The Employee Information ManagerThe Employee Information Manager is the module where all the information about each of your employee is available at your fingertip. The Employee Information Manager can be considered as the core component of the entire HRM Enterprise. EIM is the base module where all the essential employee data is saved. Thus it is a mandatory requirement to host the EIM in order to utilize any of the other HRM Enterprise modules. EIM stores employee information varying from basic employee personal information to work related mandatory details. A host of other significant modules such as Payroll, Time & Attendance, Absence Management, Performance Management and so forth would be retrieving the data stored in the EIM. Therefore it is one of the first modules to which data should be fed out of all the modules of the product. A powerful feature of the EIM is its extreme user friendliness and easy maintenance. This module keeps track of personal data of each employee and derives various result and reports according to need. Key Features:

Populate and manage the employees personal information in a centralized location, thus preventing data loss.

Manage & update employees contact information within the employees record itself.

Manage employees job information by selecting the relevant pay grade, salary etc.

Assign supervisors to an employee to identify the reporting structure.

Know employees past work experience, educational details, skills and other criteria which were pre-defined in the Admin module.

The functionality of this module spans through the entire system, making information available anywhere, anytime. All information is subject to companys defined security policy, where he/she can only view the information he/she is authorized to. A user can only edit certain fields in the Module, maintaining the security and confidentiality of employee information.

A summary of the changes that an employee can make is shown in the Table below:Permissions

SectionModifyRead-Only

Personal Details1)Full Name(First Name, Last Name)2)License Expiry Date

3)Gender

4)Nationality

5)Marital Status1)Employee ID

2)National ID3)Date Of Birth

4) Blood Type

PhotographUpload your photograph. Accepts jpg, .png, .gif up to 1MB.

Recommended dimensions: 200px X 200px--

Contact DetailsAll fields.--

Emergency ContactsAll fields.--

Job--All fields.

Salary--All fields.

Report-to--All fields.

QualificationsAll fields.--

Personal Details

When an ESS-User logs into the system for the first time, the first thing they will see is the Personal Details screen as shown in Figure 1.1. They are able to edit and enter certain fields.

The following are restricted fields where a user cannot make changes to the following details and need to be populated by the HR Admin and the respective Supervisor.Personal Details

Employee ID

National ID

Date of Birth

Blood TypePhotograph

The user can add a photograph of employee by clicking on the photograph at corner of the screen and the screen as shown in Figure 1.2will appear.

Click Browse and then select a photograph from the relevant path. Click Upload once you have selected the picture .The picture selected will be populated on the photograph section.

*Note: You may only upload a maximum size of 1 Megabyte in jpg, png, gif formatContact Details

Contact information can be entered from here. Click on Contact Details under the Employee Details column and the screen as shown in Figure 1.3will appear.

Click Edit to enter the information.

You can edit the following:

Country-Select the country from the drop down

Address City/Town

State/Province- select from the drop down or you need to enter it manually

ZIP Code

Home Telephone

Mobile

Work Telephone

Work Email

Other Email

Once you have completed this form click Save.

Emergency Contact

Contact details which will be needed during an emergency can be entered here. Select Emergency Contacts on the Personal column and the screen as shown in Figure 1.4will appear

Enter the Name of the person you wish the company to contact in case of emergency, your Relationship with the contact person provided and a Home Telephone or Mobile Number the company can reach him/her. Click Save once the fields are added, the emergency contact will be listed.Job

The user cannot make changes in the job details. You are only able to view your job details that have been pre-defined by the administrator as shown in Figure2.0. You are restricted from editing the following fields:

Job Title

Employment Status

Job Category

Joined Date

Employment Contract Start Date Employment Contract End Date

Attachments

Salary

The salary information field is completely hidden from the user as shown in Figure2.1. Only the HR Admin has access to this information and has to be manually communicated to the user.You are restricted from editing the following fields:

Salary

Salary Component

Pay Frequency

Currency

Amount

Comments

Direct Deposit Details

Attachments

Report To

As a user, you are only able to view the list of supervisors that you report to and if you are an Supervisor as well, you will see the list of your subordinates as shown in Figure 2.2.You are restricted from editing the following fields:

Assigned Supervisors

Assigned Subordinates

Attachments

Qualifications

Work Experience

Your previous work experiences can be entered here. To enter previous work experiences, click Add under Work Experience and the screen as shown in Figure2.3will appear.

Click Save once all the fields are entered and the particular work experience will be listed.

