Defining HRM general settings

Close

Click this to exit.

Edit

Click this to define or modify the general settings.

Note: This button is available only if you are viewing the general settings.

Save

Click this to save the general settings.

Note: This button is available only if you are modifying the general settings.

Server section

The Create, Retrieve, Update, and Delete (CRUD) actions via the HRMSetting web service is available in this section.

Domain: New – People (Pre-Win2000)

Type the domain (pre-Windows 2000) where a new Exact Synergy Enterprise user (person) will be created in. The system will then create a Windows accounts based on the information filled in. There are three possibilities:

1. If you leave this field empty, there will be no Windows accounts created.
2. If you type the name of the web server, the Windows accounts will be created on the web server itself. This option is not recommended when using multiple web servers because the same username and passwords are used on each of the web server.
3. If you type the domain name, the Windows accounts will be created in the active directory of the employees’ domain. When using an active directory, the Active Directory check box must be selected.
   • use Active Directory — Select this check box if an active directory is used. An active directory will allow you to differentiate the location of the created NT accounts.
   • create Exchange Mailbox — Select this check box if an exchange mailbox is used. If you select this check box, the use Active Directory check box will be automatically selected and the Exchange server version field will be displayed.

Note: The Organisation: Unit (People) and Subdirectory fields will be available if you have selected any of the check boxes above. The People: Outlook Web Access and Exchange: Domain fields will be available if the create Exchange Mailbox check box is selected.

Organisation: Unit (People)

Type the active directory container object that is used within domains. An organizational unit is a logical container into which users, groups, computers, and other organizational units are placed.

Subdirectory

Type the subdirectory, which is the subcontainer of the organization unit.

People: Outlook Web Access

Type the Uniform Resource Locator (URL) of the exchange server.

Exchange: Domain

Type the domain that is used by the exchange server.

Exchange server version

Select the relevant Microsoft Exchange version to be supported by the system. This is only available when the create Exchange mailbox check box is selected. By default, a blank option will be displayed. If you do not select an option when saving the settings, a message “Mandatory: Exchange server version” will be displayed.

Domain: New - Partner (Pre-Win2000)

Type the domain (pre-Windows 2000) where a new Exact Synergy Enterprise user (partner) will be created in. You can use the same domain as used for the person or use a different domain.

• use Active Directory — Select this check box if an active directory is used. An active directory will allow you to differentiate the location of the created NT accounts.

Note: The Organisation: Unit (Partners) and Subdirectory fields will be available if you have selected this check box.

Organisation: Unit (Partners)

Type the active directory container object that is used within domains. An organizational unit is a logical container into which users, groups, computers, and other organizational units are placed.

Subdirectory

Type the subdirectory, which is the subcontainer of the organization unit.

Change password at next logon (People)

Select this check box if you want to allow the user to change the password at the next logon.

Domain: New - Customer (Pre-Win2000)

Type the domain (pre-Windows 2000) where a new Exact Synergy Enterprise user (customer) will be created in. You can use the same domain as used for the person or use a different domain.

• use Active Directory — Select this check box if an active directory is used. An active directory will allow you to differentiate the location of the created NT accounts.

Note: The Organisation: Unit (Partners) and Subdirectory fields will be available if you have selected this check box.

Organisation: Unit (Customers)

Type the active directory container object that is used within domains. An organizational unit is a logical container into which users, groups, computers, and other organizational units are placed.

Subdirectory

Type the subdirectory, which is the subcontainer of the organization unit.

Request: Portal access

Select the request type that will be created for the account manager. This request type includes the username and password that have been sent to the customer. This allows the account manager to be able to provide the usernames and passwords to the customers in case the customers did not receive the e-mail messages or forget the information.

E-mail

• If SMTP is selected, the SMTP settings are displayed.
  
