HR Introduction

INTRODUCTION

Lucidity HR is the database for individuals (employees, subcontractors and casuals) and consists of their personal details (e.g. name, DOB, contact details) as well as their place in the organisation structure (e.g. division, business unit, location, project). Generally, the system administrator has full access to Lucidity HR to view, add and edit all individual details. 

HR ACCESS ROLES

Users are given different access to the HR module based upon their access requirements. Permissions for all Lucidity applications are set via Lucidity Access and are generally configured by the system administrator. The standard roles typically provided in all new Lucidity system builds are as follows. These can be edited by system administrators as required.

General User

By accessing the My Details tab, users can update their personal details including:

• Notification email

• Password

• Upload photo (optional)

• Contact details – phone, mobile, email

• Address details

• Next of kin

The employee details section (business unit, manager etc) is visible but remains read-only. This is managed by either the system administrator or by an integration with the company's payroll system.

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Contractor Representative

Access maybe given to representatives from contractor companies to enable them to access HR profiles for their people (i.e. subcontractors will may work for the organisation). The representative can edit subcontractor profiles and, with correct scoping applied, will only be able to view the subcontractors from their specific company. They typically will not be able to add new, delete or archive the subcontractor profiles but can run reports and access their own details and actions.

Manager

The HR manager role may not always be assigned to managers within the business but is more a management of the system role. Managers can view and edit employees, casuals and subcontractors but are unable to add new, archive or delete them. In addition, they will be able to run reports and, if correct scoping applied, only be able to view the users from specified organisational areas.

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Administrator

Administrators will generally have access to all people and functionality within the system. In addition to the same functionality as managers, administrators can also:

• Create, edit and archive users

• Convert users between people types

• Manage employment periods, reviews and HR records

• Access all menu and tab options

NAVIGATION

The menu and tab options available will vary between each user, dependent upon their permissions and access levels. Navigation between most pages within Lucidity Software is very similar.

On the default landing page, Lucidity HR features:

• Tab options: top panel listing areas of access within the module

• HR tab: reflects the current module. Select to switch between modules

• Menu options: left-hand panel listing areas of access within the current tab

• Help: provides links to help documentation such as user guides and support materials

• Show Filters: allows for defining search parameters

• Configure Columns: allows for configuration of columns displayed on screen and in Excel reports

• Excel Export: an Excel report reflecting the current filters selected

• Alphabet: click on each individual letter to filter through users alphabetically

• Headers: click to sort in ascending/ descending order

• Edit: Edit individual user profiles

• Actions: Drop down options to convert, merge or archive individual users and access employment periods, employment reviews and HR records for individual users

Tabs

As with all Lucidity Software Modules, Lucidity HR uses a series of tabs for basic navigation which are based on assigned permissions. Details on all these options are outlined in the the user guide.

• My Details: End-user access to edit and update personal details

• People: Lists all people within the organisation and allows administrators to manage user details

• Actions: View, edit and close actions assigned from within Lucidity Software

• Settings: Add to managed lists such as job title

Filters

Filters are a powerful tool enabling general or very specific searches to be applied. Filters are available on many pages within Lucidity Software.

Filters on the People page are divided into two main sections. Any field with the [ SELECT ] option denotes a list will be displayed to select from. Options in these lists are pre-populated according to system configuration. Multiple options in multiple filters in a single search can be selected.

Refer to the My Filters user guide for more details on how to use filters.

My Filters and My Emails

My Filters: Users can create and save their own reports using the My Filters feature. 

Any saved filters can be easily accessed via the current filter drop down selection option above the filter tabs. This is a short-cut route for applying saved filters.

My Emails: Automatically emailed reports can be specified using the My Emails feature. 

Column Configuration

Columns within each page of Lucidity HR as well as those displayed in reports can be manipulated by the system administrator. The columns displayed as well as the order in which they are displayed can be adjusted. It is important to remember that changes made to columns affect all end-users viewing the pages or running reports.

View the Column Configuration user guide for more details.