SIRFE Extract

HR Record

 

Introduction to the Human Resource Record

 

The HR Record set of options allows you to create and maintain all aspects of an employee’s personal and payroll information. The HR Record entry screens are displayed as distinct menu headings, with corresponding options within each menu structure. The employee’s record you are maintaining, is displayed at the top of the screen, in addition to their status, optional alert and the function you are presently using. You may only perform functions on one employee record at a time.

 

Standard Buttons

 

The Standard Buttons, described below are available on the HR Record screens. (Note: Not all of them are available in some screens).

Button Description
  The button allows you to create a new record.
  The button allows you to maintain the highlighted record.
  The button allows you to remove the highlighted record.
  The button allows you to view the highlighted record.
  The button allows you to hide from view any notes that have been created.
  The button allows you to display any notes that have been created.
  The button allows you to create and maintain notes for a highlighted record.
  The button allows you to create and maintain a diary item for the highlighted record.
  The button allows you to link any document to any employee’s record. The document should exist on a central server otherwise users will not be able access one another’s documentation. The number of attached documents is also displayed.
  If you have created User Defined fields this button will allow entry to the fields.

 

 

Standard Icons

 

The Standard Icons, described below are available on the HR Record screens:

Icon Description
  The icon will give you preview of the data displayed prior to printing.
  The icon will allow you to print the displayed data.
  The icon will launch the Select Employee screen.
  The icon will allow you to group data together as explained in Grouping Data function described in the HR Queries option.
  The icon will allow you to choose which fields are displayed as explained in Edit.
  If the Select Employee option has been selected and a search performed, this may have resulted in many employee records being retrieved e.g. all the employee’s whose surname is Smith. You may now be using a particular record and these icons will allow you to move forwards  and backwards  through the results of the Search.
  The icon will allow you to expand or collapse all the data displayed in conjunction with using the  icon and is as explained in + or -.

 

 

Standard Boxes

 

The Standard Boxes, described below are available on the HR Record screens:

Box Description
  If the field is ticked then the employee’s photograph will be displayed. This is dependant on the HR Parameters being set for using photographs.
  If the field is ticked then the HR menu options are displayed.
  If the field is ticked then the employee’s HR Card is displayed and the HR menu options are hidden from view.

 

 

 

 

 

HR Record

 

Credentials

The Credentials menu structure allows you to create and maintain employee details relating to staff development and S.I.R information.

 

S.I.R FE

This screen allows you to create a record for the employee to collect data required for the funding council return. The function is used on conjunction with the SIR Export (FE) on the PersonnelFunctions menu structure.

 

Creating a S.I.R FE Record

This screen is split over two tabs:

 

Employment

 

Exclude (<15hrs) will omit the employee from the SIR return if the hours worked are less than 15hrs per week.

Appointment Date and Leave Date for the employee may be recorded. The fields will default to the employee’s start and leave date with the institution if left blank – the default values can be seen at the top of the screen.

The employee’s Teaching Start Date should be entered.

Apportionment of Work for Direct contact with students, Direct Support and any Other Support entries, should be entered as a percentage value.

Enter the percentage of Fraction of Full-Time.

For English Colleges Delivery to 14-16 year oldsDelivery to 16-19’s should be entered.

For English Colleges CPD Hours Teaching and CPD Hours Other should be entered. These values will be calculated from the Employee’s training records if the appropriate flag has been ticked in SIR Parameter. The values calculated will be displayed in brackets after the field headings.

For Welsh Colleges Distribution of Work in FE and HE  for the employee should be entered.

Enter the EthnicityDisability and Employment Terms codes for the employee.

For English Colleges enter the Annual Pay and Support Staff Category code for the employee. The Annual Pay code is only requested if the appropriate flag is ticked within SIR Parameters.

For Welsh Colleges enter the Finance HeadEmployment Status and Cost Centre Group code for the employee. The Annual Pay code is only requested if the appropriate flag is ticked within SIR Parameters.

 

 

Credentials

 

For all Colleges, Highest QualificationTeaching and FE Qualifications 1, 2, 3, SLDD are required.

For English Colleges, Enrolled TeachingTeaching Qualification 4Qualified Teacher StatusSkills for LifeHighest Qualification and Main Subject are required for the employee.

Copy 

Selecting Copy allows for the creation of an exact duplicate of the original SIR record. This can be of use if the employee now has two contracts which you need to return separately. It avoids rekeying of data that is consistent between the two records.

 

 

 

 

Personnel Definitions

 

Standard Buttons

The Standard Buttons, described below are available on in Definitions.

