COINS User Guide: Human Resources Training … User Guide: Human Resources Training Manual ......

©2009 Construction Industry Solutions

COINS User Guide:

Human Resources Training Manual

Construction Industry Solutions

6 Airport Park Blvd.

Latham, NY 12110

COINS User Guide:


©Construction Industry Solutions, June 2009

©2009 Construction Industry Solutions

The contents of this documentation and all other documentation provided are the property of Construction Industry

Solutions (COINS) and are strictly confidential.

All rights reserved; no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any

form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written

permission of COINS.

Much care has been taken in the preparation of the documentation and COINS believes that the information given is

accurate and reliable. However, no responsibility, financial or otherwise, can be assumed for any errors or

consequences arising from the use of the material.

Companies, names and data used in examples are fictitious unless otherwise noted.

The information contained in this document is subject to change.

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CONTENTS

1 Introduction .................................................................................................................... 1

1.1 Using HR with Payroll ................................................................................................................ 1

1.2 Business Benefits of COINS HR .................................................................................................. 2

2 Getting Around in HR ...................................................................................................... 4

2.1 Log In Screen ............................................................................................................................. 4

2.2 COINS Home Page ..................................................................................................................... 5

2.3 Personnel Workbench ............................................................................................................... 6

2.4 Using the Advanced Filter ......................................................................................................... 7

2.5 Using the Record Filter .............................................................................................................. 7

2.5.1 Selecting Records ......................................................................................................... 7

2.5.2 Wildcard Searches ........................................................................................................ 8

2.6 Choose Action ............................................................................................................................ 9

2.7 What Do the Buttons Do? ......................................................................................................... 9

2.8 Bulk Record Maintenance ....................................................................................................... 10

2.9 Keyboard Shortcuts ................................................................................................................. 11

2.10 How to Use the Help ............................................................................................................... 11

3 Working with Employee Records ................................................................................... 13

3.1 Accessing Employee Records .................................................................................................. 13

3.2 Personnel Summary ................................................................................................................ 14

3.3 Maintaining a Record .............................................................................................................. 14

3.4 Profile Tab ............................................................................................................................... 15

3.5 Address Tab ............................................................................................................................. 16

3.6 Employment Tab ..................................................................................................................... 17

3.7 Organization Tab ..................................................................................................................... 18

3.8 Other Tab ................................................................................................................................. 19

3.9 Notes Tab ................................................................................................................................ 20

3.10 Captions Tab ............................................................................................................................ 21

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COINS User Guide:


©Construction Industry Solutions, June 2009 Page 1

1 Introduction COINS OA Human Resources (HR) is a personnel management system that gives you a single point of

access to information about your personnel, training courses, and the HR related companies you use. It

also helps you to manage your HR tasks and activities. HR is designed to hold relevant personal data

while minimizing the effort involved in administrative tasks.

1.1 Using HR with Payroll

HR can be used on its own or linked to COINS Payroll. Links to Payroll allow employees to be set up in HR

and automatically created in Payroll. Some Payroll information entered can then be passed back and

viewed in HR.

If you are using both COINS HR and Payroll, you need to decide how to create new employee records.

You have 3 choices:

1. Only Payroll users can create new employee records.

2. Only HR users can create new employee records.

3. Both Payroll and HR can create new employee records.

Once a person has been created in HR, their company and pay type cannot be changed. This is to make

sure that the payroll record (which is unique on company/pay type/employee number) is linked to

correctly.

HR records can only create “Potential Employees” in Payroll. To turn these into employee records, the

user needs to access “Maintain Employees” from within Payroll. The user will be prompted to press F9 if

any potential records exist. If the user selects one from the list, the employee record will be created and

the user can then copy from an existing record for fields like “Pay Item Sequence”.

