Setting up an employee's tracking record

Shortcut/Mask: HREMET

Use the Employee Tracking (HREMET) window to enter an employee's tracking information such as skills test results, physical and chemical test results, supplemental information, equipment assignment, awards, and memberships.

The Tracking window contains the following tabs:

To set up a tracking record, complete these steps:

  1. Open the window by typing HREMET in the Search field and pressing Enter.

  2. Select Add .

    Note: To change the defaults for an existing record, select the employee ID you want to work with in the "Records" section.

  3. Review the following fields on the window header:

    Note: The window header consists of information fro m the Employee Master window. An employee must be previously defined in the Employee Master window before you can create records on this window. All the header fields are read only. However, the fields are enabled when in the Search mode for use as search criteria.

    • Entity: Displays the employee's entity ID from the Employee Master record. The entity code is used to identify security clearance.
    • Employee ID: Displays the employee's ID number from the Employee Master record. This is the primary identifier for an employee throughout Human Resources (HR) and Payroll.
    • SSN: Displays the employee's Social Security number from the Employee Master record.
    • Name: Displays the employee's name from the Employee Master record. This is system-defined based on the employee ID.
    • Type: Displays the employee's type from the Employee Master record. This is system-defined based on the employee ID.
    • HR: Displays the HR employment status code from the Employee Master record. This is system-defined based on the employee ID.
    • PY: Displays the employee's Payroll status from the Employee Master record. This is system-defined based on the employee ID.

  4. Complete the following fields on the Testing tab:

    • Action: Select the action or purpose for entering or modifying a record. 
    • Test Cd: Select a code that describes the test. Possible values are restricted to those defined in the Entity Specific Codes table.
    • Required: Select whether the employee test is required. 
    • Test Dt: Enter the date the test is available. 
    • Expiration Dt: Enter the expiration date of the test. 
    • Results Cd: Select a code that describes the test results. For example, pass, failed, etc. Possible values are restricted to those defined in the Entity Specific Codes table.
    • Test Results: Enter any additional data associated with the test results.
    • Confidential Results: Select whether the results from the test are confidential.
    • Misc: Enter any miscellaneous information associated with the employee's test. The first two fields are character, the third field is numeric, the next two fields are decimal, and the last is a date field.
    • Notes: Enter any miscellaneous notes associated with the employee's test.
    • User ID: Displays the ID of the user who last updated the record. 

    • Updated: Displays the date and time of the last update to the record.

      Note: The Physical and Chemical tab has two subtabs.

      Back to Top

  5. Complete the following fields on the Physical and Chemical tab:

    Note: Use the Physical and Chemical tab to store and track the results from physical and chemical testing.

    • Action: Select the action or purpose for entering or modifying a record.
    • Record No: Enter the record number associated with the physical or chemical test.
    • Contact: Enter the name of a contact person if available.
    • Phone: Enter the phone code, number, and extension of the contact person.
    • Notes: Enter any miscellaneous notes.
    • User ID: Displays the ID of the user who last updated the record.
    • Updated: Displays the date and time of the last update to the record.

  6. Complete the following fields on the Physical subtab:

    • Test Dt: Enter the date of the physical test.
    • Results Received: Select whether the physical test results have been received.
    • OK: Select whether the employee passed the physical test. 
    • Notification Dt: Enter the date the employee was notified of the physical test results.
    • Case No: Enter the physical test case number. 
    • Cost: Enter the cost of the physical test. 
    • Misc: Enter any miscellaneous data associated with the physical test. 
    • Type of Test: Enter the type of physical test administered to the employee.  
    • Comments: Enter any comments regarding the physical test. 

  7. Complete the following fields on the Chemical subtab:

    • Test Dt: Enter the date on which the chemical test was administered. 
    • Results Received: Select whether the chemical test results have been received. 
    • OK: Select whether the employee passed the chemical test. 
    • Notification Dt: Enter the date the employee was notified of the chemical test results. 
    • Case No: Enter the case number associated with the chemical test. 
    • Cost: Enter the cost associated with the chemical test. 
    • Misc: Enter any miscellaneous data associated with the chemical test. 
    • Type of Test: Enter the type of chemical test performed. 

    • Comments: Enter any specific comments associated with the chemical test.

      Back to Top

  8. Complete the following fields on the Supplemental Tracking tab:

    Note:  Use the Supplemental Tracking tab to record items needed for internal tracking purposes such as finger printing, tuberculosis (TB) testing, licensing, etc.

