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The organisation.
Structure
Recruitment Study
New Staff
A study of simple contracts and new starters.
Contracts
Learning and development
Learning
Recording time off
Time Off
Leaving work
Leaving
Managing cases
Cases
Information and reporting
Reporting
Administration Study
Log

  • Extra
  • Technical

General

The personal details on this page are fictitious and cannot be edited. This is to ensure that real information is not stored in the system. Also this section only simulates some of the HR systems steps that need to be done in a leavers process, the record is not actually closed so you can practice as many times as you like. Hint: Use Resignation as the reason for leaving so that you can get a standard letter.

  • The last day at work is literally the last day the person expects to come in to work.
  • The last day of service is the final day that the person will be employed. It is the last day the person will be paid for.

The system can produce a template letter if Resignation is selected as the reason for leaving.

When a person leaves it is necessary to check whether they are owed a payment in lieu of untaken annual leave or whether they have overtaken their leave. If you enter a negative figure in the appropriate box then the person will be notified of a pay recovery. If a positive number of days is entered then the person will be notified of a payment for leave outstanding. The resgnation letter will adjust itself accordingly.

When people leave it is quite useful to learn where they are going next. This can be quite important in cases when the organisation finds it has an undesirably high level of people leaving and there is a wish to take steps to understand what is happening and address it.

Extra

Error Checking
The last day at work must always be before or the same as the last day of service. If a mistake is made the system will issue an error message and refuse to proceed. This is just a simple way of helping protect against basic date logic errors being entered into the system.

Logic in Template Resignation Letter
The leavers letter adjusts itself depending on whether there be a deduction or a credit for annual leave in the final pay. This is just a bit of low level logic programmed into the letter generation module. Once the logic in letters is correct it can hopefully speed up tasks for administrators and reduce the amount of adjustment needed before the letters are sent.

Technical

Basic System Integration
The leaving work section gives an example of the value of an integrated system. When the person is leaving rather than having to look for such details as address and annual leave taken, these are all available on the screen for the administrator to view while processing the leaver.

Statistical Information
Entering the correct reason for leaving is actually very important. This will become clear later on when we look at reporting voluntary turnover (details of staff opting to leave the organisation). Also having an indication of where people go after they leave could help inform plans for retention, this is particularly important if it is noticed that a close competitor is luring staff away.

Access Management
Some organisations grant staff access to buildings with electronic id cards and access to business systems based on whether or not they are employed. With this in mind the last day of service entered in HR is a simple trigger to manage access control. If electronic systems are programmed correctly access can terminate automatically at the end of the last day of service at 23:59:59. In the digital age there really should not be a situation where administrators are preparing spreadsheets or lists of leavers and emailing them around. The information should really move between business systems electronically

Key Legislation Underpinning Employment Contracts

The Employment Rights Act 1996 underpins contracts of employment in the United Kingdom.

The terminolgy to use is a written statement of particulars of employment. This summarises the main particulars of the employment relationship and must according to the legislation be given within two months of the person's first day of service.

Whilst the law states two months it would actually be poor form to encourage a person to give up an existing job or prior state of affairs without actually presenting them with the contractual terms of their new role until two months after it has started. The law is quite flexible but if we are truly focused on the quality of the engagement with the prospective member of staff the written statement of particulars really should be issued as soon as possible after the decision to appoint has been made.

Issuing the written statement of particulars at the earliest point means the person is aware of what they being contracted to and can clarify any uncertainties before accepting. Starting a relationship in this manner where possible helps ensure a more harmonious contract.

The key aspects of a written statement of particulars are as follows:

  1. The names of the employer and employee.
  2. The title of the job which the employee is employed to do or a brief description of the work for which they are employed.
  3. Where the employment is not intended to be permanent, the period for which it is expected to continue.
  4. Either the place of work or, where the employee is required or permitted to work at various places, an indication of that and of the address of the employer.
  5. The date when the employment began.
  6. The date on which the employee’s period of continuous employment began (taking into account any employment with a previous employer which counts towards that period). The continuous employment date is often the same as the start date. Where it is earlier this may give the new starter certain employment rights that come with longer service.
  7. The scale or rate of remuneration/pay or the method of calculating this.
  8. The intervals at which remuneration is paid (that is, weekly, monthly or other specified intervals).
  9. Any terms and conditions relating to hours of work.
  10. Entitlement to holidays, including public holidays, and holiday pay.
  11. How incapacity for work due to sickness or injury will be handled, including any provision for sick pay.
  12. Pensions and pension schemes.
  13. The length of notice which the employee is obliged to give and entitled to receive to terminate his contract of employment.
  14. Any collective agreements which directly affect the terms and conditions of the employment. In large organisations trade unions negotiate with the employer on behalf of staff, the agreements they reach with the employer are called collective agreements.

Key to the Organisation Chart

An explanation of the symbols used

collapsed icon This icon represents a unit that has child units. Click it to see the child units.
expanded icon This icon means that a unit has its child units visible. Click to close the child units.
Unit name Click on a unit to get more information on it. If the unit has child units it will open a page showing them too.

Organisation structure details Clicking this icon takes you to some basic theory on organisation charts and structure.
collapse all button This button is Collapse All and when clicked closes all units that have been opened up.
expand all button This button is Expand All and when clicked opens all units so you will see every aspect of the tree.

Welcome to Learning in Small Bites

YouTube page

Welcome to the free website for people who want to learn about the technology used for keeping staffing details in offices. Using this site you can learn as much from the comfort of your arm chair as you could in two years at work. Here is your chance to practice with systems that you may only have heard about. Get a behind the scenes view of what happens with your information and how it is stored.

This site is aimed at people from school leaving age and above who may be interested in working with what are known as Human Resources (HR) information systems.

If we can help even one person to secure a job in HR or specialise in HR systems as a result of using our free development site then the creators of HRMISolutions and Learning in Small Bites will have achieved what we set out to do.

Prerequisites

You will get the best out of this site if you have:

  • A little experience of using a computer, a tablet or a smart phone.
  • A desire to help people to use less effort to achieve more.
  • An interest in office systems (don't worry if you are not sure at the start).

About

Leaving Work

In this section we will look what happens when a person decides to leave an organisation. We will look at some record keeping used in the leaving process.


Termination of Employment Screen

Name:   Known As:

Employee Number: 000

Post:

Address for correspondence:



Email Address:

AL Basic:   AL Carry Over:   AL Taken:   AL Balance:0
 

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