You may enter multiple entries of work experience.To delete an entry, click on the check box next to a particular entry. It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete.

Education

You are able to enter details of your education here. To enter education details, click Add under Education and the screen as shown in Figure 2.5 will appear.

Click Save once all the fields are entered and the particular education details will be listed

You may enter multiple entries of education.

To delete an entry, click on the check box next to particular entry. It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete.

Skills

If you have any special talents or skills they can be entered here. To enter skills, click Add under Skills and the screen as shown in Figure 2.7will appear.

Click Save once all the fields are entered and the particular skill will be listed.You may enter multiple entries of skills.

To delete an entry, click on the check box next to particular entry. It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete.

Languages

You can enter the various languages that you are competent in, with the level of competency. To enter your language of competency, click Add under Language and the screen as shown in Figure 2.9 will appear.

Click Save once all the fields are entered and the particular language of competency will be listed.

You may enter multiple entries of languages.

To delete an entry, click on the check box next to particular entry. It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete.

Attachments

Any supporting documents regarding your qualification that you think is needed by the management can be attached here. Please note that each document cannot exceed 1 megabyte, but you can attach more than one document. To add an attachment, click Add under attachment and the screen as shown in Figure 3.3 will appear. Click Browse and select the file from the relevant path and click Upload to upload it.

Once you have uploaded the file, the file will be listed.

You may upload multiple attachments. To delete an entry click on the check box next to the particular entry and click Delete. Multiple selections can be deleted simultaneously.

Leave Application/Holiday/Out Duties Management

A comprehensive Leave and Holiday management module with extensive possibilities can define leave types and more on units/ department/ employee. It enables staff holiday requests & approval processing online.

Key Features:

Define leave types relevant to your organization/Unit.

Displays information on leave entitlement, leave time, balance, history and paid time off all in a single screen.

Define Days-off (staff holiday planning).

Allows employees to apply for leave directly from the system and supervisors may approve or reject leave.

The system sends out auto e-mail notifications to employees and supervisors on leave status.

Integrated with Central Reservation System

In leave management system employees will apply for leave according to organizations rule to the respective reporting officer. System will check if he/she has leave available to avail. If not application will be rejected, else application will be passed to the respected officer.

Reporting officer will check the leave application and will decide to accept or reject the application.

When the leave application gets approval/rejection the employee will get notification through e-mail/print/text.

Internal Recruitment ProcessThe first step in a successful recruitment process is creating and using a internal recruitment policy. This policy should place limitations on managers so they do not steal employees from other managers or unnecessarily hold an employee back from advancing his career if he qualifies for an available position. The policy describes what internal applicants can expect during the selection process and whether an employee must remain working in a position for a minimum amount of time before applying for a new one in the company and should offer tips about how to advance to new positions.This module is a comprehensive solution for the entire recruitment process. This module allows HR professionals to streamline the entire applicant tracking process effectively.Key Features: Assign system rights to hiring managers for job vacancies.

Keyword tagging for advanced applicant screening.

Online recruiting via our website synchronized with HRIS

Resume parsing search for phrases or keywords within a resume.

Archiving candidate/applicant database for future use with Resume Module.

Job Posting

A job posting system via HRIS ensures the widest reach to company employees. The job posting should include a job description, employee eligibility criteria, the department and posting supervisor and dates employees can apply.

Screening EmployeesScreen the employees who apply for an internal position with care. The advantage of an internal recruitment is that an internal applicants manager and co-worker are available and accessible as references. If policy allows, hiring managers may also have access to employee files in order to learn more about an applicants past performance and behavioral issues.

Feedback

An internal recruitment process is a good way to provide feedback to the employees wishing to advance professionally. While the number of internal vacant positions is limited, the opportunities to provide promising employees with quality opportunity to grow or improve their performances are not. This is a very important process which can be done by HRIS modules.

Dashboard

The Dashboard is a page which provides: Quick access to certain tasks (Ex:Leave, Timesheet) Ideally, it tries to make important information available in one glance/ in one click Dashboard forms the Home page of every user, and can be accessed by clicking on Dashboard.Figure6.1shows the Dashboard module

This panel contains some shortcuts for invoking certain menu item.

Following are the shortcuts shown for users:

Apply Leave

Attendance

Performance Report Upload your photograph. Accepts jpg, .png, .gif up to 1MB. Recommended dimensions: 200px X 200px

Select a Photograph