In this fourth edition we will focus on tips around...
System - System Notifications
Best Practice - Termination Function
HR Operations - Policy acknowledgement options
System Notifications
Here are 3 tips and tricks relating to notifications:
1. There are a lot of notifications that are standard in the system. While they can’t be exported to a spreadsheet from the notification section, ELMO (via the Help Centre) can provide you with a spreadsheet of the notifications applicable for each module. You can then work your way through each notification, make changes and then update the ones you want to change.
2. You can use notifications to send emails that may not be immediately obvious. For example, when a requisition is approved, you can use the “Requisition Request – Approved” notification to prompt the hiring manager (or someone else) to order hardware (laptop, phone etc) for the role from the IT team. The key is to understand what will trigger the email and then work out who it will go to, for what purpose, to determine if this is a good solution.
3. ELMO have recently identified an issue where logos or images in notifications are showing at the actual size of the file loaded to the asset library, even after resizing the image inside the asset library and/or the notification itself. When adding logos or images to notifications, make sure the original logo size you are loading to the asset library is the actual size you want the logo or image displayed in to avoid it being displayed incorrectly. The recommended size is no more than 200px wide.
Termination Function
HR team members are often challenged by having to rely on the payroll team to provide them information relating to the termination details of exited employees.
For those clients who have HR Core, the HR team can use the ‘terminate employee” function in the system as a part of the offboarding process.
If you have HR Core, but currently cannot see this function, ELMO will be able to activate it for you.
This function allows HR to record the reason and date of the termination, as well as enter any notes.
Entering a termination date will also auto-populate the end date and expiry date on the user’s profile.
This information can then also be reported via a custom report, including the termination reason.
For those who do not have HR Core, you can use the end date function to record the termination date and notes section of the user’s profile to record the reason and any notes. However, you are not able to report on notes; so you may decide to create a form as a part of the offboarding process that contain this information.
Best practice tip: By using a “code” in the user’s name (e.g. *** SMITH ) prior to deactivating them, you can quickly identify any prior employees who are tagged as “do not re-employ”.
Policy Acknowledgement Options.
Policies can be distributed to employees via your system either via the Learning module or the Documents module. Read more below to understand the differences and pros and cons of each option.
1. Policies can be added as a download file in a digital form, with an acknowledgement section. These can be included in your onboarding workflow or assigned as needed to individuals or in bulk.
If using Documents for Policy Acknowledgements, we recommend creating a category called “Policies” (or similar). You can also create this category to show as a separate profile section, so that these can be separated from other documents assigned to the user on their profile:
One of the advantages of using forms is that you can also obtain feedback about the policy using a feedback section containing the “likert” field type.
Below is an example form template used for Policy Acknowledgements.
2. Policy Acknowledgements can be created as a “course” in learning using the Acknowledgement function as the recordable activity. This can force the user to download the file (policy) before acknowledging it. The advantage of having policy acknowledgements in Learning is that the reporting functions are more expansive and require less manual manipulation of data.
3. Policies can be added to a Course from Course Builder. The learning module can be developed to capture the main points of the policy and has a quiz question that must be answered (compulsory question); which acts as the policy: acknowledgement. This is our recommended approach, as it a much better way to help employees understand policy content, rather than simply requiring them to read a document and demonstrates an understanding of the content. Example acknowledgement:
o I have been provided access to this policy via the course.
o The main points of this policy as relayed via the course are understood by me.
o I agree to abide by this policy at all times.
o I will speak to my manager if I have any questions or concerns about the policy.
4. We recommend if using option 3, that you still build option 2 for all key policies for use during performance / disciplinary matters where HR requires an employee to refresh their understanding of a policy.
Credit: Content written by Penelope Twist and Martha Travis
To view the original newsletter on LinkedIn and/or subscribe please click here...
I would like to extend a little help in relation to using the ELMO system. Feel free to book a time to pick my brain for anything ELMO related with the link provided below. Look forward to hearing from you.
Comentarios