enterprise software course

Earning and Workforce Management System Administration

Run the workplace side: roles, jobs, shifts, pay records, performance and earner payouts.

about this course

What you will be able to do

L1 to L7 ladder27:00 h of lessons plus practice and sharingSelf-paced with peer circle

Remember Remember : people records and roles.
Understand Understand : jobs, skills and ladders.
Apply Apply : shifts, time and leave.
Analyse Analyse : pay inputs and earner payouts.
Evaluate Evaluate : goals, feedback and performance.
Create Create : workforce analytics and planning.
Create Create : compliance, audit and change.
Evaluate Evaluate : capstone: audit people and pay data and coach others.

Task, condition and standard

Task

Run the workplace side: roles, jobs, shifts, pay records, performance and earner payouts. Finish all 8 modules on a practice set-up.

Condition

A free trial or practice account, practice data only (never real customer data), a peer circle and a mentor for the final review.

Standard

Every module standard is met; records are kept; a peer and a mentor rate the work 'Meets' or better on the rubric.

Who it is for: HR assistants, supervisors, operations managers, payroll clerks, junior administrators. Requirements: a computer and internet. Materials: slides with notes, worked examples, activities, quiz, rubric.

How the ladder works: modules climb from L1 (remember) to L7 (create); the ladder section shows each level as a slide. Take them in order; the first three suit new learners, 4 and 5 suit practitioners, 6 and 7 suit advanced staff.

lesson by lesson

8 modules with worked examples

Module 1 People records and roles 2 hRememberL1 Basic

A people record is the base of every other process.

Person, job, manager, location.
Roles and access.
Privacy first: only needed data.

Worked example. A job change updates the manager and access in one step.

Activity. Create five practice people records.

Standard to meet. Check that no unneeded personal data is kept.

Slides with notes

Slide 1: People records and roles: the idea. Speaker note: Say the idea in one sentence, then show it on screen. Person, job, manager, location.
Slide 2: People records and roles: your turn. Speaker note: Let the learner do this activity: Create five practice people records. Check it against this standard before moving on: Check that no unneeded personal data is kept.

Module 2 Jobs, skills and ladders 2 hUnderstandL2 Awareness

Jobs and skills show the next step.

Job families and levels.
Skill lists per level.
Link learning to levels.

Worked example. A level 3 technician needs five skills; the system shows gaps.

Activity. Build a three-level ladder.

Standard to meet. List skills and proof for each level.

Slides with notes

Slide 1: Jobs, skills and ladders: the idea. Speaker note: Say the idea in one sentence, then show it on screen. Job families and levels.
Slide 2: Jobs, skills and ladders: your turn. Speaker note: Let the learner do this activity: Build a three-level ladder. Check it against this standard before moving on: List skills and proof for each level.

Module 3 Shifts, time and leave 3 hApplyL3 Foundation

Time data must be fair and clear.

Rosters and swaps.
Time capture.
Leave balances and approval.

Worked example. A swap is approved by both people and the supervisor.

Activity. Plan a week for ten people.

Standard to meet. Check that there are no gaps and rest rules are met.

Slides with notes

Slide 1: Shifts, time and leave: the idea. Speaker note: Say the idea in one sentence, then show it on screen. Rosters and swaps.
Slide 2: Shifts, time and leave: your turn. Speaker note: Let the learner do this activity: Plan a week for ten people. Check it against this standard before moving on: Check that there are no gaps and rest rules are met.

Module 4 Pay inputs and earner payouts 3 hAnalyseL4 Practitioner

Pay is only as good as its inputs.

Approved hours, rates, deductions.
Share rules for earners (placeholders until owner sets terms).
Payout by bank or UPI page only; checks before release.

Worked example. Hours not approved by Friday roll to the next run.

Activity. Prepare a practice pay input file.

Standard to meet. Reconcile totals to approved records.

Slides with notes

Slide 1: Pay inputs and earner payouts: the idea. Speaker note: Say the idea in one sentence, then show it on screen. Approved hours, rates, deductions.
Slide 2: Pay inputs and earner payouts: your turn. Speaker note: Let the learner do this activity: Prepare a practice pay input file. Check it against this standard before moving on: Reconcile totals to approved records.

