The Mode of Data Input is already chosen by the Referent/Delegate during the Preparation Period.
For all Modes of Data Input (Consolidated, By Unit, Mixed), data input can either be done manually or through Excel file upload.
*Important Note: Regardless of whether or not the perimeters have been validated during the Preparation Period, the referent/delegate must provide data for every perimeter (within their scope).
Process of downloading and filling data in Excel Sheet:
1. Excel File Download:
Excel files can be downloaded during the Preparation Period or Data Collection Period.
*Important Note: While downloading an Excel file, there can be one or several Excel sheets depending on the Mode of Data Input chosen.
A. Excel File download during the Preparation Period:
In the Preparation Period, under Step 3 Export, the referent/delegate can see the option to download the Excel files for all the perimeters that have been validated by him/her. (The number of Units and Mode of Data Input chosen by the referent/delegate will also appear)
1) Click on the Excel file.
2) Save(enregister) the Excel file in your system.
B. Excel File download during the Data Collection Period:
In the Data Collection Period, under Export, the referent/delegate can see the option to download the Excel files for all the perimeters whether or not they have been validated by him/her. (The number of Units and Mode of Data Input chosen by the referent/delegate during the Preparation Period will also appear)
1) Click on the Excel file.
2) Save(enregister) the Excel file in your system.
2. Filling the Excel File:
Open the saved Excel file and start to fill in the details.
At the bottom of the page, 4 Sections appear: Population Structure, Mobility, Training, Working Conditions
*Important Note: It is mandatory to input the data in light blue cells only for all 4 Sections. If you don’t have data for some cells, then please put <<0>> (zero) in that cell.
Please do not add any commas (,).
Once all the mandatory data has been added, please Save the file in your system.
Necessary instructions have also been mentioned in the Excel file to ease the data input process. (yellow highlighted part)
Process of Data Input during Data Collection Period in detail:
The Data Collection Period starts on 1st January of next year and ends on 22nd January.
1. Click on Data Collection Period.
You will now be able to see all your perimeters.
2. Click on the Data Input arrow to input data for each perimeter.
*Important Note: Under the Mandatory Evolution option, currently it shows as 0% in red because no data input has been done.
A list of all units of the selected perimeter will appear. (yellow highlighted part of the image below).
*Important Note: The below screen will only appear when the Mode of Data Input is either By unit or Mixed. If the Mode of Data Input is Consolidated, then the below screen will not appear (Step 4 image will directly appear if the Mode of Data Input is Consolidated).
3. Select the unit/hotel for which you wish to upload data by clicking on the Data Input arrow.
For all Modes of Data Input (Consolidated, By Unit, Mixed), you can either input the data manually or import the Excel file.
4. Click on Continue to Data Input to add the data manually (option 1)
OR
Click on Choose File to upload the Excel file and once the Excel file is imported, click on Import (option 2).
Choose the right file for the right perimeter. HR Data will refuse the file if it does not correspond to the selected perimeter.
5. The user needs to manually input the data on the below page that appears.
a) 4 Sections will appear on this page: Population Structure, Mobility, Training, and Working Conditions.
It is mandatory to input the data in all the cells for all 4 Sections.
b) In the case of Manual Input, the user needs to enter the data manually in all the cells of all 4 Sections.
If you don’t have data for some cells, then please put <<0>> (zero) in that cell.
Please do not add any commas (,).
If data was uploaded through an Excel file, then the values imported from that Excel file will appear in the respective cells.
The key user/delegate can make changes in the respective cells if needed.
c) You can upload some supporting documents by clicking on Choose file (example: proof of fatal workplace accidents)
d) Place the cursor over the magnifying glass to access further information.
e) Sometimes, information about the previous year appears.
f) Click on « Save » to save your input.
*Important Notes:
1)For the section Population Structure: The headcount is counted as the sum of the monthly headcount. This means that for each month that the employee has received at least one pay slip, he/she is counted as 1. Employees who have worked for the whole year are therefore counted as 12 and not 1. (i.e., Population structure must be filled in the cumulative number of months only).
For other sections, please put the data in numbers directly and not in cumulative months.
2) After clicking on Save, you might receive some blocking alerts. As long as those errors are not modified, the data cannot be saved.
You also can have some non-blocking alerts, inviting you to double-check the data as it is different from the standard.
You also have information about a significant difference (Gap) compared to the previous year (it is for your reference to double check your data that has been input. It is not blocking for save).
Once errors have been corrected, you may click on « save ».
Ensure that you fill in all 4 mandatory tabs.
In the end, you should have a status of 100%.
The below checking step will appear automatically only for Consolidated perimeters just after saving.
With Per unit and Mixed perimeters, there will be a special button to access the Validation step, when all units will be 100% filled in.
Sometimes, you will see some message alerting you about the inconsistency of the data that has been input. You have to double-check this information and if needed return to the previous step to correct the data and/or to leave a comment in front of the indicator.
Only after this checking, you can click on « Valid »
With Per unit and Mixed perimeters only, after the data saving, you will see a list of all units to continue the data input before validating the entire perimeter.
A % status will help you to understand which unit is already filled in and saved, and which needs to be completed.
With Per unit mode only, when all units are 100% completed, the button Continue to step 3 will appear. You will see a validation step with some alerting messages (previous image) to validate your entire perimeter.
With Mixed mode only, the button Continue to Step 3 will appear when the 1st unit (consolidated one) is 100% completed.
*Important Note: When the perimeter is validated, the evolution percentage turns green.
Only once the data reaches 100% of evolution and is validated in the checking step, the indicator of progression turns green and the data collection period for this perimeter is completed.
