2019 Winter Release

Scope of Services “User’s Perspective”Permanent link for this heading

The Fabasoft Personnel File provides the functionality that is described in the following chapters.

Personnel Files (Dashboard)Permanent link for this heading

The personnel files dashboard provides the access point to the personnel file for end-users. When a user receives access rights to a personal file shelf, a dashboard is automatically created and put on the user’s “Home”. If the access rights are deprived, also the dashboard is removed.

Personnel File ShelfPermanent link for this heading

The personnel file shelf is based on a personnel file configuration, but the defined settings can be overwritten or extended. The personnel file shelf is used to manage the personnel files and to specify the access rights.

Personnel FilePermanent link for this heading

A personnel file is assigned to a person who is standing in an upright employment relationship with the company or will be or has been in such employment relationship.

Besides the possibility to enter metadata, documents can be stored in a personnel file. Additionally, PDF overviews that may contain a dynamically computed watermark can be generated for personnel files.

Use Case

Description

Creating a personnel file

The personnel file is stored in the personnel file shelf.

Importing personnel files

Personnel files can be imported and updated using a CSV file.

Opening a personnel file

The most important metadata is displayed and the personnel file folders containing the documents are accessible.

Editing the master data of a personnel file

The metadata of a personnel file is editable.

Reassign a personnel file

Personnel files can be moved from one personnel file shelf to another.

Closing a personnel file

Personnel files with a defined separation date can be closed. After closing the personnel file, no further changes are possible (applies to master data and documents).

Removing the “Closed” state

The “Closed” state of a personnel file can be removed again.

Canceling a personnel file

Canceled personnel files are still accessible.

Restoring a personnel file

Canceled personnel files can be restored.

Deleting a personnel file

Canceled personnel files including the assigned documents can be permanently deleted, if no retention rules are violated.

Generating a PDF overview of a personnel file

The generated PDF document contains metadata of a personnel file and the contents of the assigned documents.

Generating a PDF list of contents of a personnel file

The generated PDF document contains metadata of a personnel file and a list of contents of the assigned documents.

Defining a retention period for a personnel file

Personnel files cannot be deleted within the retention period. The retention period can be defined differently for subordinated objects based on the category.

Granting temporary access to a personnel file

A user gets access to the personnel file for a defined timespan.

Displaying the history of a personnel file

The changes of a personnel file are displayed.

Displaying the master data of an employee in SAP

A link to the SAP transaction PA30 is opened.

Sending a hyperlink to a personnel file

An e-mail with a hyperlink to the personnel file can be sent.

Personnel File FolderPermanent link for this heading

Personnel file folders are used for structuring personnel files. Besides the predefined folders that are defined in the personnel file shelf additional personnel file folders can be created.

Use Case

Description

Creating a personnel file folder

A personnel file folder corresponds to a standard folder that can be used to store documents.

Editing the metadata of a personnel file folder

The metadata of a personnel file folder is editable. To categorize the assigned documents the categories that are defined in the personnel file folder are available.

Canceling a personnel file folder

Canceled personnel file folders are still accessible. Predefined personnel file folders cannot be canceled or deleted.

Deleting a personnel file folder

Canceled personnel file folders can be permanently deleted, if no retention rules are violated.

Displaying the history of a personnel file folder

The changes of a personnel file folder are displayed.

Documents of a Personnel FilePermanent link for this heading

Documents in a personnel file are stored in personnel file folders in a structured way.

Several possibilities are available to store documents: create, upload, scan or pre-capture a document.

Use Case

Description

Creating a document

The document is stored in the personnel file folder and can be opened with a double-click in the corresponding third-party product.

Editing a document

The document can be edited with the corresponding third-party product. For Microsoft Word the metadata of the personnel file are available as updateable fields.

Uploading a document

Files can be imported via drag and drop, via the shortcuts Ctrl + C and Ctrl + V or via the menu command “Tools” > “Upload”. Depending on the web browser not all possibilities may be available.

Scanning a document

Paper documents can be scanned and imported directly on the workstation utilizing the clipboard.

Pre-capturing a document

Paper documents can be scanned and assigned automatically to the corresponding personnel file. The assignment is carried out with a barcode that must be entered in the scan dialog. An empty document is created at once. As soon as the document is scanned the content is taken over in the document.

Signing a document

Documents can be signed manually.

Defining the validity of a document

Documents that need to be renewed recurrently can be provided with validity.