    • Action: Select the action or purpose for entering or modifying a record. 
    • Item Cd: Select the code that represents the tracking item associated with this entry. For example, select "HIPAA code" to track the Health Insurance Portability and Accountability Act (HIPAA) for an employee.
    • Track: Select whether tracking is to be associated with the item entry.
    • Track Dt: Enter the tracking date of the item. 
    • Expiration Dt: Enter the expiration date of the item. 
    • Misc: Enter any miscellaneous data associated with the tracking event. 
    • Misc Values: Enter any miscellaneous values associated with the item. 
    • Misc Dts: Enter any miscellaneous dates associated with the item. 
    • Notes: Enter any miscellaneous notes. 
    • User ID: Displays the ID of the user who last updated the record. 

    • Updated: Displays the date and time of the last update to the record.

      Back to Top

  9. Complete the following fields on the Equipment Checklist tab:

    Note: Use the Equipment Checklist tab to track various types of equipment assigned to an employee. You can monitor assigned equipment through the duration of an individual's employment.

    • Hire Dt: Displays the employee's hire date from the Employee Master record.
    • Term Dt: Displays the employee's termination date from the Employee Master record. 
    • Action: Select the action or purpose for entering or modifying a record. 
    • Equipment Cd: Select the equipment code that represents the type of item assigned to the employee. For example, desk keys, building keys, lap top computers, etc.
    • Assign Dt: Enter the date the equipment item was assigned to the employee. 
    • Return Dt: Enter the date the item was returned. Entry into this field triggers the selection of the Returned field. 
    • Detail: Enter any additional detail information associated with the equipment item.
    • No Code: Select a six-character descriptive code for the equipment. For example, select LCNPLT for a license plate.
    • No: Enter a number associated with the equipment code.
    • Return Code: Select whether the equipment needs to be returned.
    • Returned: Select whether the equipment has been returned.  If a return date exists, this field is system-defined but can be overridden.
    • Notes: Enter any miscellaneous notes. 
    • All Returned: Displays whether all assigned items have been returned by the employee upon completing the employee termination procedure. This field is system-defined based on the return date.
    • Updated By: Displays the ID of the user who last updated the record.

    • Updated: Displays the date and time of the last update to the record.

      Back to Top

  10. Complete the following fields on the Awards tab:

    Note: The Awards tab tracks employee awards such as service awards, bonus awards, etc. The types of awards are determined by user-defined codes.

    • Action: Select the action or purpose for entering or modifying a record. 
    • Award: Select the code associated with the employee's award.   
    • Award Dt: Enter the date the award was received. 
    • Recognition Dt: Enter the date the award was acknowledged.  
    • Next Award Dt: Enter the date the employee will receive their next award if applicable. 
    • Amount: Enter the amount of the award if it is of monetary value. 
    • Misc: Enter any miscellaneous data associated with the employee award. 
    • Notes: Enter any miscellaneous notes. 
    • User ID: Displays the ID of the user who last updated the record.

    • Updated: Displays the date and time of the last update to the record.

      Back to Top

  11. Complete the following fields on the Memberships tab:

    Note: Use the Memberships tab to track organizations that an employee is or was affiliated with.

    • Action: Select the action or purpose for entering or modifying a record. 
    • Organization: Enter the title of the organization associated with the employee's membership.  
    • Begin/End Dt: Enter the beginning and ending dates the employee was involved with the organization listed. 
    • Highest Office Held: Select the code that identifies the highest office held by the employee. For example, President, Vice-President, Treasurer, etc.  
    • Year Begin: Enter the year the employee assumed the highest office held. 
    • Year End: Enter the year the employee left the highest office held. 
    • Current Office Held: Enter a code that describes the current office being held by the employee. For example, President, Vice-President, Treasurer, etc.   
    • Year Begin: Enter the year the employee assumed the current office. 
    • Year End: Enter the year the employee is to leave the current office. 
    • Misc: Enter up to four fields of miscellaneous data associated with the employee membership. 
    • Notes: Enter any miscellaneous notes associated with the employee membership. 
    • User ID: Displays the ID of the user who last updated the record. 

    • Updated: Displays the date and time of the last update to the record.

      Back to Top

  12. Select Save Changes when your entries are complete.

    Result: You have added an employee tracking record.

Related Topics: