The Coins ERP+ HR Personnel Workbench provides demographic and historical information about people in a company. The Personnel History Tool was developed to allow users to view the historical changes of a person within the Personnel Workbench. The Personnel History Tool uses data sets. Data Sets allow each client to customise the fields that are tracked and visible via the Personnel History Detail tool.

This document describes the setup required to see historical information in Human Resources.

The Personnel History Tool uses data sets. Data Sets allow you to customise the fields that are tracked and visible via the tool.

You need to set up a Data Set for tracking historical information in System > Report Setup > Data Set Definitions. The Data Set names should use the following format: *WHR*POR; for example: %WHRNEWPOR, WHRCUSTPOR, etc.

Data Set %WHRSTDPOR has been provided by Coins ERP+. This data set tracks fields such as Benefit Group, Department, Job Number, Job Title, Location, Manager, Department, and Salary. Use this data set as a template to build your own. Copy this data set, then modify as desired.

Sample Data Set is an example of a Data Set (WHRTEST1POR) that has been set up for Track Person History.

Sample Data Set

After creating a Data Set, you need to add data to the Query field on the Data Set Summary screen of Data Set Definitions. To do this, click the link of the Data Set you created to access the Data Set Summary screen and go to the Definition tab, as shown in Query Field.

Query Field

Under the Fields tab on the Data Set Summary screen, you need to add export fields, as shown in Export Fields.

Export Fields

A Personnel History Tool is available in Human Resources > Auditing. This tool compares personnel data with previous results. It can be run as often as needed (one per week, once per month, once per day, multiple times during the day, etc.). It is explained in more detail below.

The Main tab screen for the Personnel History Tool is shown in Personnel History Tool – Main Tab. This is where you decide how you wish to run the history data.

Personnel History Tool – Main Tab

Field Definitions

Data Set

Use this field to select the Data Set you want to report history on.

Use Audit

If this field is selected, the audit records are checked in the selected time interval for every Personnel record, and then these records are added to the report.

The Output Options tab for the Personnel History Tool is shown in Personnel History Tool – Output Options Tab. This is where you set up your printing options, such as a scheduled time to run it.

Personnel History Tool – Output Options Tab

If you select Scheduled and click Next, you are directed to the Scheduler Update screen, as shown in Scheduler Update Screen, where you can set up when you would like to run the program.

Coins ERP+ suggests the tool is scheduled to run at least weekly. Most clients will want to schedule the process to run daily or even hourly. This will allow the most up to date information to be available.

Scheduler Update Screen

A Personnel History Reporting Tool is available in Human Resources > Auditing. This tool allows you to report on the specific data you included in your Data Set for personnel.

The Main tab of the Personnel History Reporting Tool is shown in Personnel History Reporting Tool – Main Tab. This is where you select the Data Set you wish to use, as well as any specific fields to include on the report.

Personnel History Reporting Tool – Main Tab

Field Definitions

Data Set

Use this field to select the Data Set you want to report history on.

By Fields

Select this field if you wish to define the fields to be run on the report.

Fields

If you select By Fields, you are prompted to enter the fields in this area.

From/To [Dates]

Enter the date or range of dates to be reported on.

Sort

Select whether you wish to run the report By Date or By Field.

The Personnel tab of the Personnel History Reporting Tool is shown in Personnel History Reporting Tool – Personnel Tab. This is where you can select specific data to run for the personnel.

Personnel History Reporting Tool – Personnel Tab

The report that is produced when you run the Personnel History Reporting Tool is shown in Sample Personnel History Reporting Tool Report.

Sample Personnel History Reporting Tool Report

The Personnel Workbench in Human Resources now contains an Employment History tab, as shown in Employment History Tab

.

Employment History Tab

A Personnel History Detail enquiry is now available in Human Resources > Auditing. Using the selection screen shown in Personnel History Detail Selection Screen, you can view the history details of a specific person (Personnel History Details).

Personnel History Detail Selection Screen

Personnel History Details