WFM UK: HR: Setting Up and Managing Assets

Objective

Assets can be physical, such as phones or uniforms, or employment-related memberships that may be funded by the business and will therefore incur a cost if not cancelled. Unreturned Assets can increase the costs to a business. 

It is recommended that Super User Logins are also created as an Asset Type and recorded to ensure passwords are changed when an employee leaves.

This article explains the best practice process on setting up and managing assets within Workforce Management.

Asset Types 

The following article explains how to create Asset Types.
WFM - Creating Asset Types


Global Setting

To receive an alert that an asset should be returned when a termination is entered, the Global Setting in the HR module needs to be enabled.

This serves as a reminder that an asset needs to be returned by the employee, but can also be used as a reminder to cancel employment-related memberships.

To do so:

• Go to HR > Administration > Global settings > Termination Analysis 
• If the employee has unreturned Assets, select Disallow Termination 

This will stop the employee from being terminated. 

If entering a termination date in advance, the Termination Checklist should also be utilised to ensure physical assets are recorded to be returned on the employee’s final day.

Termination Checklist

The Termination checklist should be updated to include ‘Asset Returned on Last Day’.
The following article explains how to do this.

How to: Create Joining and Termination Checklists

Recording Assets

The article below explains how to record assets against employees.
WFM - Recording Assets for Employees

Returning Assets

Without Global Setting enabled

Once the Asset has been returned by the employee, a ‘Returned Date’ can be entered in the Asset within the employee’s record.
 

• Go to employee’s record > Employee info > Asset Management

Notes can also be added.


With Global setting enabled

If the Global Setting is enabled to disallow termination of the employee, and terminations are entered in advance, the Termination Checklist should be used as part of the process for terminating employees. A returned date will need to be entered in the Asset to enable the employee to be terminated.


Best Practice

The following best practice should be included in all system training to ensure the functionality is used effectively:
 

• Enable the Global Setting to create an alert on termination that an Asset needs to be returned
• If the Asset will still be in use until the employee’s last day of employment, the returned date should be entered as their last day and a note added that the Asset is to be returned then. The employee can then be terminated ahead of their last day and will not be available to be scheduled on the Rota.
• Once the Asset is returned on the employee's last day, this should be recorded in the Termination Checklist

To access the Termination Checklist:
 

• Go to employee's HR Record > Employee Info > Termination Details

A link to the Termination Checklist will be displayed in the top right and is in red if not completed, as displayed in Fig.1.

Once all items have been completed, the link with turn green.

Reporting on Termination Checklist Items
 

• Go to HR > Reports > View reports > Checklist

To check former employees only, a custom report can be built and an Excel 'Vlookup' run to combine the two.

To do so:

• Go to HR > Reports > Customised Reports > Create Template
• Chose Employee Details Report from the Report Type drop-down and then select Save
• From the Report Group drop-down, select Employee Work Details
• If only former employees are required, using the Employee Number and Status fields, set the condition to = 
• Save the Template once complete