Administration – e-HR Admin

e-HR (e-Human Resources / Human Resources Management) is a pivotal application within the business applications suite just like Customer Relationship Management (CRM) and Document Management are.  The application is often underrated and under utilised by smaller businesses who assume that hands on management of staff in real-time generates the best mid and long term results.  This simply isn’t true.

e-HR gives your company as a whole the opportunity to set its goals and objectives in each year and the company owner can words with the management team to describe objectives for departments or even individuals. e-HR is not just an employee records keeping application; it is the bedrock that empowers any companies most valuable resource; its people.  e-HR also covers holidays, expenses, timesheets and 360 degree peer review processes; all intrinsic critical elements of maintaining a focus on investing in your people, managing costs and understanding the deep value hidden in your employees, their talents, skills and desires for the future.

Whilst it is entirely possible to use the business applications suite as a whole with the absence of e-HR we do strongly recommend that it is included in any organisation that is departmentalised in any form.  If your business is not planning on using the e-HR suite then you will be limited to assigning business processes, workflows and tasks to named individuals.  By adding e-HR your business will be able to utilise process, workflows and automation across departments and roles. This adds incredible flexibility to how you set up and use your processes as you will be able to target positions (roles) with your workflows and not just named users.  This makes your business applications flow seamlessly; unaffected by the routine migration of staff in and out of your business or their migration within it through promotions or substansive role changes.  It also opens up the ability to consider using Resource Management, Projects and other features of the suite that leverage skills, experience and the rates (hourly, daily, monthly for each employee) your business charges for these resources so that the planning of resources, costs and margins is entirely automated as you prepare quotations, projects and more.

Your business will also have the ability to utilise enhanced e-HR functions such as 360 degree reviews and employee feedback management as a powerful tool in increasing the efficiency and effectiveness of your workforce.

You can set objectives that are company wide, departmental or individual in scope and measure your performance against these objectives with a fully automated workflow supporting your users throughout.  You may create and distribute your own 360 degree reviews, asking the questions you want and scoring them they way you think will be most beneficial to your continuous business improvement strategy.

The e-HR Admin area makes available to you the tools necessary to set up, configure, administer and keep your e-HR functions up to date.  Some elements of the Admin area relate to e-HR processes but most of the Admin area concerns itself with Dictionaries of terms that are used by the e-HR suite.

Commercially, e-HR incorporates individually licensable applications including Holiday Management, Timesheet Management and Expenses Management.  This allows your business to leverage commercial benefits by investing in the applications within the e-HR suite that best fit the needs of your users.  You could, for example, purchase and make e-HR available to your managers/executives but purchase Holiday Management, Expenses and Timesheets for those resources that only need one of those applications on a casual basis. Yes, you can assign timesheets as an application to an invited resource, like an external contractor you hire to work on one of your projects so that this external resource can submit timesheets to your business each week as an external self-service user. You should however purchase the full e-HR capability for any users that you will want to do 360 degree reviews of or those that will be measured at a performance level against Objectives (Company wide, Departmental or Individual).  The purchase of an e-HR license provides access to e-HR and all of its sub-applications including Timesheets, Expenses and Holidays Management.  In other words, if you purchase an e-HR license you do not need to purchase Timesheets for the same user.

With Permission Groups you are in charge of who can see ‘confidential’ information that you business holds about its employees.  Please make sure that you set up your permission groups accordingly.  In most routine scenarios an employee should be able to view their own Objectives, Timesheets, Expenses and Holidays. They should also be able to see the List of Employees but only be able to edit their own details whilst being able to see the Company Org Chart.  A standard employee should not be able to view ‘all user details, reports or delete anything. An e-HR Admin or your main human resources manager should be able to see all records including absence, emergency contact details, CV, medical, warnings, accidents and so on.  We recommend that you start with a reduced permission group assumption set and expand upon it as the use cases your business deploys are activated.

