Appogee HR: Glossary - Concepts and Terminology
Modified on: Wed, 15 Aug, 2018 at 10:11 AM
This Glossary is split into sections covering 8 groups of terms which group like concepts:
- Company-related information
- Employee-related information
- Data Security Access Levels
- Organisation structure
- Workflow process automation
- Leave elements
- User Interface Elements
- User Roles
Appogee HR Concepts:
Files, Links or Notes that are shared at the company level. Can also be restricted to specific Teams. All Documents are assigned a Document Type.
Company Documents are categorized by Document Type. Document Types can be configured by users with the Admin role from the “Configuration” pages of the application.
Any company document or record can exist in one of 3 supported formats.Attachment supports uploading of documents (up to 25Mb) which will be stored directly in Appogee HR. A link allows a url reference to a different document store to be used - eg One Drive or Google Drive. A notes allows plain text (up to 1Mb) to be entered directly into the Company Document or Record.
Appogee HR is split into HR processes, which are displayed down the left hand side. Each process provides you further access to functionality in the sub-menu.
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
Files Links and Notes about a specific Employee which are organised by Category and to which access is controlled by Access Levels
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:
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.
Dropdown values are the items a user can select between when choosing allowed values for a field.
An Employee Profile is subdivided into Categories as specified within Configuration on the Categories tab. A set of defaults are provided but these are fully customizable by a user with the Admin role. Employee Records are also categorized by the same Categories.
A checkbox at the top of the view toggles the display of any deleted Categories on this page.
“Comp and Benefits”
Subcategories collect together related Profile Fields within a Category. Sub-Categories are managed on the Profile Fields tab accessible to users with the Admin role. Note you cannot delete a 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
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.
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.
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 are either :
Published: consist of members and managers who are all activated users (i.e. users who belong to a published Team & Employment Profile)
Unpublished Team: consist of members and managers who are inactive
Teams could be “Marketing”, “Finance”, “Facilities” etc.
The “PR” team might have a parent team of “Marketing”
A Team that doesn't really exist within the normal organisation structure, but the concept provides a way to group users from different teams, such as a cross departmental project, or a team that is spread out geographically.
Real teams exist for UK Sales, US Sales and FR Sales with each having an HR manager.
A virtual team can be created called Sales HR to contain the three geographic HR Managers.
The Primary Manager of a team is the person to whom all Team Members report. The 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. There can be only one Primary Manager of a team.
Managers can be either Editors or Readers of the Team. An Editor can Edit allowances and requests (using the Edit Request button) and backfill requests for users they manage. A Reader can only view allowances and requests.
“Juliette Smith” is the Marketing Director. She is configured in Appogee HR as both the Primary Manager of the “Marketing” team and a Team Member of the “Executive” team.
In addition to Juliette a member of the Finance team may be set as an additional Editor Manager to provide cover in case of absence.
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.
Team Members are all Active or Leaving Employees who are assigned to a Team. Adding a user to a Team will automatically remove them from any team they were previously assigned to.
Each Team Profile defines approval flows for each request type (Leave, Sick TOIL or Custom allowances).
Any Approval Flow can support multiple levels of approval with multiple approvers at each level. Each level can define how many approvers are required for a request to proceed to the next approval level.
Each Approval level will have a Primary Approver designated to action the approval.
The Primary Approver may or may not be the Primary Manager. They receive approval requests and notifications which relate to the Team(s) they are responsible for.
There can be multiple Primary Approvers and they will all receive notifications.
Additional Alternate Approvers can be added at any level of the approval flow. These will not get notified but can approve absence requests from their Dashboard under My Leave Approvals when they ask for them to be shown.
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.
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”
An Appogee Divisional Unit is a collection of Teams to allow for divisional separation of administration of Appogee HR. ADUs is an advanced feature designed for larger customers or where complete separation of 2 or more administrative groups is necessary.. Similar concepts exist in directory management systems where they are known as Organization Units or OUs although ADUs provide specific segmentation of administrative control.
e.g. a multinational company might have separate ADU’s for USA division and a UK division with completely separate Categories for HR policies, procedures and Categories
Workflow process automation
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
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. A default sample set are provided which can be customized or removed as appropriate.
“New Joiners Checklist Template”,
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 specify 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
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.
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.
Appogee Leave Concepts
Appogee Leave Elements
This is the representation of an employee’s contractual entitlement to absence. It covers whether an absence allowance is fixed, accrues over time (and in which time period) or a combination. Sickness tracking and optional additional allowances can also be defined here as well as working hours and approval flows.
Full time UK
Part time UK
Mon - Weds Australia
The allowance is the absence entitlement to be managed. It can be considered a bucket which is refilled either once per leave year, or on an accrued basis. Some of its balance is emptied each time a deducted leave request is approved.
Length of Service
An Allowance entitlement based upon job start date. This can be prorated. When a Length of Service increment is set an additional tab appears on the Leave Profile in which to define the changed entitlement. Multiple Length of Service increments can be specified
Absence requests follow the approval workflow defined on the employee’s Leave Profile. There must be at least one approver defined but there can be multiple approvers and multiple levels of approval. At least one approver will be defined as the primary approver.
