Appogee HR: Glossary - Concepts and Terminology

Appogee HR

Appogee HR is a online HR management system (HRMS) for records and compliance management and includes our successful Appogee Leave absence management service. Appogee HR stores Employee data and records and Company Documents such as policies and procedures. Access to data is controlled securely through user roles. The service supports workflow automation.

 

Appogee Leave

Appogee Leave is an online Absence Management service for holiday, time-off and sickness approvals and reporting. It is available as a standalone offering or as part of Appogee HR.

 

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Company related information

Employee related information

Data Security Access Levels

Organisation structure and User roles

Workflow process automation


Information stored in Appogee HR

Company related information
Term Definition Example

Company Documents

Files, Links or Notes that are shared at the company level. Can also be restricted to specific Teams
  • “Health and Safety Policy”
  • “Information Security Policy”
  • “Pension Plan”
  • Link to Intranet

Document Category

Company Documents are categorized by Document Categories. Document Categories can be configured by users with the Admin role from the “Configuration” pages of the application.
  • “HR Policies”
  • “Employee Benefits”

Employee related information


Term

Definition

Example

Employee Profile

A Profile defines the data about an Employee. This includes all Profile Fields and Employee Records associated with that Employee.

Employee Profiles have a status of one of the following:

  • Joining : Employees with an identified start date in the future
  • Active : Employees who appear in the Employee Directory
  • Leaving : Employees who appear in the Employee Directory who have a leaving date set in the future
  • Former : Employees who no longer appear in the Employee Directory and who have a leaving date set in the past
  • Collection of all the data related to <Bill Jones>, regardless of whether they are directly employed or are a contractor of any kind.

Employee Records

Files Links and Notes about a specific Employee which are organised by Record Category and to which access is controlled by Access Levels

  • “Bill Jones employment contract” file in the Employment Category
  • “Scan of Bill Jones passport” in a Category that may be named Right to Work.

Profile Field


A Profile Field is a data item related to an employee. Appogee HR allows for the customization of Profile Fields from the Field Configuration page (requires the Admin role).

Profile Fields can be set as mandatory (required) items. Mandatory fields are not enforced on Employee Profile creation but are enforced on Employee Profile edit.

A Profile Field can be one of the following types:

  • Text
  • Paragraph
  • Dropdown list (composed of List Items)
  • Date
  • A Current Salary in Employment category
  • Spouses contact details in the Emergency category.

Profile Sub-Fields


Profile Sub-Fields allow elements of the Profile Field data to be classified by means of a drop-down box.

It is not possible to create custom Sub-Fields, but it is possible to amend the labels for a Profile Field with its associated Sub-Fields to use it for another purpose. Amend Profile fields which are already populated with data is not recommended.


  • The Profile Field for Telephone Number comprises the Sub-Fields Type (“Mobile”, “Work”, “Home”) and Number.
List Items

 

List Items are the items that comprise a Dropdown List.

  • Profile Field for Country which is a dropdown can contain: "United Kingdom, Canada, Japan"

Record Category

An Employee Profile is subdivided into Record Categories as specified within Configuration on the Record Categories tab. A set of defaults are provided but these are fully customizable. Employee Records are also categorized by the same Record Categories.

A checkbox at the top of the view toggles the display of any deleted Record Categories on this page.


  • “Employment”
  • “Emergency”
  • “Comp and Benefits”
  • “Learning and Development”

Record Sub-Category


Record Sub-categories collect together related Profile Fields within a Record Category. Record Sub-Categories are managed on the Profile Fields tab accessible to users with the Admin role. Note you cannot delete a Record Sub-Category until all Profile Fields on that Sub-Category have themselves already been deleted.

A checkbox at the top of the view toggles the display of deleted Sub-Categories on this page.

 
  • “Employment” Category could have sub-categories of “Work Details”, “Bank Details”, “Personal Information” etc,
  
Data Security Access Levels
 
Term Definition Example
 
Company Documents
 Access to Company Documents can be restricted separately for the Employees, Managers and HR roles within Configuration in the Document Categories tab.

Each Category for each role can be set with Read access, Edit or Edit and Delete access. Data can also be set to Hidden for selected roles.

The ability to upload Company Documents can only be made available to Managers. HR Managers will always be able to upload Company Documents. Other than these restrictions, the ability to upload Company Documents is controlled by Document Category and by User Role.

  •  HR Managers might have “Edit and Delete” access to “Health and Safety Policies”, Employees would just have Read Access.
 Employee Records and Profile Fields  

Access to Employee Records, and Profile Fields can be restricted separately for the Employees, Managers and HR roles by an Admin in the Record Categories and Profile Fields tabs.

Employee Records can be set to Hidden, Read, Edit or Edit and Delete access. The ability to upload Employee Records is controlled by Document Category and by User Role.

Profile Fields can also be set to Hidden, Read, Edit or Edit and Delete access. In addition Profile Fields can also be set as Masked. In this case the value is not shown when the Employee Profile is opened, but is revealed when the user clicks to show it.

Variations of Masked include Masked Read (where the masked data cannot be updated) and Masked Edit (where the masked data can be updated). Setting a field with Masked only will show the user that there is data there, but they are not enabled to see it.

  • Bank details may be Editable by an Employee, Hidden from Managers and Readable or Editable by HR.
  • Salary details may be Masked Read for Employees and Managers and Masked Edit for HR.