You also have the option to switch on a dynamic link between HR and Payroll. This means when the

following fields are amended in either module, the other module is automatically updated. The fields

included are:

Last Name

First Name

Middle Name

Social Security Number

Gender

DOB

Start Date

Address

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Zip Code

Termination Date

Termination Reason

1.2 Business Benefits of COINS HR

COINS OA Human Resources (HR) delivers a wide variety of benefits to your business:

Key Roles Supported

HR Administrator / Manager

HR Director

Departmental Heads / Managers

Payroll

Employees

Training and Competency Manager

Health and Safety Managers

Key Business Processes Supported

Employee register and key data

Appraisals and grievances

Holidays and absences

Benefits statements

Training and competency

Payroll linking

Medical and Health & Safety recording

Terminated employee details

Additional Processes Supported

Document linking

Contacts and beneficiaries

Qualifications and memberships

Issued items register

Bulk updating (including via Excel)

Bulk salary updating (including % increases)

Comprehensive reporting

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Added Value offered

Automated prompts via reporting for due actions

Payroll linking, ensuring consistent employee records

Training and competency register

Benefits value statements and tracking of benefits due / available

Comprehensive and consistent management of employee data

Enforcement of company procedures through consistent approach

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2 Getting Around in HR

2.1 Log In Screen

To log into COINS OA HR, use your web browser to go to the COINS Human Resources Log in screen.

Enter your User ID and Password and either press RETURN/ENTER on your keyboard or click [Next].

Figure 1: Log in Screen

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2.2 COINS Home Page

When you first log into COINS OA, you are taken to the COINS Home page. From here, first choose a

COINS Company from the top drop down menu. (You can select a different company at any time using

this menu.)

Figure 2: COINS Home Page

Next, select the COINS module that you want to work with from the drop down menu directly below. A

tree appears displaying the different components of that module. To expand the tree, click on the plus

signs.

Next, select the function you want to work with from the tree menu. Related information will be

displayed in the main area of the screen.

There are several buttons at the bottom right hand corner of COINS screen, including: [E-Mail this

Page] and [Show/Hide Help]. The Help contents always relates to what you have displayed in the

main part of the screen, so in other words, it “follows” you as you work through the different screens.

The E-Mail and Help sections can be resized by placing your cursor on the border between the E-Mail or

Help and the main area, and dragging your mouse left or right.

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2.3 Personnel Workbench

The Personnel Workbench lists employees in the Human Resources database. It displays information

related to them such as name, job title, company, department, start date, etc. This Workbench also

gives you access to the Personnel Summary for each employee, where additional information can be

viewed or updated.

Figure 3: Personnel Workbench

At the bottom of the screen, you will see a Filter drop down menu. Whether or not this filter is available

depends on the function you are in. The options available in the drop down menu also depend on the

function. For example, in the Personnel Workbench, you have filter options Current, Left, and All which

enable you to view current employees only, terminated employees only, or a combination of the two.

Next to the Filter drop down menu, there is a Search field. To make a search, select the column you

want to search on from this drop down. Type the value into the Search field and then click [Apply

Filter] or press the [Enter] key. COINS displays only the records that match the value you typed.

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2.4 Using the Advanced Filter

An Advanced Filter is available for certain functions. The Advanced Filter lets you filter on columns that

may not be available in the Simple Filter. It may also let you filter on columns that are not displayed.

To use the Advanced Filter (if it is available), click [Advanced Filter]. To close it, click [Simple Filter].

Figure 4: Typical Advanced Filter

The From and To fields allow you to filter on a range. For example, you might want to filter on ID

Numbers. In the From field, type in the first, beginning value or use the Lookup to display available

values. In the To field, type the ending value or use the Lookup to display available values. Click [Apply

Filter].

The Matches field lets you filter on a specific item or items. To do this, type the value in the field or use

the Lookup to select multiple values and click [Apply Filter].

2.5 Using the Record Filter

The Record Filter can be found in the top left hand side of the worksheet in the main area. The purpose

of the Record Filter is to allow you to filter on specific or a range of records. To do this, you need to

select the records you want, and then click [Record Filter].

2.5.1 Selecting Records

To select a record, in the Record Filter column, simply click the record you want. A selected record will

have an arrow next to it.

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To select multiple records, hold down the [CTRL] key and click on the records you want.

To select a range of records, click on the first record, hold down the [Shift] key, and click the last

record.

To deselect a record, hold down the [CTRL] key and click on the arrow.

