HR Management
Introduction
The HR Management Plugin allows you to manage time off among your employees from within Rock. It includes features to automatically allocate time off based off of the years the employee has worked at your organization, the type of employee they are, and how many hours they work.
Overview
Bundled into the HR Management Plugin are several new components that work together to manage time off. Let’s take a look at these components.
PTO Types – These are various types of time off that you can take. E.G. Sick Time, Vacation, Ministry, Sabbatical, Bereavement, etc.
PTO Allocations – These are an individual’s budget of hours that they can make PTO Requests off of. These can be a yearly allowance of vacation time, for example, or a special 8 hour allocation only available on a staff member’s birthday month.
PTO Tiers – Different staff members may have different allowances of time off each year, for example a senior pastor may have more PTO days than a data entry intern. We divide these groupings of staff members into Tiers
PTO Brackets – Most churches will have PTO set up so that the longer you’re on staff the more PTO you get each year. In our plugin, each Tier is broken down into Brackets, which represent a time period with a shared PTO allotment each year. For example, a Blue Tier might have a 1-5 Year Bracket, a 5-10 Year Bracket,and a 10+ Years Bracket.
SETUP
Setting up your PTO Types
Log in to your Rock instance, and go to Intranet > Office Information > HR Management > PTO Configuration > PTO Types
Add any PTO Types that your organization uses. Any colors that you configure will be used on the PTO Calendar.
Setting up Your PTO Tiers
Log in to your Rock instance, and go to Intranet > Office Information > HR Management > PTO Configuration > PTO Tiers
Click the Plus button in the upper right hand corner:
Fill out a name and description for your tier
For each tier, fill out the available brackets:
Click the plus button on the brackets grid:
Fill out the minimum and maximum years on staff for the bracket along with the default amount of hours of each PTO Type allocated for the bracket:
Click Save. Repeat until you have filled out all the brackets you use:
Repeat for every Tier.
Filling out your person attribute values
Next, you’ll need to fill out some HR Information for each staff member:
Navigate to each staff person’s profile page and click the new Human Resources tab
Update the following attributes:
Supervisor
PTO Tier
Hire Date
Fire Date
Configuring the Process PTO Allocation Job
Next, you’ll need to configure the Process PTO Allocation Job. This job will automatically generate upcoming or current PTO Allocations for staff by looking at their hire date and PTO Tier, finding their corresponding PTO Bracket, and generating PTO Allocations based on the bracket’s configuration.
Fire Date Attribute / Hire Date Attribute: By default these are the attributes included in the plugin, but they can be modified to point to existing attributes you might have. The job uses these to determine if a person is currently on staff
New Allocation Status: The status of any generated allocations. If you’d like to review them before they go into affect, leave this on Pending.
PTO Types: These are the PTO Types that will be generated by the job. If you plan to have any be manually entered only, be sure to uncheck them here.
Days Back: By default this job generates missing allocations for the current fiscal year, based off of the new Fiscal Year Start Date Global attribute. This attribute allows you to generate allocations ahead of the fiscal year starting. For example, if set to 7, new allocations will be generated for a fiscal year a week before it starts, leaving time for admins to review them.
Update Allocation Status: In addition to generating new allocations, this job also updates existing allocations. Any pending allocations that have started will be marked as active, and any allocations with an end date that has past will be marked inactive.
Year Offset: If your staff don’t receive time off immediately but offset it by a year, enter the offset here.
Person Hours Per Week Worked Attribute: If you have an attribute in Rock that specifies the hours a person works a week, specify it here. The job will use that attribute in tandem with the Hours Per Week one detailed below to calculate the current amount of time off.
Hours Per Week: Enter your default full-time hours per week here.
Plugin features
Human Resources Tab
On the Person Profile page, there is now a new Human Resources tab
PTO Request List: This is a list of all PTO Requests, viewable by the profile’s person, their supervisor, and people with Edit access to the block ( Human Resources Administration and Rock Administration by default). From here you can view PTO Requests, as well as add, edit, and delete them.
PTO Allocation List: Here you can view a list of all PTO Allocations, viewable by the profile’s person, their supervisor, and people with Edit access to the block ( Human Resources Administration and Rock Administration by default). From here you can view PTO Allocations, as well as add, edit, and delete them.
PTO Timesheet: Here you can see all active and pending allocations, the time allocated for each one, how much time has been used, and how much remains available. This is viewable by the profile’s person, their supervisor, and people with Edit access to the block ( Human Resources Administration and Rock Administration by default).
Human Resources Attributes: Here you can modify any person attributes related to Human Resources. This is viewable only to Human Resources Administration and Rock Administration by default.
Adding a PTO Request
To add a PTO Request, navigate to your personal Human Resources tab and click the + button on the PTO Request List. You’ll be presented with the screen below. A PTO Allocation has already been selected to demonstrate how it’s formatted in the dropdown list.
Once you’re done, hit the Submit Request button. The workflow will validate the request and display a warning if there are any errors encountered. If the request is valid, it is added to the person’s profile as a pending request and their supervisor is notified. If they do not have a supervisor, the HR Admin team is notified. To simplify calculating remaining hours, an entry is created for each unique day.
Modifying a PTO Request
To modify a PTO Request, navigate to your personal Human Resources tab and click the request you’d like to modify on the PTO Request List. You’ll be presented with the screen below.
Click the Modify Request button, and you’ll be presented with this page:
Once you’re done, hit the Submit Changes button. The workflow will validate the request and display a warning if there are any errors encountered. If the request is valid, it is added to the person’s profile as a pending request and their supervisor is notified. If they do not have a supervisor, the HR Admin team is notified.
Cancelling a PTO Request
To cancel a PTO Request, navigate to your personal Human Resources tab and click the request you’d like to cancel on the PTO Request List. You’ll be presented with the screen below.
Click the Cancel Request button, and you’ll be presented with this page. Alternatively, clicking the Delete button on the relevant row in the PTO Request List will also take you to this page:
Fill out a short reason for cancellation, then click either Cancel Request or Cancel Request & Notify Supervisor. Choosing the latter will send an email to the user’s supervisor with the reason for cancellation. After cancelling, you’ll be taken back to the Human Resources tab, where you can see the newly cancelled item:
Approving a PTO Request
To approve a PTO Request, navigate to the relevant person’s Human Resources tab and click the request you’d like to approve on the PTO Request List. If you have authorization to approve this person’s requests, you’ll be presented with the screen below.
Click the Review Request button, and you’ll be presented with this page:
Update the Approval State and any other items that need changing, then click the Submit button. The request will be updated and an email sent to the relevant person.
PTO Allocation Detail
If a person needs a PTO Allocation manually added or modified, click either the + button or the relevant line on their PTO Allocation List on the Human Resources tab. From here you can modify details about allocations.
PTO Allocations (HR Management Page)
Under Intranet > Office Information > HR Management, there’s a page called PTO Allocations. This page lists out all allocations, sortable and filterable as you wish. This is useful when you have a job that automatically creates Pending allocations, so that the HR Management team can review them before they go into affect.
PTO Requests (HR Management Page)
Under Intranet > Office Information > HR Management, there’s a page called PTO Requests. This page lists out all requests, sortable and filterable as you wish.
Employee List (HR Management Page)
Under Intranet > Office Information > HR Management, there’s a page called Employee List. This page lists out all employees, along with their allocations for the year.
PTO Calendar (HR Management Page)
Under Intranet > Office Information > HR Management, there’s a page called PTO Calendar. This page lists out all requests in a calendar format. Requests are shown in the configured color for their PTO Type, or grey if a color is not configured. Clicking on a request brings up more details, as well as a link to modify it.
