We are pleased to announce the release of SharedHR 7.17! Outlined below is important information regarding updates to SharedHR’s features, which reflect our commitment to providing current tools, information and resources to assist our clients in managing their HR function. Some of these enhancements are not applicable to our Toolkit subscribers, but we wanted to let you know how the SharedHR technology is being enhanced should you decide to upgrade your capabilities from those offered by the Toolkit.
This notification is intended for SharedHR Administrators, Super Managers, and business owners. Please forward this communication to anyone else in your organization that may be interested. The following topics are covered:
· Manage Automatic Notifications
· The To Do List
· New Event Log Report
· Changes to the Manage Benefit Offerings Screen
· New and Updated Forms and Documents in the Document Library
Manage Automatic Notifications
The Automatic Notifications feature sends an email to designated recipients to inform them of employee events and reporting deadlines. Previously, all clients who elected to receive notifications received all notifications at set intervals to static recipients. These can now be managed and customized by SharedHR Administrators in the Manage Automatic Notifications screen found under Administration Tools. If you do not see Manage Automatic Notifications listed in SharedHR, please contact us at Client Services to have this feature turned on for your company.
In the next week, you will receive an email outlining more specifically how each of these alerts will work from your Client Services Manager. This will be sent to SharedHR Administrators.
Available Automatic Notifications are:
- Anniversary
- Benefits Eligibility
- Birthday
- EEO-1 Report
- I-9 Expiration
- IRS Form 5500 Filing(s)
- Return from Leave of Absence
- Company News Alert
- Open Enrollment
- OSHA 300 Report
- Performance Review
- Paid Time Off Max Accrual
- Paid Time Off Negative Balance
- Training & Certification
- Update Personal Data
Each notification can be activated individually. By default, the Anniversary, Birthday, Return from Leave of Absence, and Performance Reviews notifications are marked as “active” to ensure that you continue to receive email alerts that you have already been receiving.
There has been no change to the Automatic Notification of Employee Self-Service Data Updates.
The To Do List
Companies who are using the Online Time Off Request, Approval, Record Tool that was part of our last release already see the To Do List on the Home Page of SharedHR. The To Do List has now been expanded to include action items triggered by Automatic Notifications.
If you would like more information about the Online Time Off Request, Approval, Record Tool, please contact Client Services.
The following Automatic Notifications will prompt To Do List items for the Recipient (Administrator(s), User Group Managers, or Department Managers) if the notification is marked as active in the set up screen:
- Anniversary
- Benefits Eligibility
- Birthday
- EEO-1 Report
- I-9 Expiration
- IRS Form 5500 Filings
- Open Enrollment
- OSHA 300 Report
- Performance Review Due
- Return from Leave of Absence
- Training & Certification Expiration
Additionally, Custom Alerts will go on to your To Do List by default.
The following notifications will prompt a To Do List item to be added for the employee if the notification is marked as active and the employee is selected to receive a copy of the notification in the set up screen:
- Benefits Eligibility
- I-9 Expiration
- Training & Certification Expiration
- Update Personal Data
You have two options for removing an item from your To Do List: Completed (clears the item from all Recipients’ lists) or Ignore (removes the item from your list only). When an employee marks a To Do List item as Completed or Ignore, it will not affect the Administrators or Manager’s To Do List item in any way.
New Event Log Report
The Event Log Report provides Administrators with information related to missing employee data used by the Automatic Notifications engine. It also includes a listing of employees who have reached their Paid Time Off cap or have negative Paid Time Off balances.
Changes to Benefits
Two fields have been added to the “Plans” tab of the Manage Benefit Offerings screen. The first is a checkbox that indicates whether a benefit plan is subject to IRS 5500 Form filing (this is used by the new Automatic Notifications feature). If you have questions about whether this applies to any of your benefit plans, please contact your broker.
SharedHR Administrators can now assign Plans to Document Groups directly from the “Plans” tab of Manage Benefit Offerings. Simply use the control and shift keys to select the Document Group(s) for which the Plan is available, and the Plan Details will appear in the Benefits Summary for those Document Group(s) only.
Additionally, the benefits status in the employee file will now default to “Eligible but Waiting” for all new hires to prompt Administrators to input the “Anticipated Effected Date” (used by the Automatic Notifications feature).
New and Updated Forms and Documents in the Document Library
We have posted several new or updated forms and documents in the SharedHR Document Library. In the Manage Library Documents section of SharedHR, documents with a 8/1/09 date in either the Last Review Date or Last Upd Date column indicates that the SharedHR model is either new, or has been recently reviewed for sufficiency and/or updated. You can review new or updated versions of documents by clicking on the title.
Documents with a red date in the Last Upd Date column indicate that the SharedHR model is new or has been more recently updated than your current version. If you use a customized version (i.e. not a SharedHR standard document), you can review our new or updated model to see what differences exist that may need to be added to your current model.
If you need assistance with any of SharedHR’s newest features, please contact Client Services and we would be happy to help. From all of us at SharedHR, thank you for choosing our technology to support your business needs.