All Primary Approvers are notified by email that a request is awaiting approval. They will also see outstanding approvals in their dashboard by default. Secondary approvers will need to click to show additional requests
Public Holidays Profile
These are set up under by a user with the Admin role under Process Configuration, Public Holidays. They are assigned on a Team Profile. Default sets of Public Holidays are available for most countries and always published 2 years ahead. Custom holidays can also be maintained if desired.
Carry Over refers to any unused allowance from one leave year and how it should be handled in the following leave year. Each Leave profile configures the rules for whether it is allowed, a maximum value and a use within period. Carry Over Debt refers to how the system should handle a case where an employee has taken more leave than their entitlement in one leave year and whether this deducts from the following year’s allowance.
Bill has 20 days annual leave but only took 15 last year.
The system allows carry over, so Bill has 20+5 days annual leave this year.
TOIL (Time off in Lieu) refers to compensation time claimed by employees where permitted on their Leave profile, for work done outside normal working time which results in an adjustment to their standard leave allowance. Settings on the Profile form determine whether and how much TOIL can be carried over from one leave year to another. Where desired the name of this allowance can be amended under System Config, General Settings, Leave Settings.
Bill worked last Sunday to provide emergency cover.
Bill has a team profile which allows him to claim so he submits a request for 1 day of TOIL which has the effect of allowing him 1 additional day of leave.
Managers have an ability to create pre-approved absence requests on behalf of staff in their team(s). It can be found under Leave Admin, Request History. Such requests will normally be retrospective, especially when getting onboard with the service midway through a leave year, but they can also be used to book time off for future dates.
There are several dimensions to reporting depending on whether you need to report on employee profile data (see Reporting, HR Reports), absence data (see Reportng, Leave Report Builder), Sickness periodicity (see Reporting, Bradford Factor), an extract of organisation data and absence records (see Reporting, Data Export), or periodic summaries of absences (configured under Reporting, Digest Email Notifications),
Most notification emails for absence requests can be customized by a user with the Admin role under Process Configuration, Email Templates.
Leave Types can be customized by a user with the Admin role under Process Configuration, Leave Types. A collection of defaults is available to be loaded if desired and/or custom values added.. These are used when composing a request for absence. Each Leave type is set either to be Deducted (request an absence of this type will reduce the relevant allowance) or Non-Deducted in which case the duration of the absence will have no impact on the user’s allowance for the relevant leave year..
Sickness Types can be customized by a user with the Admin role under Process Configuration, Sickness Types. A collection of defaults is available to be loaded if desired and/or custom values added. These are used when composing a request for absence.
This is a 12 month period starting at the defined Leave Year Start Month. Moving the Leave Year Start Month can only be achieved by growing or shrinking an existing Leave Year. This can be done by a user with the Admin role under System Settings, Leave Settings. For any system with existing data this should only be done in conjunction with the Adjust Allowance Range tool found under Leave Admin.
Common to Appogee HR and Appogee Leave
User Interface Elements
The Employee Ribbon will show at the top of any employee focussed page, whether this is you as an employee or someone you manage from a Team Manager or HR perspective.
On first opening Appogee HR this will focus on the logged in user.
There are 3 segments in the menu - Universal, Functional and Admin:
Universal is the top part of the Level 1 menu. It contains (at max) Dashboard, Employee Directory and Company Docs. Leave users would see Dashboard (and if enabled) Employee Directory
Functional is the middle part of the Level 1 menu, It contains (at max) Personal, Leave, Employment, Performance, Learning (and if enabled) Assets. Leave users will not see this
Admin is the bottom part of the Level 1 menu. It contains (at max) User Roles & Access, Leave Admin, (and for users with the Administrator role) Process Configuration, System Configuration, Licensing & Billing
Collapse Menu button
This is the name for the <> shown at the top left of the menu which removes the text for the menu to leave just the icons. Note this acts as a toggle, so clicking it again will restore it.
A component of the Employee Ribbon which allows the user to select a team, select an employee within that team or search for teams or employees.
For any manager responsible for multiple teams this allows the user to switch between available teams. Users with the HR role will be able to switch between all teams. Customers who have enabled Division support through ADUs will also be able to switch between available Divisions and Teams within those Divisions. Team Selectors appear in a number of different parts of the service.
Depending on your user role you will see up to 3 Dashboard panels, My Actions, My Team and My Summary
My Actions Dashboard Panel
The top panel in the dashboard contains information about any actions outstanding. The actual content will depend on the user role and will show to HR users and Leave Managers.
My Team Dashboard Panel
The middle panel in the dashboard is specifically for Managers and contains information about (the currently selected) team. This will only show for users with the Manager or HR roles. Where more than one team is available to the user the Team Selector can be used to switch to a particular team.
My Summary Dashboard Panel
The bottom panel in the dashboard is for all users and contains information about the current user. This will always include information about paid time off and other absences.
Level 1 menu
The list of primary options for a user to select within arranged vertically on the left of the screen
Level 2 menu
A list of sub-menu options that many become available once a level 1 menu item has been selected.
Appogee HR always supports 4 and sometimes 5 roles:
ADU Admin [When enabled]
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.
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.
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.
Users with the HR role have access to the “HR Manager” pages of the application. HR Managers have access to all data for the ADUs they are configured to manage.
Admin users have access to the “Configuration” pages of the application.
This role is only applicable if ADUs are enabled for an organization, and it defines the administrator that controls the administrators for each identified Division.
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