You should also note that the e-HR function is smart enough to understand that your employees ebb and flow.  Some stay with you for life, others may only be with your company for a few months or years; even if permanent in nature on their initial employment.  The solution as a whole allows your business applications suite to be senstive to current employees, versus ex-employees so that the validity of your data throughout the solution over time retains its validity.  Your Organisation Chart is entire automated; but isn’t forced to show employees that have left the company simply so that the CRM records they own aren’t deleted.  You will be amazed how frequent this type of problem is with some basic ERP solutions available in the market. These issues do not affect you in this business applications suite! It would be of no use to your organisation if the firing of an employee required you to delete the employee and by default all records across the entire solution that they owned, created, edited or otherwise took part in.  Your data audit trails remain valid over the long term no matter how volatile your workforce is.  Churn and change is inevitable; but you must be able to rely on your business data, so this business applications suite has its focus on long term validity and reliability.

The detailed instructions below are ordered naturally and in accordance with their ordering in the e-HR Admin panel.  This does not suggest their importance.  All areas are equally important.  But given much of the e-HR Admin functions are related to dictionaries of words available to your users and HR managers then they can be addressed during routine daily use of the solution.  Other areas need to be set up first so that you have a working solution from day one.

Please see the detailed instructions below which emcompass all areas of e-HR Admin for further details.

NOTE > Objectives is the only application within the e-HR suite that requires a minimum of a Two Step process workflow to be in place to support it.  This is because there are distinct submissions and approvals that are triggered by the built-in workflows.  The template used by Trivaeo or the Trivaeo Partner to package your application suite may or may not include the necessary two step approvals workflow. If you see errors when attempting to assign a Workflow to the Objectives Source in the application process flow (Process and Collaboration) then this will be the error causing the issue.  The underlying business processes for Company Wide, Departmental or Individual Objectives are hard-coded but still require some form of two-step Workflow to be in place.  The Source for Assets, Expenses, Holidays and Timesheets may continue to be single step Workflows if you so desire.

e-HR Admin

Administration – e-HR Admin

A high level introduction to the Admin areas in e-HR and their functions. Please see the detailed instructions which follow for the detailed explanations and typical usage scenarios of each Admin element.

e-HR Administration

  • 360 Degree Reviews
    Provides the e-HR Administrator with a complete overview of all Live, Not Live and Finished (completed) 360 degree reviews stored in the suite with the ability to initiate a new 360 Degree Review, either using an existing Questionnaire or to create a new Questionnaire instance for this purpose
  • Departments
    Departments allows the administrator to lay out the heirarchy of departments within your business. It may be used logically to describe how departments are structured and forms the underlying basis of the structure in the automated Organisation Chart layout
  • Positions
    Positions describe the job positions available within your business.  Naturally, you should create the department structure first, then assign the positions within those departments and assign users (employees) to those positions as they are created.
  • Objectives
    The objectives area allows you to manage existing, or create new objectives that are holistic across the entire business, a department or for individual employees.  Once objectives have been created they leverage a detailed workflow allowing them to be set, agreed, measured, accepted (locked), approved and so on by your users and departments.  You can use this area to filter these 3 types of objectives by their current status and progress through the automated workflow in the suite.