Figure 5: Record Filter

You can move a record to the top of the screen by double clicking in the Record Filter column.

2.5.2 Wildcard Searches

Wildcard characters can be used in both the Simple and Advanced Filter. They include:

* [Asterisk] for multiple characters. For example: 100* will return all contract numbers beginning with 100. . [Period] for single characters. For example: .00* will return all contract numbers with 0 in the second and third digits. ! [Exclamation mark] to exclude. For example: !100* will return all contract numbers except those beginning with 100.

To combine exclude with other wildcard searches, the exclude must be stated first. For example, to

exclude all contract numbers except those beginning with 100 and include all contract numbers

beginning with 200: !100*,200*.

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2.6 Choose Action

The Choose Action drop down menu allows you to choose the next action by selecting a value from the

drop down menu. On the Personnel Workbench, the available options include Link to benefit, holiday,

item, medical test, incident, training course and to adjust salaries.

You can bulk link employees by first selecting the range of records you want and then clicking the action.

Figure 6: Choose Action

2.7 What Do the Buttons Do?

The availability of buttons depends on your user permissions. The following is a list of buttons that you

might have access to, along with a short description of what each one does.

Update information on a record (select the record first).

View detailed information on a record or records (select them first).

Takes you to the first screen.

Takes you to the previous screen.

Takes you to the next screen.

Takes you to the last screen.

Allows you to export entire contents to Excel.

Delete a record or records (select them first).

Undo/cancel the last action.

Apply the filter on a search.

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For more specific searches or to search for a range of values.

Saves your recent changes.

Lets you look up existing values in the database. Used for filling in fields.

Add a new record.

Copy a record (select the record you want to copy first).

Gives you a personnel count and salary total for records you select (select the records first).

Allows you to multi update for the records you select on the following fields: Director, Manager,

Supervisor, Job Title, Grade, Group, Subgroup, Holiday Entitlement, and any Analysis Sets you

have set up.

2.8 Bulk Record Maintenance

Bulk Record Maintenance is for updating multiple records at a time. To do this:

1. Select the records you want.

2. Check the Bulk check box and click [Open]. Two screens appear. One is a spreadsheet containing

all the records you selected, and the other is a large editor field.

3. Make your changes in the spreadsheet, then copy and paste the contents into the large editor field.

CTRL+A will highlight the entire spreadsheet, CTRL+C will copy all of the changes, and CTRL+V will

paste back into COINS HR.

4. Click [Save]. All the fields of all the records will be updated in one transaction.

NOTE:

Do not make any changes to the last two columns; if you do, the update will not work.

Bulk Record Maintenance also allows you to add, copy, and insert in bulk. For copy, the records in the

spreadsheet are copies which you can then make changes to and paste into the editor. For add and

insert, you get a blank spreadsheet with column headings.

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2.9 Keyboard Shortcuts

Several keyboard shortcuts are available in HR. These include:

[CTRL]+[Shift]+A Apply Filter [CTRL]+[Shift]+F Apply Record Filter [CTRL]+[Shift]+T Toggle Simple/Advanced Filter [CTRL]+[Shift]+L Lookup [CTRL]+[Shift]+N Add/New [CTRL]+[Shift]+O Open [CTRL]+[Shift]+S Save [CTRL]+[Shift]+U Undo

2.10 How to Use the Help

To open the Help, click the [Help] button at the right bottom of the screen. The Help contents you

see are related to the function you are in. For example, the fields displayed in the main area will be

described in the Help. If you navigate to another screen, the Help display changes to relate to the new

screen.

A typical layout of the Help includes the title of the function you are in, followed by two links: Show All

and Hide All. Clicking on [Show All] displays all additional information related to the function. Clicking on

[Hide All] hides the additional information. These links are usually followed by a description of what the

function does and what it can offer. Any extra information related to the function will follow in the form

of a link.

The next section of the Help describes Selectors (if there are any) and Fields in the function. Selectors

are usually drop down menus that require you to choose an option to tell COINS what sort of

information you want to see. If there is extra information related to a selector or field, you will see a link

entitled More... Click this to view the information, and click it again to hide it. You may also get extra

information on associated parameters for a field; click the Associated Parameters link to view these. To

hide the information on associated parameters, click the link again.