Module 5 Goals, feedback and performance 4 hEvaluateL5 Specialist

Performance is a conversation with evidence.

Goals with measures.
360 feedback.
Calibration and fairness checks.

Worked example. A rating is changed after a calibration found a bias.

Activity. Run a practice review cycle.

Standard to meet. Attach evidence to every rating.

Slides with notes

Slide 1: Goals, feedback and performance: the idea. Speaker note: Say the idea in one sentence, then show it on screen. Goals with measures.
Slide 2: Goals, feedback and performance: your turn. Speaker note: Let the learner do this activity: Run a practice review cycle. Check it against this standard before moving on: Attach evidence to every rating.

Module 6 Workforce analytics and planning 4 hCreateL6 Advanced

Plan people ahead.

Headcount, turnover, time to fill.
Skills supply and demand.
What-if planning.

Worked example. A plan shows 12 technicians retire in 2 years.

Activity. Build a plan for one team.

Standard to meet. Plan names actions and dates.

Slides with notes

Slide 1: Workforce analytics and planning: the idea. Speaker note: Say the idea in one sentence, then show it on screen. Headcount, turnover, time to fill.
Slide 2: Workforce analytics and planning: your turn. Speaker note: Let the learner do this activity: Build a plan for one team. Check it against this standard before moving on: Plan names actions and dates.

Module 7 Compliance, audit and change 4 hCreateL7 Super expert

Protect people and the business.

Records retention.
Access review.
Change control and training.

Worked example. Yearly access review removes 15 stale accounts.

Activity. Write a compliance pack.

Standard to meet. Pack has retention table and review dates.

Slides with notes

Slide 1: Compliance, audit and change: the idea. Speaker note: Say the idea in one sentence, then show it on screen. Records retention.
Slide 2: Compliance, audit and change: your turn. Speaker note: Let the learner do this activity: Write a compliance pack. Check it against this standard before moving on: Pack has retention table and review dates.

Module 8 Capstone: audit people and pay data and coach others 5 hEvaluateL7 Super expert

Put all seven parts together. You check one team's records from person to payout, then teach another person how to keep them right.

Trace a worker from record to roster, pay input and review.
Check that approved hours, rates and payouts match the records.
Look for fairness, privacy and access problems.
Coach a colleague to repeat the checks every month.

Worked example. An audit finds a payout total that is 40 hours higher than approved time because late hours were added by hand. You remove them and add a cut-off rule.

Activity. Audit a practice team of ten people. Write a one-page report with five findings and give a 15-minute coaching session to a colleague.

Standard to meet. Match pay totals to approved records, report five findings with owners, and show that the colleague can repeat two checks alone.

Slides with notes

Slide 1: Capstone: audit people and pay data and coach others: the idea. Speaker note: Put all seven parts together. You check one team's records from person to payout, then teach another person how to keep them right.
Slide 2: Capstone: audit people and pay data and coach others: your turn. Speaker note: Audit a practice team of ten people. Write a one-page report with five findings and give a 15-minute coaching session to a colleague.

assessment

How you are checked

Evidence: your records from each activity. A peer and a mentor mark it. Pass: no criterion at 'Not yet'.

Marking rubric (Not yet, Meets, Exceeds)
Criterion	Not yet	Meets	Exceeds
Accuracy	Steps wrong	Steps right on practice data	Right and explained to a peer
Evidence	No records	Records for each module	Records and a lessons note
Safety and privacy	Real data used	Practice data only	Rules written for others
Standard	Misses the standard	Meets every module standard	Meets and improves it

Ten-question check, with model answers

Q1. A worker changes job and manager. What should happen in one step in a good people system?

Model answer: The people record updates the job, the manager and the access rights together. This avoids old access staying behind and keeps reports correct. (Covered in module 1: People records and roles. To pass that module: Check that no unneeded personal data is kept.)

Q2. Why keep only the personal data that you need for the job?

Model answer: Less data means less risk if there is a mistake or a leak, and it follows privacy rules. If you do not need a detail to do the work, do not collect it. (Covered in module 1: People records and roles. To pass that module: Check that no unneeded personal data is kept.)

Q3. A level 3 technician needs five skills but has three. What does a skills ladder show you?

Model answer: It shows a gap of two skills. You can then plan learning or practice for those two skills and record proof when they are done. (Covered in module 2: Jobs, skills and ladders. To pass that module: List skills and proof for each level.)

Q4. Two people want to swap shifts. Who needs to approve and why?

Model answer: Both people agree, and the supervisor approves, so cover and rest rules are still met. A swap with no approval can leave a gap or break a rule. (Covered in module 3: Shifts, time and leave. To pass that module: Check that there are no gaps and rest rules are met.)

Q5. A worker has 12 days of leave and asks for 15 days. What do you check?

Model answer: Check the leave balance and policy, then refuse or ask for a different type of leave. Never let the balance go negative without a written rule. (Covered in module 3: Shifts, time and leave. To pass that module: Check that there are no gaps and rest rules are met.)

Q6. Hours must be approved by Friday for the pay run. A worker's hours arrive on Monday. What happens?

Model answer: The late hours are not in this run and roll into the next one. A clear cut-off keeps pay fair and the totals easy to check. (Covered in module 4: Pay inputs and earner payouts. To pass that module: Reconcile totals to approved records.)

Q7. In your capstone audit, the payout file totals 1,200 hours but approved time is 1,160 hours. What is your next step?

Model answer: Do not release the payout. Find the 40 extra hours, compare them to approved records, correct or remove them, and re-check the totals match. (Covered in module 8: Capstone: audit people and pay data and coach others. To pass that module: Match pay totals to approved records, report five findings with owners, and show that the colleague can repeat two checks alone.)

Q8. A manager gives a low rating without any notes. How does a good review process respond?

Model answer: It asks for evidence attached to every rating. A calibration step then checks that ratings are fair across teams and free from bias. (Covered in module 5: Goals, feedback and performance. To pass that module: Attach evidence to every rating.)

Q9. A plan shows 12 technicians will retire in two years. Name two actions.

Model answer: Start training or hiring to fill the skills, and capture the knowledge of the experienced people. Set dates and owners for each action. (Covered in module 6: Workforce analytics and planning. To pass that module: Plan names actions and dates.)

Q10. Your yearly access review finds 15 accounts of people who left. What do you do and record?

Model answer: Remove the accounts, note the date and who approved, and look for why they were missed. Then fix the leaver step so it does not happen again. (Covered in module 7: Compliance, audit and change. To pass that module: Pack has retention table and review dates.)

levels L1 to L7

The ladder, slide by slide

Seven slides, one per level. Open each for the slide text and the speaker notes.

Slide 1 L1 Basic: L1 Basic: Know the records

Remember what a people record holds and which details are needed. You can find a person, job and manager in the system.

Speaker notes. Show one practice record and ask learners to name each part. Common mistake: collecting details nobody needs.

Slide 2 L2 Awareness: L2 Awareness: See the whole cycle

Understand how a person moves from hiring to roster, time, pay and review. You can explain in simple words why each record matters.

Speaker notes. Draw the cycle and ask where mistakes would spread. Check they know that pay depends on earlier steps.

Slide 3 L3 Foundation: L3 Foundation: Do routine tasks

Apply the steps to add a person, set a role, build a roster and approve leave. You follow rules for rest, balance and approval.

Speaker notes. Give a small team and a week to plan. Common mistake: ignoring rest rules to fill a gap.

Slide 4 L4 Practitioner: L4 Practitioner: Prepare pay inputs

Analyse approved hours, rates and deductions to build a pay input file. You check that totals match the approved records before release.

Speaker notes. Plant a few errors in the file and see if learners find them. Check they never release without a reconciliation.

