Overview
It is possible to submit changes to HR records in COINS with a date on which the change will take effect. A scheduled processing routine then applies these changes on the date they become effective. This allows HR staff to enter changes to the Personnel record as soon as they have the information.
A Change History enquiry shows a history of changes to the record.
Entering HR Change Requests
If a personnel record needs to be changed at some point in the future, you can enter the details of the change as a change request, and specify when the change is to take effect. A scheduled procedure will update the record on that date (see Processing Change Requests).
Go to the HR Change Request Workbench.
Click the link in the Full Name column for the person whose details you want to change.
Using the Add Type selector at the bottom of the screen, select the type of change you want to request, and click Add.
In the Effective Date field, enter the date on which you want the change to take effect. Optionally, enter a Reason for the change.
Add Change Request – Request Field Layout
If you enter an effective date in the past, or more than 30 days in the future, Coins ERP+ displays a warning.
Enter the details you want to change.
The fields available depend on the type of change.
Change Address – allows you to change the address, phone and email details, for the primary address or secondary address.
Contract Info – allows you to change the contract type, contract end date, and hours per week.
Organisation Info – allows you to change the location, department, and the director, supervisor, manager, and 'works to' person.
Work Info – allows you to change the job title and grade, notice and probation periods, employee class and payroll type.
Click Save.
Processing Change Requests
Process Change Requests can be scheduled to run periodically, such as daily or twice a day. This processes all outstanding updates that are effective at the time it is run, and updates the personnel records accordingly.
Enquiring on Change Requests
HR Change Request Workbench
The HR Change Request Workbench shows the numbers of pending, approved, rejected and completed change requests of all types for the person.
Change Request Workbench
When you click the link in the Full Name column, the HR Change Requests screen shows all the change requests for that person.
A Named Filter allows you to filter by Request Type.
Personnel History
On the Personnel Workbench summary screen, a menu tab, labelled History, includes two options: the existing Employment History, and a new Change History, which shows details of the change requests for that person.