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Figure 7: Help

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3 Working with Employee Records

3.1 Accessing Employee Records

To access an employee’s record, click the Personnel Summary link - the employee’s Last Name, which is

underlined to indicate the link.

Figure 8: Link to Personnel Summary

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3.2 Personnel Summary

Once in the Personnel Summary, you can view the employee’s Profile, Address, Employment,

Organization, Other, Notes, and Caption information via a tabbed dialogue.

Figure 9: Personnel Summary

To open the record for updating, click [Open] at the bottom left of the screen.

3.3 Maintaining a Record

Once the record is open for updating, you can change it using your tab key or mouse to move between

the fields. When your changes are complete, click [Save] to save them.

Choose options on the tab allow you to choose from pre-defined values from drop down menus, such as

Title.

Some fields are calculated, such as Age, which is based on Date of Birth; and Length of Service, which is

based on hire history.

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3.4 Profile Tab

The Profile section contains identifying Information, Length of Service, Status, Rehire Information, and

Adjusted Service Date information about the employee. There are three available Adjusted Service

Dates:

1. Computed: Computed based on hire history.

2. Manually Entered: Uses the calendar to enter a manual adjusted service date.

3. Computed by Custom Calculation: Computed based on user-defined calculations, such as

calculations that ignore employee records prior to an existing date.

Figure 10: Personnel Summary – Profile Tab

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3.5 Address Tab

The Address section contains Primary and Secondary addresses, phone numbers, and email information

for the employee.

Figure 11: Personnel Summary - Address Tab

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3.6 Employment Tab

The Employment section allows you to view and maintain general employment information about the

employee, such as EEO-1, I-9, and Veteran status.

Use the Job Title lookup to assign the correct Job Title to the employee. The Job Category will

automatically update. If you have set up standard job descriptions for your job titles, then you can assign

the job description to the employee by using the Standard Job Description check box. You can then

access the Job Description by clicking the link. If, however, you have an individual job description for the

employee, don't check the box and simply type in the description directly.

Figure 12: Personnel Summary - Employment Tab

Only employees with Director, Manager, and/or Supervisor checked in the Work Information area of

the Employment tab will appear in the drop down list on the Organization tab.

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3.7 Organization Tab

The Organization section contains information about who the employee reports to and what

department they work in.

Figure 13: Personnel Summary - Organization Tab

Select the employee's manager from the drop-down list. Only employees with Director, Manager,

and/or Supervisor checked in the Work Information area of the Employment tab will appear in the drop

down list(s).

Group and Subgroup are a means of structuring people in your company. For example, you could have

different geographical areas which employees can belong to.

Subgroups are related to groups and can help you structure your organization. If you had a group called

North Region, you could have a subgroup of North East Region.

Some available choices on Lookup are determined by other choices. For example, the choices available

for Subgroup are determined by the Group an employee is in.

The final fields displayed on this tab will be any Analysis Sets that you have set up.

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3.8 Other Tab

The Other section contains miscellaneous information about the employee, ID Card and Driver’s License

information.

Figure 14: Personnel Summary - Other Tab

You can use this section to record whether the employee has received an orientation, if the employee is

on the phone list and, if so, the employee’s extension number.

If your organization issues ID cards to employees, you can make note of the employee’s card number

here.

You can track what type of driver’s license the employee has and if the employee has any points on their

license.

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3.9 Notes Tab

The Notes section lets you add a picture or other notes for an employee. If you wish to attach a

photograph to your employees, simply enter the file directory of the image location. The image will then

display, but only when the record is closed.

Figure 15: Personnel Summary - Notes Tab

NOTE:

Any documents you link to must be on a shared directory.

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3.10 Captions Tab

Captions are extra user-defined fields which have been included in the software you can create to

record information that is not already in the COINS system.

Each caption you set up can have up to 10 fields associated with it. You can also determine how the

values are input, for example, a check box, a date field, etc.

Figure 16: Personnel Summary - Captions Tab

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