained for the person, plus default cost accounts, labor rates and the assignment of various approval privileges. When this setup has been completed, the employee can be associated to shops for the posting of time to work orders and to organizations for the posting of costs to a cost center and for defaulting information to work orders to save data entry time. The information entered here will be used throughout the system, becoming available in drop-down and list fields for easy selection.
Data Setup
FacilityMAX includes a number of setup screens in this module to assist in populating validated and pre-defined information as data entry into the main screens occurs. All setup should be completed before any employees are entered.
Institution Setup Screen
The first hierarchical element to be defined is the various institutions within the organization. Employees will be associated to one or more of these later in this User Guide.
Path: Setup / Institution
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionInstitution / Enter the name of the institution being defined. The institutions are typically schools, colleges, departments and the like within the Region of the Location Hierarchy.
Description / Enter a description of the institution.
Active / To make the institution active in the system, select Yes. To remove it from the list of available institutions, select No.
Department Setup Screen
When the Institutions have been defined, set up departments within them next. These are typically the cost centers within the organization.
Path: Setup / Department
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionDepartment / Enter a department name.
Description / Enter a description of the department.
Active / To make the department active in the system, select Yes. To remove it from the list of available departments, select No.
Institution / Click the database icon beside the field name and select one from the list.
Hatch Color
Hatch Pattern / If the Space Management module is licensed, color coding can be set up that will appear on a CAD drawing based on a query that includes the Department. Click on the icons next to the field and select a color and pattern.
Job Family Setup Screen
Employees will be assigned to a job family for reporting purposes within the group, and for associating the job family with one or more job classes, which will form the basis for labor rates used on work orders when the employee performs work on a phase.
Path: Setup / Job Family
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionJob Family / Enter a two-character job family identifier. These can be defined based on an industry standard or they may be based on the institution's internal ID system.
Description / Enter a description of the Job Family.
Active / To make the Job Family active in the system, select Yes. To remove it from the list of available Job Families, select No.
Job Class Setup Screen
Employees will be assigned to a job class for reporting purposes and for associating the class to a job family set up in the previous screen. It is optional, but when this optional field is used, it is validated from the list defined here.
Path: Setup / Job Class
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionJob Class / Enter a Job Class. Any number of Job Classes can be set up for a Job Family previously defined. Classes can be user-specified or taken from an industry standard.
Description / Enter a description of the Job Class.
Job Family / Click the database icon and select a Job Family from the available list.
Active / To make the Job Class active in the system, select Yes. To remove it from the list of available Job Classes, select No.
Position Control Number Setup Screen
A position control number (PCN) may more specifically define work to be performed within the organization. It is optional, but when this optional field is used, it is validated from the list defined here. It is typically derived from an industry standard, or can be part of the organization's system for identifying available positions. It brings together information set up earlier in this User Guide, including the association of an Institution, Department and Organization with a Job Class. The employee's PCN history is maintained over time in the Organization and Position View window of the employee's record.
Path: Setup / Position Control Number
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionPCN / Enter a position control number. This will be validated as unique and can be user-specified or taken from an industry standard.
Active / To make the PCN active in the system, select Yes. To remove it from the list of available numbers, select No.
Advertised / If the position is currently advertised to possible candidates, click Yes.
Organization block
Institution
Department
Organization / To associate the PCN with an organizational hierarchy, click the database icon next to the Institution field. Use the wizard to select the other fields to populate.
Note: The Organizations have not yet been set up, since the Organization screen is located in the main Human Resources menu. To set up Organizations prior to completing this block, see the Organization screen located in this guide.
Job Class / To associate a Job Class to the PCN, click the database icon next to the Job Class field and select one from the available list.
Payroll Status Setup Screen
The Payroll Status field is available in the Payroll Data View window on the Employee Profile record. It is optional, but when this optional field is used, it is validated from the list defined here.
Path: Setup / Payroll Status
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionPayroll Status / Enter a payroll status. This can be user-specified or taken from an industry standard.
Description / Enter a description of the payroll status.
Status Flag / FacilityMAX hard coded status flag of Active = Y and Inactive = N. If Y, the system validates that the employee is active and timecards for this person will be processed. If No, no validation takes place, so the employee may be active or inactive.
Active / To make the payroll status active in the system, select Yes. To remove it from the list of available statuses, select No.
Pay Basis Setup Screen
The Pay Basis field identifies frequency of pay and is available in the Payroll Data View window on the Employee record. When this optional field is used, it is validated from the list defined here.
Path: Setup / Pay Basis
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionPay Basis / Enter a frequency of pay, usually a series beginning weekly to yearly, for instance.
Description / Enter a description of the pay basis.