eHR Dictionaries

Due to the sheer granularity of the eHR suite there are a considerable number of dictionaries used by the eHR application set, however, the good news is that most dictionaries are already setup by the Trivaeo deployment templates and they only need to be validated against your business needs when you first use the solution. Due to their intuitive nature these dictionaries are not followed by a detailed instructions section. The descriptions below should suffice to describe their purpose and intent.
  • A dictionary of terms used to capture an employees reason for absence being absent from work
  • Attendance Status
    Words that describe an employees overall attendance track record, for example, good, average, perfect and so on
  • Course Charge
    An active list, rather than a dictionary, that enables you to define which departments are able to authorise and pay for the attendance of employees to training courses. You should, of course, define your company’s departments before completing this list
  • Course Result
    A dictionary of terms that describe the results of an employees attendance on a course, for example, Pass, Fail, Pass (Merit), Pass (Distinction) and so on
  • Ethnic Groups
    If your business is an equal opportunity employer then you may wish to maintain records about your employees ethnicity for audit/reports purposes.  Add the ethnic classifications used in your jurisdiction here. By default it has a single entry of ‘not disclosed’
  • Institution Types
    A dictionary of institutions that your employees may have attended, for example, School, College, Technical School, Academy, University and so on
  • Marital Status
    A dictionary of terms that describe the relationship (marital) status of any employee. Please complete with whatever classifications for marriage are used within your jurisdiction, for example, Married, Married (Common-Law), Single, Divorced, Widowed and so on
  • Military Types
    A dictionary of branches of the military that your employees may have served in or serve in on a reserve/territorial basis, for example, Army, Navy, Marines, Airforce and so on
  • Position Status
    A dictionary of terms that describe the employment status for positions throughout your company, for example, Permanent, Temporary, Apprenticeship, Internship, Probationary, Started, Pending and so on
  • Relationships
    A dictionary of terms that describe family relationships within your employees, for example, Father, Mother, Husband, Wife, Daughter, Partner, Son and so on
  • Religion
    A dictionary of terms used to capture data about your employees religion. Use terms suitable to your local jurisdiction and reporting needs, for example, Not Disclosed, Atheist, Christian, Jewish, Muslim, Catholic, Protestant, Sihk, Buddist and so on
  • Skills

    Skills is a dynamic listing of Skills and descriptions of skills that are maintained at a personal level or at a technical level by your employees. Astute use of this list function enables the automatic routing of workflow to your employees based on their underlying skill levels  For each skill added you may define as many levels of that skill including their associated Monthly, Daily, Hourly and Overtime Rates.  This assists greatly in the blending of skills with your products/services catalog so that the creation of quotations and proposals costings are effectively completely automated!

    When adding a new Skill you must define the associated skill levels available for that skill.

    With careful planning and use you can target your resources with JOBS more effectively in Resource Management AND use the skills matrix in Project Management and the preparation of quotations and proposals.

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    • Use the LIST view to review Personal or Technical Skills established for your business.

      Hint – personal skills may be used when assigning jobs based on your employees latent character traits as well as those they may have trained into.  Think of counsellors or welfare workers; some may be better with the aged and some better with children.  Technical skills are very similar but reflect on the training level, experience, qualities, tenure, rank (for example, Apprentice versus Hand versus Master or Foreman) and costs associated with those resources.  You may declare skills as either type but try to do so without causing unnecessary end-user confusion!  By using both classification carefully you can achieve very good resource mapping, for example, routing tasks to employees who are highly trained and great with children in one case, or selecting a resource to build a table in the factory for a customer who is more cost sensitive and wants you to build the best table you can at an appropriate cost point.


    • Address Types
      A dictionary of terms used to define the types of address information you want to store, for example, work, home and so on


    • Booking Type
      A list of holiday booking types and their associated calendar entry colour scheme that you want your employees to use when defining the type of holiday request that they are booking, for example, paid holiday, unpaid holiday, statutory holidays, in lieue and so on
    • Public Holiday
      This is a listing of all company created Public Holidays that are recognised by your business.  For each entry you add you may do so on a recurring annual basis or as one-off holidays.  Employee holiday bookings that transit the dates in this list are not counted against their annual holiday entitlements across matching dates.
    • Weekend Days

      This is a dynamic list that includes your companies default weekend days with the ability to override which days are not weekend days by individual departments in your business.  If your Admin Office is routinely out of the office on a Saturday and Sunday then they can use the default weekend days, but the engineers in the factory may work half days on a Saturday morning.  Set up the Weekend Days (therefore the default working days) for each department; or set them to use the company wide default.  Of course, you should set up your Departments first before attempting to complete this dynamic list dictionary!

      You can even give individual employees their own customised weekend days allocation if you need to.

      Departments will assume the weekend days of their parent.  Simply use the pencil next to each department to override the flow down from the parent if needed.  Use the dropdown arrow to the left side of each department to see its dependents or employees.