• Type the address of the server at Server.
• Type the port of the server at Port (normally, this is “25”).
• Select the Use SSL check box if the SMTP server is using SSL.
• Select the Use authentication check box if the SMTP server requires authentication.
• Type the user name at Username.
• Type the password at Password.
• If Exchange Online is selected, the Exchange Online settings are displayed.
• Type the tenant ID at Tenant ID.
• Type the application (client) ID at Client ID.
• Type the client secret at Client secret.
• Type the sender account email at Sender account.
  For more information, see Sending emails using Exchange Online with OAuth.

Program: ID (Background - Process)

Type the name of the entry point to the customized dll. This field allows you to fill in the dll of your customized functions, which will then be run by the background job to execute the function.

OCS presence

Select this check box to activate the integration with Office Communications Server (OCS) functionalities. The OCS features allow you to instantly track the availability of people for sharing of real-time information and communication purposes.

 

Privacy section

Levels of indirect managers permitted to view person specific documents and requests

Select the levels of indirect managers allowed to view a person's documents and requests that are set to security level 100 via the Dossier hyperlink on the personal card.

Note: Regardless of the level selected at this field, indirect managers are not allowed to view a person's documents and requests that are set to security level 100 via the document search and listing features.

 

Expense claims section

Request type

Select the request type to use for expense claims. By default, Expense claim is selected.

 

Absence section

Hours per day: Default

Type the default work hours per day. This is used if the work hours for a division are not defined.

Request type: Vacation

Type or select a default request type ID for the vacation request. For more information on creating request types, see Creating and modifying request types – General tab.

Request type: Work time reduction

Type or select a default request type ID for the work time reduction request. For more information on creating request types, see Creating and modifying request types – General tab.

Request type: Sick

Type or select a default request type ID for the sick request. For more information on creating request types, see Creating and modifying request types – General tab.

Split - Absence: Balance

Select this check box if you want to segregate the absence balance overview by the absence type. For more information, see Viewing absence statistics.

Request type: Return to work

Type or select a default request type ID for the return to work request. Return to work requests can only be created via a parent request type, which the return to work request is linked to.

Calculation - Entitlements: Automatically

Select the required option to specify if you want the calculation of the absence entitlements to be generated automatically. You can select one option from the following:

• None — Select this option if you do not want the calculation of the absence entitlements to be generated automatically. If you select this, the calculation of the absence entitlements will be generated by closing the period.
• Divisions (All) — Select this option if you want the calculation of the absence entitlements to be generated automatically for all divisions.
• Divisions (Settings) — Select this option if you want the calculation of the absence entitlements to be generated automatically based on the settings per division.

Absence: Expiry date

Type the expiry date or the cut-off date of the absence balance. With the expiry date, users are able to view their absence balance status, which are brought forward from the previous year, and their unused absence balance with reference to the effective cut-off date. For more information, see Viewing absence statistics.

 

Person: Planning section

Working day

Type or select the item code for the working day. For more information on creating items, see Creating and modifying items.

Public holiday

Type or select the item code for the public holiday. For more information on creating items, see Creating and modifying items.

Activate: Advanced Work Schedules

Select the check box to activate the advanced work schedule features. By default, this check box is not selected to allow users to use the existing work schedule application.

Note: When this check box is selected and the setting is saved, a warning message is displayed to inform users of the implications of using the advanced features. Once the advanced features are turned on, this check box will be disabled and users are not allowed to clear the check box to deactivate the advanced features.

 

Job title: Security level section

Required – Function rights (88): Security level: >

Type the maximum security level that a person with the role of HR at group and division levels can set for other people. If you leave the field blank or type “0”, any person with the role of HR at group and division levels can set the security level for all people. The roles that are linked to function right 88 – Maintain HRM Settings are displayed next to the box.

 

Competency section

A division that has its own competency settings defined will not follow the settings defined in this section.

Method

Select Simple to enable the Competencies Comparison Chart function or select Advanced to enable the enhanced function in Competency management. Selecting Advanced will enable additional functions, which can be accessed via Modules ? HRM ? Setup ? Competency management. Also, four additional fields as mentioned below will be available.

