ActionHRM Release Notes 5.21 and 5.22

5.21 & 5.22 Release Notes


5.21 & 5.22

New Features

  • New WHS Screens
  • New WHS Rating Scale Support – Matrix
  • Ability to edit finalised WHS issues
  • New WHS Quick Report screen supplementing existing Issue workflow steps
  • WHS Safety Teams and security changes
  • New Job Forms and User Interfaces
  • Enhanced Job Grading
  • New Admin Form Interfaces
  • Interface Component Updates
  • HR3 Pay slip and Payment Summary PDF Support
  • New Job Skill / Specification Copy Function
  • Expense Claim Interface Changes
  • New Skill Search Page
  • New Courses Page and Training Calendar
  • New Course Invitations and the Ability to control course attendance e.g. Request, Invite Only or Book
  • Course Interest Registration – Training “Like”
  • Improved Recruitment Form Setups
  • Interface Component Updates
  • New Time Record Views

Feature Overview

New WHS Screens

The WHS/OHS area now provides our new user interfaces. These provide dynamic views with inbuilt reporting. We will be looking to replace and extend the standard reports where possible with these new onscreen views.

Some of the key features include

  • Search box
  • Complex and Quick Filter options
  • Quick Charts
  • Ability to show / hide columns and fields.
  • Direct export of onscreen views – via Excel, PDF and CSV buttons

Search Box

Search for free text inputs in WHS issue titles and descriptions. You can add additional filters (using the + Add Filter button) to search for free text and specific data types.

Using Filters

When viewing WHS issues you can now use multiple complex filters to narrow down search results. Click on Add Filter and select filter options from the drop down box. Options include Issue Type, Risk Level, Work Area, Witness Name(s), Insurance Provider etc.

The “In” operator allows you to select multiple items and provides and OR search type e.g. Moderate or High risk incidents per the below screen.

Quick Charts

Results and changes are also displayed in tables on the right hand side of your screen.

These views will be to many areas.

Show / hide columns and fields

Tailor your view by clicking on the column selector ( )

This will open a popup and allow you to add / remove fields from the view. HR can save these views a system default e.g. for all users OR any user can save the view as their preferred view.

Direct export of onscreen views

Export results onscreen as PDF, Excel or CSV. This will only export the data shown on screen e.g. it will also match the filter and search conditions. It’s a great tool for ad-hoc reports. The same capability will be added throughout the system modules over the coming month.

New WHS Rating Scale Support – Matrix

We have introduced a new risk assessment presentation and input display. This presents the risk assessment in a matrix style of view.

To use this, you will need to set up your risk assessment model first. To set this up, go to WHS > Admin > Risk Assessment Models > beside Matrix and define levels of severity and levels of occurrence.

When inputting a new issue, you will select the risk assessment model. If you want only the new scale to be used and displayed, simply archive any existing models. This will not change previous issues.

Ability to edit finalised WHS issues

 We have introduced the ability to edit completed WHS issues. This means that employees (depending on access), will be able to make adjustments to WHS issues e.g. if the wrong Time of Incident was entered on the day, the Work Area was wrong etc.

You will need to ensure that the appropriate profiles have Read, Update, Create and Delete to under System > Access > module OHS > form Summary. It’s is only suggested to add for admins or Safety officers

 New WHS Quick Report screen supplementing existing Issue workflow steps

Employees can now complete a WHS Quick Report instead of the full WHS workflow. This can make the reporting process much quicker and easier for employees and gives admin the option of leaving more detailed lodgment and the initial risk assessment component for Safety Teams (qualified safety assessors).

If you choose not to utilise the new safety team option, these quick report details will preload in the lodgment area for all submissions.

WHS Safety Teams and security changes

 What are safety teams?

Safety teams are groups of employees who manage issues based on locations. Safety teams are granted elevated access which means they can view and edit all issues (present and past). If you set up Safety Teams, the Safety Team employees will be the only processors available for lodgment, investigation and review (from the drop down boxes on the Quick Report page).

Employees in the Safety Team will receive notifications when an incident has occurred or a hazard has been identified in their location.

To set up safety teams, go to WHS > Admin > Safety Teams > and choose employees, location and notification type.

NOTE: Other employees can only see hazards in their location, not incidents.

To enable the new Safety Team security please contact our support team and they will assist.

 New Job Forms and User Interfaces

We have simplified the New Job Wizard. Where previously you had to complete a workflow from the Launcher, you will now just go to Jobs > Details >

This will take you through the wizard and prompt you to create a job title, enter job details, specifications, job grade etc.