Canceling a document

The document is canceled and moved from the current personnel file folder to the “Canceled Documents” list.

Deleting a canceled document

Canceled documents can be permanently deleted by authorized users, if no retention rules are violated.

Replacing a document

A document with state “In Progress” can be replaced with another document.

Opening a document

The document can be edited in the corresponding third-party product.

Editing metadata of a document

The metadata of a document is editable.

Registering documents automatically

Documents that are already in the system can be registered to personnel files using a CSV file.

Classifying a document

In conjunction with Mindbreeze InSpire, documents can be automatically classified and metadata can be extracted.

Note: The classification and metadata extraction is provided by Mindbreeze InSpire. This appliance must be purchased separately.

Registering a document

The document is assigned to a personnel file.

Re-registering a document

The document is moved within a personnel file shelf from one personnel file to another or from a personnel file folder to another.

Using the processing state

Each document has a processing state: In Progress, Closed, Replaced, Canceled

Displaying the history of a document

The changes of the document are displayed.

Sending a hyperlink to a document

An e-mail with a hyperlink to the document can be sent.

Sending a file

An e-mail with the attached document can be sent.

Business Case ShelfPermanent link for this heading

In a business case shelf, business cases and documents are managed, which are not assigned to a single personnel file. Bulk documents can be used to generate and store individual documents for each personnel file.

Use Case

Description

Using bulk documents

A bulk document can contain several documents (also of different types). One document in the bulk document can be defined as the main document. In addition, personnel files can be specified for which personalized personnel file documents can be generated from the bulk document.

Skills ManagementPermanent link for this heading

The skills management allows you to manage qualifications (target and actual), job descriptions and role descriptions. In addition, overviews of missing qualifications of employees can be generated.

Note: The skills management must be licensed separately.

Use Case

Description

Managing qualifications

Qualifications can be assigned to position descriptions, role descriptions and positions (target state). Acquired qualifications can be assigned to personnel files (actual state).

Managing job descriptions

A job description is used to determine the tasks and responsibilities of an employee. In addition, the qualifications required for the position are defined.

Managing role descriptions

A roles description is used to determine the tasks and responsibilities of an employee independent of the position (e.g. first responder). In addition, the qualifications required for the role are defined.

Managing the organizational structure

The organizational structure consists of organizational units and positions.

Showing missing qualifications

Due to the difference between the actual qualifications (defined in the personnel file) and the target qualifications (defined in the positions), the missing qualifications can be determined for the individual employees.

Checking job descriptions

Job descriptions must be regularly reviewed by the skills manager in co-operation with the supervisor, with regard to the tasks, powers and qualifications. This is supported by workflow activities.

SAP IntegrationPermanent link for this heading

The SAP integration allows the connection between SAP and the Fabasoft Personnel File.

Use Case

Description

Creating a data set for the information type 9600

The linking of HR master data in SAP with a personnel file is carried out with an own information type 9600 “Fabasoft Personnel File”.

Managing links to personnel files

The link can be used to create, open and synchronize personnel files starting from the SAP GUI.

Storing payslips

SAP-generated payslips can be automatically stored in the respective personnel file.

Export and import of the organizational structure

A CSV file describing the organizational structure can be generated from the organizational chart and employee master data available in SAP. The organizational structure can be transferred using the import mechanism of the Fabasoft Personnel File.

Follow-upPermanent link for this heading

A follow-up can be defined for personnel files and documents.

Use Case

Description

Defining a follow-up

The defined users get a follow-up e-mail or a process is started when the follow-up deadline is reached.

Defining an automatic follow-up

The defined users get a follow-up e-mail or a process is started when the follow-up deadline is reached.

Managing follow-ups

The user can edit the list of all follow-ups.

NotificationsPermanent link for this heading

For personnel files, personnel file folders and documents a notification can be defined.

Use Case

Description

Activating a notification

Depending on the notification settings the user is informed about relevant changes.

Managing notification settings

The user can change the notification settings.

ReportsPermanent link for this heading

Reports can be generated based on predefined report templates. Dynamic analysis can be realized by using search folders.

Use Case

Description

Creating a report

The content of the report can be defined.

SearchPermanent link for this heading

Finding instead of searching. Enjoy the benefits of an intuitive full-text search.

Use Case

Description

Searching

The integrated full-text search allows you to find quickly the desired information. Actions can be performed directly on the search result.

When searching the access rights are taken into account. Only hits are displayed that can be accessed by the respective user.