Final rating

Select the final rating for the competency calculation. The field types available for selection are field types with type defined as Value. For more information, see Creating and modifying field types for competencies, attributes, and targets of applicants or employees. The final rating calculated will be updated at Competency profiles on the personal card. For more information, see Viewing personal cards.

Note: This field is available only if you have selected Advanced at Method.

Request type

Type or select the request type ID of the notification that will be sent to the managers and/or people for reviewing purposes.

Note: This field is available only if you have selected Advanced at Method.

Calculation: Method

Select Average, Summation, or Percentage to define the method of calculation for the final rating of the applicant’s or person's competency profile. The calculations of the methods available are defined as below:

• Average — Sum of (each rated value x Factor) / Quantity of (competence involved x Factor)
• Summation — Sum of (each rated value x Factor)
• Percentage — Sum of [(each rated value x Factor) / Sum of (each highest field value x Factor)] x 100%

Note: This field is available only if you have selected Advanced at Method. For more information, see How-to: Calculating ratings in competency and performance review profiles.

Request: End date

Select the time span that is allowed for the manager and/or people to realize or process the review request. You can select one option from the following:

• Number of weeks: 1
• Number of weeks: 2
• Number of weeks: 3
• Number of months: 1
• Number of months: 3

Note: This field is available only if you have selected Advanced at Method.

Reviewer

Select Manager to specify that it is mandatory for the manager of the person to review the competence of the person, or select Manager & Person to specify that it is mandatory for both the manager and the person to perform the review.

Note: This field is available only if you have selected Advanced at Method.

Customer: Vacancy

Select this check box to enable the Vacancy button on the customer cards and the Customer field in the vacancy cards and vacancies report. By default, this check box is not selected. For more information on customer cards, vacancy cards, and vacancies report, see Viewing company account cards, Creating and modifying vacancies, and Viewing vacancies respectively.

Note: This field is available only if you have selected Advanced at Method.

Person: View profiles

Select this check box to allow the person to view the competency profiles belonging to the person. The competency profiles are accessible via the hyperlink at Competence profiles on the personal card.

 

Performance review section

A division that has its own performance review settings defined will not follow the settings defined in this section.

Request type

Type or select the request type ID of the notification that will be sent to the managers and/or person for reviewing purposes.

Final rating

Select the final rating for the performance review calculation. The field types available for selection are field types with type defined as Value. For more information, see Creating and modifying field types for competencies, attributes, and targets of applicants or employees. The final rating calculated will be updated at Performance review: Last update in the people card. For more information, see Viewing personal cards.

Request: End date

Select the time span that is allowed for the manager and/or person to realize or process the performance review request. You can select one option from the following:

• Number of weeks: 1
• Number of weeks: 2
• Number of weeks: 3
• Number of months: 1
• Number of months: 3

Calculation: Method

Select Average, Summation, or Percentage to define the method of calculation for the final rating of the person's performance review.

Note: Refer to Calculation Method in the Competency section for more information on the calculation methods.

Reviewer

Select Manager to specify that it is mandatory for the manager of the person to review the performance of the person, or select Manager & Person to specify that it is mandatory for both the manager and the person to perform the review.

Person: View profiles

Select this check box to allow the person to view the performance review profiles belonging to the person. The performance review profiles are accessible via the hyperlink at Performance review profiles in the personal card.

Performance indicators: Method

Select the Simple or Advanced option. The following table lists the differences between the two methods:

	Simple method	Advanced method
Performance indicators: Method	Simple	Advanced
Performance indicators	·         When generating a performance review profile for a person, all performance indicators grouped under the performance review group will be linked to the profile.	·         When generating a performance review profile for a person, only the performance indicators grouped under the performance review group and applied to the job activity and level of the person will be linked to the profile.
Personal objectives	Not available.	Personal objectives are available for this method. These objectives can be defined, rated, and even automatically copied to the next performance review profiles for convenience purposes.
Performance review groups	You can create a performance review group and define the description and the number of levels it has.	·         You can create a performance review group and define the description and the number of levels it has. ·         In addition, two new fields have been introduced for you to indicate if previously defined personal objectives are to be made visible in the next performance review profile, and if it is possible to add new objectives during the review process.
Generate performance review profiles	·         You can generate performance review profiles for people from the same division and/or cost center at any one time. ·         All performance indicators linked to the performance review group selected will be applied to the profile of each selected person.	·         You can generate performance review profiles for people from multiple divisions (belonging to the same division group) and/or cost centers (belonging to the same cost center group) at any one time. ·         Only performance indicators linked to the performance review group selected and applicable to the job activity and level of the person will be applied to the profile.
Viewing performance review profiles	The Personal objectives and New personal objectives sections are not available.	The Personal objectives and New personal objectives sections will be available (depending on settings).