We have brought in a new capability with the same filter concepts. Where previously you had to select specifications, KRA’s etc. from the Jobs drop down menu, these items are now collapsed into tabs.

Where previously you had to choose the job from a drop down box, now jobs are displayed in a searchable table.

You can click headings to sort jobs by column, you can use the text box to filter with free text and you can use the Add Filer button for more complex filters.

To view job details (including specifications & job grades) click beside Job Title

Enhanced Job Grading

We have enhanced the job grading area in a few ways. We have included the ability to now add job grades to individual jobs.

To do this, go to Jobs > Details >  beside Job title > Jobs grading tab. We have given you the option to categorize based on grades or points. Select grade or points from the drop down box.

We have also added lower, middle and upper salary levels and hourly rates.

You can now enter bands without points (where previously points were mandatory). You can also add different values (not just grades 1 – 10 but might have different management levels e.g. Manager L1 T1, Manager L1 T3 etc.)

New Admin Form Interfaces

In most admin areas, you will no longer have to click ‘Save’ after making a change or adding a new value. Changes will be automatically updated.

E.g. adding a new specification to a job. Click + to add specification, automatically saves without having to click ‘Save’.

Interface Component Updates

In all areas we have brought in upgraded selection toolkits. You should see fast drop down and selection performance. We have also changed the selection interface of drop downs. If you previously used Tab to make selections from your keyboard when inputting dropdown search strings, you will now use Enter. This is standard across all new web components.

 HR3 Payslip and Payment Summary PDF Support

As part of the 5.21 and 5.22 update, the HR3 Web Services have been upgraded and we now provide PDF payment summaries and new access to PDF pay slips (if HR3 Pay slip archiving is available)

New Job Specification / Skill Copy Function

You have always been able to copy specifications / skills from an existing job to a new job but now you can now copy specifications / skills from one existing job to another existing job.

To do this, go to Jobs > Details > beside job you want to add to > Specifications tab > choose job from drop down box beside Copy Job Specifications > Save

E.g. You have an Assistant job that should have all the same specifications as the Office Assistant job. You click on beside Assistant and then choose Office Assistant from drop down box. All specifications will then appear under Assistant.

Expense Claim Interface Changes

We have updated the expense claim interface so that expenses appear in a table view. You can also change the display fields so that you only view the information you need.

We have also made a change so that now you can upload documents directly against specific items. These uploads can be made mandatory or not. This is useful for receipts, company credit card statements etc.

We have set up expense “sub types” which can break down levels and allow for multiple cost allocations. These sub types are especially useful if you have more than one company, project, job or site etc.

Please note, we are also building up approval rules and additional routings which will be available in our next release.

New Skill Search Page

We have introduced a new visual view of skill gap and training and development needs and requirements. You will be able to find this visual view in Development > Skill Search

 New Courses Page and Training Calendar

We have introduced a training calendar alongside the class listing. In addition the new invite option has been enabled.

You will need to add a workflow configuration for the new training invitation function. This is under System > Workflow Admin > Training Enrolment

New Course Invitations and the Ability to control course attendance e.g. Request, Invite Only or Book

When you setup new classes you have the option of determining how attendees can be scheduled or requested to attend training.

This includes a new invite component. Previously an employee could be booked or asked to attend a training class. The new invite option provides a workflow to essentially confirm attendance via a workflow and can also have supplementary approval after the employee accepts the class. They also have the ability to be invited to pick their preferred class time / date.

This is particularly useful if you have established your class schedule and you would prefer the employees to electronically pick their preferred time. Rather than book and have to cancel / or manually change the class selection.

 Course Interest Registration – Training “Like”

Every user in the training area can now register interest in training courses by a “Like” option. This is useful if you want to propose courses and get interactive feedback on the interested numbers. This has two key benefits, one helping to determine the topics and courses you will hold for professional development training, and secondly help to determine the number or sizes of classes required.

You do not have to have any established classes to receive “Likes”

 Improved Recruitment Form Setups

When building new job forms only activated fields will be displayed and for standard fields you now use the Add button and search for the field.

 New Time Record Views

The time module now has updated mass view screens and no longer has the employee dropdown. It also provides on screen reporting and PDF, XLS and CSV outputs.

By default, users will see all employees that they access directly. If you want to filter for a specific employee (e.g. similar to the old employee dropdown – add an employee filter). A sample of the key benefit is shown below where you can see and select many employees at once using the In search operator.