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Holiday Limits

This is a dynamic list dictionary that controls the acceptable holiday limits in each financial year for the departments or employees across your business. You must set the companies Financial Year(s) before attempting to edit this list function!  To do so, go to Administration // Global Settings // Company Financial Year and Target.  With your Financial Years and revenue targets set you may return to this list to complete it.

In each Financial operating Year you may define the default holiday limits which would apply to all departments and employees.  You set the statutory holidays allowed as per your policies and the typical number of Public (Bank) Holidays in that Financial Year.  These two figures are added together to provide the default annual Holiday entitlement of any employee/department.  Having set the company wide defaults you may then proceed to the lower section and amend the entitlements by Department or by Employee according to your HR policies or employment contracts with each employee.

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  • Review Type
    Objectives have a review mechanism embedded within the workflow.  When an objective is deemed to have been completed by the assignee then they submit the objective for review by the relevant [LINE MANAGER].  This dictionary should list the acceptable objective review types that you support, for example, on the phone, in person, via skype etc
  • Theme
    An Objective set to the Company as a whole, department or employee (individual) typically has some form of underlying theme to it, for example, increase profits, increase productivity, reduce costs, improve performance, reduce waste, improve recycling etc.  Use this dictionary to define the acceptable themes that you will be using across your business. These are used when new objectives are set and they will assist your users with setting up appropriate business objectives accordingly.


  • Questionairre

    Questionairres are used in the 360 Degree Review Process to layout and capture a reviewers scores or comments when reviewing a peer.  Once completed the questionairre is kept with the reviewed partys e-HR record and is viewable by the employee themself or by those with the necessary permissions.

    Clicking on the Questionairre link in e-HR Admin takes you to an overview of all current questionairres.  Over time you may create a large number of these questionairres which will be used by the various departments across your business.

    To add a new questionairre click on the yellow Add New button to the top right of the screen, or use the pencil icon or trash can to delete one.

    Before setting out to add a new questionairre you will want to ensure that you have completed any necessary rating criteria preparations as necessary (See Rating Criteria below).

    Each Section in a questionairre may contain as many questions as necessary and each section will be either based on questions that are score value marked or comments only.

    Score Value Sections deliver quantitive numerical results.  Comment based Sections deliver qualitative results that must be read to be understood.  That said, questions posed in Score Value Sections whilst numerically scored can also have free text added under each score.  You may decide to use Score Value Sections throughout as they do contain the ability of the reviewers to add comments to their scores and save one final Comment Section of questions for the end of the review questionairre for general comments and feedback. The choice is yours.

    When adding a new questionairre please give it a readily understandable title so its intended department or review type is clear to those who may wish to select it.  Once you have completed the title you will be able to add a new Section to the questionairre; picking this new sections section type whilst doing so.  Once you have created a Section you can then expand the selection to begin the process of adding questions.

    Again, if you haven’t already created your sets of Rating Criteria’s you may want to do that before proceeding.  You can add a new Rating Criteria by clicking on the add new icon in the dropdown list.

    Once SAVED the form questionairre may be used across your business.  Those with the relevant permissions may go to the e-HR Admin main section in Administration and select the 360 Reviews area to create new 360 degree reviews.  From here it is also possible to create new questionairres to by using those that you have already designed you can select one of the questionairres, click NEXT, set a review name and add the employee that the questionairre will be about.  You may select the Anon.Review option to make the review anonymous so that the reviewed party won’t know who did the review; although they will be able to see the results in their own records.

    Once you’ve selected a target employee for the review you may add a Reviewer or many Reviewers; allowing you to even tselect the reviewee to do their own review. That might make for some interesting deltas to review!

    From there you can finish the planning which saves the review but doesn’t execute the business process to trigger it to start.  By pressing ‘Save and Make Live’ the 360 Review process is initiated.  The reviewee will be notified that they have a new 360 degree review to complete.  The reviewed party will have no idea that they are being reviewed until the evaluation has been completed at which point they will be notified so that they can quickly log in and review it themselves!