 

Target agreement section

A division that has its own target agreement settings defined will not follow the settings defined in this section.

Request type

Type or select the request type ID of the notification that will be sent to the managers and/or person for reviewing purpose.

Request: End date

Select the time span that is allowed for the manager and/or person to realize or process the target agreement review request. You can select one option from the following:

• Number of weeks: 1
• Number of weeks: 2
• Number of weeks: 3
• Number of months: 1
• Number of months: 3
• Number of months: 6
• Number of years: 1
• Number of years: 2
• Number of years: 3

Number of targets: Minimum / Maximum

Type the minimum and/or maximum number of targets allowed for each target agreement at the respective boxes. If the field is blank, users will be allowed to create any number of targets for each target agreement.

 

Training section

Request type: Training

Select the request type for the training. This is a request type to be used when employees want to participate in the training courses. These training requests are grouped in a report, which can be viewed from the personal card of the particular person. To access the training report, go to the personal card, click Reports in the Monitor section, and then click Training in the Evaluation section. For more information on creating request types, see Creating and modifying request types – General tab.

 

Budget section

Types: Person

Select the Contractor, Employee, Student, and/or Temporary check boxes to specify which people with the respective employment types should be included in the budget scenario.

 

Vacancy section

Request type

Type or select the request type ID for the vacancy. The request will be automatically created and sent to the person(s) defined in the Workflow module when a vacancy entry is saved. For more information on request types settings, see Creating and modifying request types – General tab. When the request is processed and background job (Exact.Jobs.SysMaint.dll) is run, the status of the vacancy will change from Inactive to Active. If this field is not filled in, the status of the vacancy will automatically be Active once the vacancy entry is saved.

Attachment: Document type

Type or select the document ID to specify the document type of the documents that will be attached to the vacancy card. This is mandatory. You must fill in this field before attaching any document in the vacancy card.

 

Applicant section

Request type

Type or select the request type for the application of applicants. A request will be automatically created and sent to the person(s) defined in the Workflow module when an applicant entry is saved. For more information on request types settings, see Creating and modifying request types – General tab. When the request is processed and background job (Exact.Jobs.SysMaint.dll) is run, the status of the applicant will change from Inactive to Active. If this field is not filled in, the status of the applicant will automatically be Active once the applicant entry is saved.

Import: Document type

Type or select a document type to save an imported file containing applicants' data using this document type directly to Exact Synergy Enterprise. Once selected and saved, the hyperlinked description of the corresponding document type is displayed in the read mode. Click to view or edit the document type.

Note: This setting will only be applied if the Save attachment check box at Modules ? HRM ? Entry ? HRM ? Import: Applicants is selected. For more information, see Importing applicants.

Confirmation template

Type or select a document to be used as the response message that will be displayed to the applicant when he or she has saved an applicant entry into the system via a public web site.

Note:

• Only users with the Administrator or Web administrator role are able to create the response document before it can be defined at Confirmation template. For more information, see Creating and modifying documents.
• Only response documents with security level “0” defined at Confirmation template can be viewed by the users. Otherwise, a blank page will be displayed.
• By default, if the Confirmation template field is left blank, the system will display the response message defined at Confirmation once the entry is saved.

Confirmation

Type the message to be displayed to the applicant or employee when he or she has saved an applicant entry into the system.

Application phase

Type the application phases that can be specified for the applicant. For more information, see Creating applicants.