 

Organisation structure and User roles

 


Organisation structure
Term

Definition

Example
Team


A Team is a collection of Employees. Each Team must have 1 Primary Manager, and can also have Secondary Managers. In most cases a Team will have a Parent Team used to form an organizational hierarchy.

The HR Contact for the Team is identified on the Team Profile.


 

  • Teams could be “Marketing”, “Finance”, “Facilities” etc.
  • The “PR” team might have a parent team of “Marketing”
Primary Manager

The Primary Manager of a team is the person to whom all Team Members report. The Primary Manager is normally not a Team Member of the same Team, but rather a Team Member of the Parent Team.

Primary Managers receive any Actions or Notifications which relate to the Team(s) they are responsible for.

“Juliette Smith” is the Marketing Director. She is configured in Appogee HR as:
the Primary Manager of the “Marketing” team
a Team Member of the “Executive” team.

Secondary Managers

Any other employee who is assigned access to the Team information. Secondary Managers do not receive any Actions or Notifications. Secondary Managers can see Actions assigned and if they have been given the Editor role on the Team Profile they will be able to complete Actions for the Team assigned to the Primary Manager.

An assistant manager who is able to deputise and so needs access or someone from another functional area where matrix management is in place.

Team Members

Team Members are all Active or Leaving Employees who are assigned to a Team.
 

Team Profile

A Team Profile is created for each new Team to describe attributes shared by a team. It can be amended from the Employee Directory, then selecting a Team and clicking Edit Team. The Team name, Parent Team and HR Manager can be updated here as well as setting the Reader/Editor level of access for Secondary Managers.
e.g the Team name “Marketing” is an attribute of the Team Profile and can be changed by clicking on the Organization Chart and edit the team name;
The HR Manager assigned to support the team is configured in the Team profile.

Parent Team

The assignment of a Parent Teams determines the hierarchy of an Organization as presented in the Org chart. Changing the Parent Team will update the Org Chart

“Marketing” is the Parent Team of “PR”
AOU
An Appogee Organization Unit is a collection of Teams to allow for divisional separation of administration of Appogee HR. AOUs is an advanced feature designed for larger customers. (Feature not yet released)

e.g. a multinational company might have separate AOU’s for USA division and a UK division with completely separate Categories for HR policies, procedures and Categories

 

User Roles

Term Definition  Example
 
User Roles

 
Appogee HR supports 4 roles:

 

  1. Employee
  2. Manager
  3. HR
  4. Admin

 

All users have the Employee role, and may additionally have one or more of the other roles. The roles determine access to data and access to administration functions within Appogee HR.

 
 Employee

 
A joining, current or former employee of the organization for whom Employee Records and and an Employee Profile are held within the product.

You cannot explicitly assign this role. Access to Appogee HR application is removed when Employees are marked as Leavers but their information is retained. An Employee does not necessarily have access credentials for Appogee HR. These are granted by users with the HR role.

 

 Manager

 A user becomes a Manager when they are made a manager of at least 1 team. Managers have access to the “Team Manager” pages of the application which includes the Employee Directory, Company Documents, Employee Records, Checklists and Actions & Notifications of the teams they manage. 

A manager can have either a Reader or Editor role in a Team that they manage. A reader role will give them read access to data of employees they manage. An editor role will give them editor access to data of employees they manage. In order for a manager to edit a specific field, they must have an Editor role and the field to be edited should also be configured to allow edits by a manager.

 
 HR  
Users with the HR role have access to the “HR Manager” pages of the application. HR Managers have access to all data for the AOUs they are configured to manage.
 
Admin
Admin users have access to the “Configuration” pages of the application. These users do not have any special data access privileges so must also be assigned Manager or HR roles if they also need access to Employee Profiles and/or Records.
 

 

Workflow process automation

Term Definition Example

Checklist Templates


A pre-defined list of items from which Checklists can be created to match your business processes. Checklist Templates can also define default Alert Notifications.

“New Joiners Checklist Template”,
Checklists


A list of items to be performed, and checked off by a (single) specific User to manage a workflow process. Checklists can be created from Checklist Templates, or created from scratch.

Only HR Managers can create Templates and assign Checklists. A Configuration setting on each Checklist determines if Managers can assign that Checklists.

Checklists specify a due date, and provide reminders relative to that due day.


“New Joiners Checklist for <Bill Jones>” containing list of items to be completed by Bill’s manager
Actions

An Action is a task to be carried out in Appogee HR by the assigned User. Actions are automatically created by the system eg on assignment of a Checklist. An Action cannot be dismissed manually. It is dismissed automatically when the action has been completed.

Checklists specifiy a due date, and provide reminders relative to that due day.

Actions can be found on the User Dashboard, or from the User Actions page.

HR Managers can also see outstanding Actions from the HR Dashboard.

e.g. Completion of the “New Joiners” Checklist;

Action for an HR Manager to update the “Heath and Safety” document on it’s expiry date

Acknowledgement
Acknowledgements are a special class of Action related to Company Documents where confirmation is required that it has been read.

Acknowledge that a specific user has read the “Health and Safety” document.
Notifications
A Notification is an email notification that has been configured to trigger in the system. Notifications can be dismissed at any time. Notifications are sent by email and recorded in the Employee Dashboard.

e.g. On completion of the “New Joiners” Checklist notify the HR Manager;

A reminder to a “Bill Jones” to read and acknowledge the “Health and Safety” document;

Confirmation that all assigned employees have read “Health and Safety” document.

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