Button Description
  If many codes are displayed within the option you can use the search button to retrieve only codes that match your search criteria. Enter the description of the codes you wish to search for and click the Search button.
  The button allows you to view the highlighted record.
  The button allows you to create a new record.
  The button allows you to maintain the highlighted record.
  The button allows you to remove the highlighted record.
  You may import new and amend existing codes and descriptions using this button. To use the function you must first create a csv file containing the codes and descriptions. Enter the pathname of the file and press the Import button. You will be asked to confirm the process.
  The button allows you to exit the function.
  This button allows you to toggle the Status field of the highlighted code between Active and Dormant

 

 

 

 

 

SIR – FE – English

 

Prog Area of Highest Qual

The Programme Area of Highest Qualification definition is provided to view, create, amend and delete SIR FE English codes to be used within SIR FE for a selected employee. The codes displayed are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

Prog Area of Main Subject

The Programme Area of Main Subject definition is provided to view, create , amend and delete SIR FE English codes to be used within SIR FE for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

Qualified Teacher Status

The Qualified Teacher Status definition is provided to view, create, amend and delete SIR FE English codes to be used within SIR FE for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

 

Support Staff Category

The Support Staff Category definition is provided to view, create, amend and delete SIR FE English codes to be used within SIR FE for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

SIR – FE

 

Annual Pay


The Annual Pay definitions is provided to view, create, amend and delete SIR FE codes, to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

Disability


The Disability definition is provided to view, create, amend and delete SIR FE codes to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

 

Terms of Employment

The Terms of Employment definition is provided to view, create, amend and delete SIR FE codes to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

Ethnicity

The Ethnicity definition is provided to view, create, amend and delete SIR FE codes to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

 

Highest Qualification


The Highest Qualification definition is provided to view, create, amend and delete SIR FE codes to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

SLDD Training


The SLDD Training definition is provided to view, create, amend and delete SIR FE codes, to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

Teacher Training


The Teacher Training definition is provided to view, create, amend and delete SIR FE codes, to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

Skills for Life


The Skills for Life definition is provided to view, create, amend and delete SIR FE codes, to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values can be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

 

SIR – FE Welsh

 

Cost Centre

The Cost Centre definition is provided to view, create, amend and delete SIR FE Welsh codes to be used within the SIR FE function for a selected employee.

To import a new set of codes supplied by Agresso, Create SIR Values should be run.

To import a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

 

Finance Record Head


The Finance Record Head definition is provided to view, create, amend and delete SIR FE Welsh codes to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council.

To import a new set of codes supplied by Agresso, Create SIR Values should be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

Employment Status


The Employment Status definition is provided to view, create, amend and delete SIR FE Welsh codes to be used within the SIR FE function for a selected employee. The codes shown are determined by the funding council and should not be amended, unless instructed by Distinction Systems.

To import a new set of codes supplied by the funding council or Distinction System, Create SIR Values should be run.

To produce a SIR file for return to the funding council, SIR Export FE should be run.

 

 

 

 

 

Personnel Functions

 

Create SIR Values

 

The Create SIR Values function is provided for the creation of code tables holding the Standard SIR Code values. The program will look at the details on the SIR tab in HR Parameters to see if the institute is Higher Education or Further Education, and the return is to the English or Welsh funding councils. The appropriate import screen will be displayed to the user. The code tables updated by this process can be further amended via maintenance options in Personnel Definitions.

 

 

 

SIR Export (FE)

 

The SIR Export (FE) function is provided for the creation of the annual SIR return for FE Colleges (Note: both English and Welsh).

You will be presented with a series of 6 pages of information to complete.

On Page 1, the submission type to be used is displayed. The system no longer supports the production of the Short return, therefore the user should click Next.

 

On Page 2 you are requested to enter the start Month of the submission year. The entry will normally be August. Once you have made your entry, click Next.

 

 

On Page 3 you are requested to enter the Year of the current submission. This will normally be the year prior to the current year. Once the year has been entered, click Next.

 

 

On Page 4 you are requested to enter the Reference of the submission. This should be in the format of XXYY, where XX is the two-digit year reference of the year in which the submission started, and YY is the two-digit reference of the year in which it finished, (e.g. 0405). Once you have entered the submission reference, click Next.

 

 

 

On Page 5 you are requested to select whether the creation of the SIR output is to be in a CSV file format. If the CSV option is not selected, the format of the SIR return is of a continuous string of numbers with nothing to separate each field. Once you have made your selection, click Next.

 

 

 

On Page 6 you are requested to enter the Filename (and Location) of the file to be created by the process. If CSV is ticked on Page 5, the Filename should be in the format of c:\xxxx.csv (Note: where xxxx is the filename).

If you are creating a file to be sent to the funding council, or to be checked via the funding council’s validation software, then the Filename will have to be as specified by the funding council. Once you have entered the Filename, click Finish. Confirm that you wish to proceed.

 

 

 

 

SIR FE Salaries

 

The Align QLS Staff File function is provided to flood the field Annual Pay in SIR, with a value based on the Employee’s Salary History.

The process is only available for English FE Colleges. It will interrogate each employee’s Salary History details, to find the employee’s salary at the date at the end of the SIR year, as defined in HR Parameters – SIR tab.

Click Run and confirm you wish to proceed.

 

 

The process will then update the employee’s SIR record as required.