Factor / Enter a calculation factor that when multiplied by the salary paid per pay period yields a year's pay.
Active / To make the pay basis active in the system, select Yes. To remove it from the list of available pay bases, select No.
Citizenship Setup Screen
The Citizenship field identifies nationality for reporting and immigration purposes. This field is available in the Confidential Data View window on the Employee record. When this optional field is used, it is validated from the list defined here.
Path: Setup / Citizenship
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionCitizenship / Enter a nationality or enter an immigration status, or a combination of these; i.e. MEXICO WORK VISA, depending on the information required to be maintained. 10 character alpha-numeric field.
Description / Enter a description of the Citizenship designation.
Active / To make the Citizenship designation active in the system, select Yes. To remove it from the list of available designations, select No.
Education Level Setup Screen
The Education Level field screen identifies a variety of education degrees that may be earned by the employee. This field is available in the Education View window on the Employee record. When this optional field is used, it is validated from the list defined here.
Path: Setup / Education Level
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionEducation Level / Enter a level of education in this 10 character alpha-numeric field. A range of levels should be set up to fully describe the spectrum of education attainment.
Description / Enter a description of the Education Level designation.
Active / To make the Education Level designation active in the system, select Yes. To remove it from the list of available designations, select No.
Emergency Relationship Setup Screen
The Emergency Relationship field identifies relationships with other people for use in setting up contact information for emergency situations. This field is available in the Emergency Contact Information View window on the Employee record. When this optional field is used, it is validated from the list defined here.
Path: Setup / Emergency Relationship
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionEmergency Relationship / Enter any number of relationship types, such as spouse/wife, grandparent, child, and the like.
Description / Enter a description of the relationship designation.
Active / To make the designation active in the system, select Yes. To remove it from the list of available designations, select No.
Ethnicity Setup Screen
The Ethnicity field identifies historically underutilized and protected races for reporting purposes. This field is available for selection in the Confidential Data View window on the Employee record. When this optional field is used, it is validated from the list defined here.
Path: Setup / Ethnicity
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionEthnicity / Enter an ethnic origin that the institution tracks depending on the information required to be maintained. 10 character alpha-numeric field.
Description / Enter a description of the ethnic designation.
Active / To make the Ethnicity designation active in the system, select Yes. To remove it from the list of available designations, select No.
Exit Reason Setup Screen
The Exit Reason field identifies the reason for an employee leaving the organization. This field is available for selection in the Confidential Data View window on the Employee record. When this optional field is used, it is validated from the list defined here.
Path: Setup / Exit Reason
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionExit Reason / Enter any number of reasons an employee leaves the job. Typical entries are retired, transfer, and the like.
Description / Enter a description of the Exit Reason.
Active / To make the Exit Reason active in the system, select Yes. To remove it from the list of available reasons, select No.
Hire Code Setup Screen
The Hire Code field identifies the employee's hired status, typically full or part time, and the like, to capture information for reporting purposes. This field is available in the Payroll Data View window on the Employee record. When this optional field is used, it is validated from the list defined here.
Path: Setup / Hire Code
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionHire Code / Enter any number of hiring designators based on an industry standard or the organization's list used for reporting.
Description / Enter a description of the Hire Code.
Active / To make the code active in the system, select Yes. To remove it from the list of available codes, select No.
School Setup Screen
The School field provides a list of educational institutions from which employees graduate, if this information is collected for reporting purposes. This field is available in the Education Data View window on the Employee record. When this optional field is used, it is validated from the list defined here.
Path: Setup / School
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionSchool / Enter any number of schools to use in setting up an employee's education record, if this information is collected for reporting purposes.
Description / Enter a description of the school.
Active / To make the school active in the system, select Yes. To remove it from the list of available schools, select No.
Major Setup Screen
The Major field provides a list of educational majors programs from which employees graduate, if this information is collected for reporting purposes. This field is available in the Education Data View window on the Employee record. When this optional field is used, it is validated from the list defined here.
Path: Setup / Major
1. Click the Edit (or New) icon to begin data entry.
2.Complete the field entry as described in the following table.
3.Save the data entry.
Field / DescriptionMajor / Enter any number of majors to use in setting up an employee's education record, if this information is collected for reporting purposes.
Description / Enter a description of the major.
Active / To make the major active in the system, select Yes. To remove it from the list of available majors, select No.
Salary Grade Setup Screen
The Salary Grade field provides a salary range for each grade based on historical recordkeeping and analysis of this information. It also helps human resources personnel to fairly administer any given pay philosophy. Salary Grades can mirror the PCN structure set up earlier, or any number of industry standards. This field is available for selection in the Payroll Data View window on the Employee record. When this optional field is used, it is validated from the list defined here.