    Here is an example questionairre to show a typical layout of a 360 degree review whilst creating it;

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  • You may use as many sections as you like, and each section may contain as many questions as is necessary to achieve your review objectives.  Results are available in multiple forms; including reports and are attached directly to the reviewed parties e-HR record.  Remember, each section can have any one of your available Rating Criterias set against it; or it can be a section that holds free form text responses; you cannot mix them in the same section.  If you wish to have different rating criteria on questions that actually relate to the same section type then just break the section area into multiple parts calling the first Part A and the second Part B.  Design as you prefer.

    Reviewing parties and the reviewed parties also receive appropriate notifications during the entire process once a questionairre has been executed by the 360 Degree Review Process.  The reviewing party also gets updated in real-time in their ‘My World’, ‘My Workflow’ section that a new 360 degree review is waiting for them.

    Final Hint – it is usual when a line manager is doing the review for the review to be a named review rather than an anonymous review.  If asking peers to review each other then you may find it in your business interests to keep the reviews anonymous to protect the interests of all parties concerned.  Also, you should note that when a questionairre is ‘in flight’ and is being used by the process and any reviews are underway then you will be unable to edit it.  It would not be fair to move the goalposts during the game; so editing is locked out if any form is currently in an actively used state.  Once all pending reviews based on the questionairre in its current form are completed you will regain the ability to edit them.


Rating Criteria

Rating Criteria turn qualitative assessments like simple questions into questions that may be scored numerically. Here’s an example based on the questionairre used an an example (above);

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For the 3 answers in section 1 a total of 30 points were available as a perfect score. The combined net score is 5+7+6 (18). The Rating Criteria for this section of the questionairre was set up as follows;

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  • The critera was based on available scores of 1 through 10 (and actually spanned 2 x pages in the setup).  This is a good example of a shallow scoring criteria regime.  You may use a deeper scoring regime with a broader swathe of potential numerical answers for areas of your business that most affect your top line or bottom line.  This way, questions in a 360 degree review won’t end up giving an employee really good scores because they scored highly on personal traits yet poorly on sales performance.  In that case we’d use a shallower rating criteria on all questions in personal traits section and a broader range of potential scores in sales performance.  This way, areas of your business that need the most care and attention will directly affect the scoring results of the reviews and make it easier for you to identify the weaker employees in your team where it counts most for your business.

    Note ; when a scoring criteria is being used in anger on any 360 degree reviews which are ‘in flight’ then you will not be able to edit or change them.  Editing only becomes possible when no reviews remain ‘in progress’ in the system.

    To add a new set of scoring criteria click on the yellow Add New button.

    Give the new Rating Criteria an appropriate name so that when you elect to use it in a questionairre section that you may do so without confusing yourself.  The rating criteria title does not show in the 360 degree forms themselves; just the consituent elements of it does; so don’t worry about confusing your employee end users with your naming convention used in the Rating Title.

    With a Title set you may proceed to add new entries using the + Add button.  Add a name for this scoring element and its associated numerical value.  Try to avoid long names as they will clutter the reviewee forms and subsquent reports. Use short terms like Low, Med, High, Avg etc or stick to simple numbering where the name is the same as the value, for example, 1 as the name and 1 as the value.

Expense Manager

  • Description Type

    This is a dictionary where you may define the allowable expense types that you enable your employees to submit via the Expense Manager application.  The expense manager is an integral element of the e-HR suite but may be purchased standalone, as can Holidays and Timesheets Manager applications.

    By defining the types of expenses allowed you encourage your employees to submit only valid expenses and not to submit expense claims to the business that are not allowed.

    Some examples of expense description types that you may use may include, Tolls, Parking, Rail Fares, Accommodation, Meals (Breakfast), Meals (Lunch), Meals (Dinner), Entertainment, Hotel, Taxi and so on.

    Remember that each expense item should be accompanied by a photograph of the receipt/bill or a scan of the paper copy.  eReceipts received via email can be printed to jpeg/pdf and also attached easily to any expense claim.