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Table of contents
CHAPTER 4 – ADVANCED FUNCTIONS
Employees Management
Create Individual employee
Individual employees available information
Individual employees edit
Supervised Change request
Employees List Editor
To add new employees:
Display
Print
Export
There are several tools available to ensure the input as well as the maintenance of the employees list.
We explored in chapter 1 the employee importation procedures from an Excel file. This method is the simplest and most natural for the uninitiated C-surance.ca user to input the new employees in the data base.
Two other tools are available to make it possible to input the new employees or, to make modifications. Mass employee changes is a very particular activity associated the management of employees in group insurance. MDI thus created tools specialized to simplify and optimize with a minimum of effort, the specific operations to this profession.
Click on the button to individually create each new employee file. An “Employee File” screen will then be displayed to enable the input of information. This screen will allow a maximum of control on the contents of the each field to be inputted. The red boxes represent compulsory fields needed to insure integrity of processes and calculation. The yellow boxes are optional but strongly recommended fields.
To insure proper movement maintenance you will need to click on the + button to edit the bottom portion of this screen. Once you will have clicked on the +, the system will prompt you with an “Effective date” as well as a “Raison”.
The input fields are contextual with the preceding inputs. For example: only the benefits activated in the project or the contracts will be available for status input in the employee file. When a file is created, you can access the file directly by double-clicking on the selected employee from the “List of the employees”.
By either clicking on the button or the right mouse click the user can access a list of available reports or modules.
These options will be base on the actual role and authorization of the user. Please feel free to explore these various options available.
Once an employee is created you can edit each member’s file information.
To do so simply double click on the members’ file and then modify the needed fields.
To insure proper calculation of self administration activities, C-surance.ca allows for event management and will keep historical information of changes.
To insure proper calculation of changes, you will need to create individual events every time changes are required.
To do so you will need to click on the button, insure proper dating and select object of modification.
You will then be allowed to make the needed changes.
Once these changes are made, you are invited to click on the calculation button to get instant calculation of the requested changes.
The user is invited to validate the new calculation as to insure that the system is processing the expected changes. This should help prevent human errors.
Click on the button to access a specialized module and allow the massive edit of employees. The employee editor was created to respond to particular maintenance issues related to managing group insurance.
The employee editor is a utility tool that allows block of employees’ data to be changed. When you call this editor, the system will propose to import the list of the employees of the principal and active base into the editor.
A screen of selection will propose various options of importation but will suggest by default, the importation of “Table of employees from C-surance.ca”.
It will then need only to click on “Next”.
The employee files information will be transferred in the Editor module.
The list of employees Editor offers a series of tools and functionalities which are important to discover.
First, since the system can save (according to active options and the selected level of power) the history of the changes, it is necessary to identify the type of changes. By the same token make sure to check the input and effective dates.
By default, the system will define the list of the fields which are displayed for this edit function. The benefits selected in the project or the contract will automatically define the fields of benefits which will be displayed.
The option gives the operator the liberty of selecting the list of the fields needed for his particular task.
A simple screen makes it possible to select each needed field.
The right-hand side button will make it possible to import from the C-surance.ca bank the most recent standard “templates” to facilitate the automatic selection of viewable fields.
The operator can sort (in ascending or decreasing order) the list according to any field available by clicking on the title.
EXCEL IMPORTATION
To add new employees, it is possible to import from external file a list of employees. An import menu will be displayed to select the file to be imported. If an Excel “template” need to be used, it will be possible to import it on its local disc while clicking on the button .
MANUAL INPUT
To add new employees on the list, there are 2 methods:
1. To use the + before each addition or
2. Check the option which will automate the process.
To delete an employee, button X should be used .
N.B.: An employee who was imported from the active data base cannot be removed. He will be eliminated from the list in the editor but not in the active list. Only a new employee created in the current work session can be deleted.
DEFAULT VALUES:
The operator can input individually each field of information or better, use the automatic default values creator.
Two options are available:
1. Allows for selection of a line of information as default value.
2. The selection of the middle button of the following series will make it possible to access a list of the default values which are available to activate the required values.
MDI provides default values automatically for each of the five (5) the basic status. It will thus be enough to select the desired plan and to click on the activate button.
If the suggested values are not appropriate to you, you can at will modify them by editing directly in this table the values necessary.
You can create your own default values banks and add them to the current list. To do so, you must input in the various fields the default values of the selected employees then press on the first button of the series .
SUPPLEMENT INCOMPLETE FILES:
When one import data, from an external files; it is possible that the imported information might not contain all the needed data. For example: benefit status, Division, Class, Employment starting Date, etc
You can:
1. Manually input the redundant information or,
2. Use the default values functions which were defined in the preceding operation.
To use the default values and to apply them to existing files, you will be able to then capitalize on the series of following buttons:
By clicking on the first button, you activate the “Insertion of default value in the empty fields” function.
Automatically, you will note that various buttons are deactivated whereas the four (4) others of the series are activated.
Now that the option is activated, you can select the targeted employees:
1. Manually and individually. It will be necessary to keep the Ctrl key pressed and to click on the target files.
2. By using the second button of the series to select ALL the files while the third will unselect them all.
After having identified the files, you will need only to click on the last button so that the module fills the empty fields with the values defined in your default bank of values.
To deactivate the function, the fourth button will have to be used.
Caution: it will be necessary to be careful during the use of this automatic functionality. Remember that the system will fill all the empty fields with each selected file. The changes will be made without distinction or human judgement. If you have very precise fields to fill, ensure you to create the specific values.
You can use the sorting of the fields to facilitate the targeting of your files.
You can use the “Lock” button to fix the first display fields which will be locked in place while you move to the farther right fields.
By selecting the “Print” button, the system will enable you to print relevant information.
The button will give you various export options:
Ø Into C-Surance:
Ø Export your improved information back in the active data base and create an event changes.
Ø In Excel files:
· Only posted Information
· All available Information
Ø In a PDF Acrobat file
When you export the data back into Allegroupe, a validation module make sure to sort out files that could represent special situations:
Ø where information are similar or identical to an already existing file;
Ø will present the files for which a movement was recorded;
Ø will present the new files which will be added.
To consult the legend with the bottom of the screen to identify the actions that will be taken.
A report of evolution will make it possible to obtain the results of the process.
or of evolution will make it possible to obtain the results of the process.