Slide 5 L5 Specialist: L5 Specialist: Run fair reviews and plans

Evaluate goals, feedback and ratings for evidence and fairness. You also read headcount and turnover to plan the next steps.

Speaker notes. Ask learners to defend one rating using evidence only. Common mistake: letting one recent event shape the whole rating.

Slide 6 L6 Advanced: L6 Advanced: Protect and improve

Create a compliance pack with a retention table, access reviews and change control. You set dates and owners so checks really happen.

Speaker notes. Review the pack for dates, owners and a real example. Look for rules that are written but never checked.

Slide 7 L7 Super expert: L7 Super expert: Audit and coach

Evaluate people and pay data across a team, rank the risks and create a fix plan. You can coach others to run the same checks each month.

Speaker notes. Have the learner audit a sample team and coach back. Check for clear findings, fair tone and respect for privacy.

jobs this leads to

Where this takes you

HR systems administrator. Maintains people records and roles.
Payroll clerk. Prepares pay data from approved records.
Workforce planner. Plans shifts and skills.
Performance coordinator. Runs reviews and goals.
People data analyst. Reports headcount and turnover.

Next courses: data skills, process improvement, a sector course for your target employer.

ten locations and global

Your place

Local law changes how you store customer data and issue invoices. Check it for your place first.

India (Bengaluru)

Language: English, Hindi, Kannada. Use INR for amounts. Personal data rule: Digital Personal Data Protection Act 2023. Skills frame to cite: National Skills Qualifications Framework (NSQF) and the national credit framework.

Netherlands (Eindhoven area)

Language: Dutch, English. Use EUR for amounts. Personal data rule: EU GDPR (Dutch: AVG), supervised by the Autoriteit Persoonsgegevens. Skills frame to cite: the Dutch qualification framework (NLQF) linked to the European Qualifications Framework.

UAE (Dubai and Abu Dhabi)

Language: Arabic, English. Use AED for amounts. Personal data rule: Federal Decree-Law No. 45 of 2021 (personal data protection). Skills frame to cite: the emirate education and training regulators (for example KHDA in Dubai) and the national qualifications framework.

Brazil (Sao Paulo)

Language: Portuguese (Spanish and English support). Use BRL for amounts. Personal data rule: LGPD (Lei Geral de Protecao de Dados). Skills frame to cite: the national technical-education catalogue and the national S-system training bodies.

Canada (Toronto)

Language: English, French. Use CAD for amounts. Personal data rule: PIPEDA, with provincial rules where they apply. Skills frame to cite: the provincial colleges framework and the national credential-recognition guidance.

United States

Language: English, Spanish. Use USD for amounts. Personal data rule: state privacy laws (for example California), and COPPA for children under 13. Skills frame to cite: state and community-college credit systems.

Singapore

Language: English, Mandarin, Malay, Tamil. Use SGD for amounts. Personal data rule: Personal Data Protection Act (PDPA). Skills frame to cite: the Singapore national skills frameworks and the national credit system.

Australia

Language: English. Use AUD for amounts. Personal data rule: the Privacy Act 1988 and the Australian Privacy Principles. Skills frame to cite: the Australian Qualifications Framework (AQF) levels.

Hong Kong (Eastern Asia)

Language: Chinese (Cantonese, Mandarin), English. Use HKD for amounts. Personal data rule: the Personal Data (Privacy) Ordinance. Skills frame to cite: the Hong Kong Qualifications Framework.

Georgia and Israel (Western Asia)

Language: Georgian, Hebrew, Arabic, English. Use GEL or ILS for amounts. Personal data rule: the personal data law of the country where the learner lives. Skills frame to cite: the national qualifications framework of that country.

Cayman Islands (Caribbean)

Language: English. Use KYD for amounts. Personal data rule: the Data Protection Act. Skills frame to cite: the local education and training framework.

Mexico

Language: Spanish, English. Use MXN for amounts. Personal data rule: the federal law on personal data held by private parties. Skills frame to cite: the national competency certification system and the education ministry levels.

Draft

Draft course. Written in our own words from our own training outlines; no third-party text is used. Not live.

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