 

Export: Excel section

Process type

Select the process type. A process type is a type of background job that is carried out in the system. For more information, see Modifying process type settings.

 

Hyperlink: Services section

Map – Link

There are three options available; MapQuest: Address, MapQuest: City, and Google. Select MapQuest: Address to display the address location of the street, MapQuest: City to display the city map of the address specified, or Google to display a specific location and directions from one location to another. Once an option has been selected, you can click the links in the account card to connect to the MapQuest website at www.mapquest.com or Google website at www.maps.google.com. By default, Google is selected.

 

Arbodienst section

Synchronize : Method

Select the type of synchronization method from Exact Synergy Enterprise to Arbodienst. You can select None, Web service, or Export file. By default, None is selected.

Note: The Web service and Export file methods will be using the Exact Lightweight Integration Server (ELIS) solution.

Request type: Absence

Select a request type. By default, no request type is selected.

Note: This field is mandatory if Web service or Export file is selected at Synchronize: Method.

Start synchronization

Select when you want to start the synchronization from Exact Synergy Enterprise to Arbo. You can select Approved or Realized. By default, Approved is displayed.

Note: This field is mandatory if Web service or Export file is selected at Synchronize: Method.

Certificate for authorization

Click Choose file to select a certificate for the Arbodienst web service authentication.

Note: This field is enabled and mandatory if Web service is selected at Synchronize: Method.

URL Arbodienst

Type the SOAP service URL from Arbodienst.

Note: This field is enabled and mandatory if Web service is selected at Synchronize: Method.

File path

Type the path of the exported file.

Note: This field is enabled and mandatory if Export file is selected at Synchronize: Method.

 

Request types allowed for Synergy user section

Request type: 1 – 2

The two request types that are available for usage for Synergy users are displayed in this section. These request types cannot be changed.

 

Request types allowed for Employee self-service role user section

Request type: 1 - 15

Type or select the request type ID to define the request type that a person with the Employee self-service role can create. You can define up to 15 request types. Users with the Employee self-service role are not able to create or participate in request types that are not specified in this section. Employee self-service (ESS) is a functionality that provides people with the defined role to have access to view and request certain human resources-related information quickly and completely. An ESS user has an active status but is blocked from accessing Exact Synergy Enterprise. When an ESS user logs in to Exact Synergy Enterprise, the user will be redirected to a simplified interface.

 

Request types allowed for CRM role user section

Request type: 1 - 15

Type or select the request type ID to define the request type that a person with the CRM role can create. You can define up to 15 request types. Users with the CRM role are not able to create or participate in request types that are not specified in this section.

 

Visible projects for users with the CRM role section

Show:

Select All projects or My projects allow users with the CRM role to view all projects or only projects that they are members of. Depending on the option selected at Show, the following will apply for a user with the CRM role:

Scenario	All projects	My projects
Projects browsers – This browser is displayed when you click next to the Project field available in Exact Synergy Enterprise.	All projects available in Exact Synergy Enterprise will be displayed.	Only projects that the user with the CRM role is a member of will be displayed.
Pivot analysis at Modules ? Workflow ? Reports ? Requests ? Pivot analysis	The Row and Column fields will display the following options: Project Project cost center Project division Project manager Project status Project type	The Row and Column fields will not display the following options: Project Project cost center Project division Project manager Project status Project type
	Once a project is selected at the Code field, you will not be able to access the project card via the hyperlink displayed if: the project card has the Only visible to members check box selected, and you are not an active member of the project.
Searching for requests at Modules ? Workflow ? Reports ? Requests ? Search	The Project code (Starts with) field will be displayed.	The Project code (Starts with) field will not be displayed.
	Once a project is selected in the Project field, you will not be able to access the project card via the hyperlink displayed if: the project card has the Only visible to members check box selected, and you are not an active member of the project.
Projects hyperlinks – An example of this hyperlink can be found when you click My people (in the Textual interface).	All projects that your subordinate is a member of will be displayed.	Projects that you and your subordinate are members of will be displayed.