OrangeHRM 2.0 - Help

From OrangeHRM

Contents 1 Login Information 1.1 Logging in 1.2 Change your password 1.3 Logging out 2 Welcome screen 3 Admin Module 3.1 Company Info 3.1.1 General 3.1.1.1 Edit General info 3.2 Comapany Structure 3.2.1 Add to Company Structure 3.2.2 Delete from Company Structure 3.3 Locations 3.3.1 Add Location 3.3.2 Edit Location 3.3.3 Delete Location 3.4 Job 3.4.1 Job Titles 3.4.1.1 Add Job Title 3.4.2 Edit Job Title 3.4.3 Delete Job Title 3.4.4 Pay Grades 3.4.5 Add Pay Grade 3.4.6 Edit Pay Grade 3.4.7 Delete Pay Grade 3.4.8 Employment Status 3.4.8.1 Add Employement Status 3.4.8.2 Edit Employement Status 3.4.8.3 Delete Employment Status 3.4.9 EEO Job Categories 3.4.9.1 Add EEO Job Category 3.4.9.2 Edit EEO Job Category 3.4.9.3 Delete EEO Job Category 3.5 Qualifications 3.5.1 Education 3.5.1.1 Add Education 3.5.1.2 Edit Education 3.5.1.3 Delete Education 3.5.2 Licenses 3.5.2.1 Add License 3.5.2.2 Edit Licenses 3.5.2.3 Delete Licenses 3.6 Skills 3.6.1 Skills 3.6.1.1 Add Skill 3.6.1.2 Edit Skill 3.6.1.3 Delete Skill 3.6.2 Languages 3.6.2.1 Add Language 3.6.2.2 Edit Language 3.6.2.3 Delete Language 3.7 Memberships 3.7.1 Membership Types 3.7.1.1 Add Membership Type 3.7.1.2 Edit Membership Type 3.7.1.3 Delete Membership Type 3.7.2 Memberships 3.7.2.1 Add Membership 3.7.2.2 Edit Membership 3.7.2.3 Delete Membership 3.8 Nationality and Race 3.8.1 Nationalities 3.8.1.1 Add Nationality 3.8.1.2 Edit Nationality 3.8.1.3 Delete Nationality 3.8.2 Race 3.8.2.1 Add Race 3.8.2.2 Edit Race 3.8.2.3 Delete Race 3.9 Users 3.9.1 HR Admin User 3.9.1.1 Add HR Admin User 3.9.1.2 Edit HR Admin User 3.9.1.3 Delete HR Admin User 3.9.2 ESS Users 3.9.2.1 Edit User Group 3.9.2.2 Delete User Group 3.9.3 User Groups 3.9.3.1 Add User Group 3.9.3.1.1 Assigning User Rights 3.9.3.2 Edit User Group 3.9.3.3 Delete User Group 4 Personal Information Management (PIM) Module 4.1 Add Employee 4.2 Main Interface 4.3 Personal 4.4 Contact 4.5 Emergency Contacts 4.6 Dependents 4.7 Immigration 4.8 Job 4.8.1 Employee Contracts 4.9 Payments 4.10 Report-To 4.11 Work Experience 4.12 Education 4.13 Skills 4.14 Languages 4.15 Licenses 4.16 Memberships 4.17 Attachments 5 ESS Module 6 Reports Module 6.1 Define Reports 6.1.1 Assign User Groups 6.2 View Reports 6.3 Edit Reports 7 Leave Module 7.1 Administrator 7.2 ESS 7.3 ESS Supervisor 8 Bug Tracker

Login Information

Logging in

• Make sure that the AMP stack (Apache, MySql and PHP) is running.
• Open your web browser and enter the url address for OrangeHRM e.g. http://localhost/orangehrm
• Login to OrangeHRM by using the login name and password previously selected in the installation.

Change your password

You can always change your password by clicking on the Change Password link in the top right-hand side of the screen. Simply click Edit, enter Old Password, New Password, confirm New Password and click Save.

Logging out

Once logged in to the system, you can logout by clicking on the Logout link in the top right-hand side of the screen.

Welcome screen

After logging in to the system you will see the screen shown below:

[TODO: Image to be uploaded]

From the top menu you can select which module to enter. E.g. Admin Module, PIM Module, Reports Module, Leave Module and Bug Tracker From the left side menu (see figure 3.1 above) there are also links for info on support as well as direct access to the OrangeHRM Forum and OrangeHRM Blog.

Admin Module

The Admin Module is the part of the system where the HR Manager or other appointed personnel perform all system administration tasks. This include defining company structure, pay grades and other information that serves as the backbone for the rest of the system. Security issues are taken care of through this module as well, by defining user rights. Select Admin Module from the top menu. The first screen of the Admin Module menu is shown in the figure below. It will show the screen for general info on the company (see chapter 4.1 for further info on entering company info).

From the left side menu the features of the module can be selected. Each feature is described below.

Company Info

All information related to the company is provided through the Company Info. The sub menu consists of the following commands.

• General
• Company structure
• Locations

General

The basic information on the company can be entered in ‘General‘, see screenshot in figure 4.2 below.

Use the action buttons to edit, clear and save the information (see description below). NOTE: Company Name is required for proceeding with several of the other functions in the system.

Edit General info

To edit the info in General, click Edit, make the required changes and click Save. If you type in text in a field and want to undo the change, click on the Clear button.

Comapany Structure

In the company structure you can define and enter all the Departments, Divisions, Teams etc. of the company. This will be useful later in the PIM Module so you assign a work station to each employee and thereby can specify where he/she is located.

Add to Company Structure

To add to the company structure click on Add shown in the figure below.

After clicking Add the fields shown below will appear in the You can now define a sub-division to your company by entering Name, Type (Division, Department, Team or Other), Location and Description and then clicking Save. After saving, it will appear below the company name as shown in Figure 4.6.

NOTE: Locations can either be defined from the function in the Company Structure sub menu (see below) og buy choosing Other in the drop down menu and then entering the information and clicking Save.

Delete from Company Structure

To delete simply click Delete after the Division, Department etc. that you want to delete, as shown in figure 4.7 below.

Locations

Through this feature you can add, edit and delete the different locations of the company.

Add Location

To add a new location click Add and the screen shown in the figure below will appear. If the save is successful, the Locations page is displayed with a ‘Successfully Added’ Notification.

Edit Location

Click on the Location ID that needs to be edited. Click Edit, make the necessary changes and click Save.

Delete Location

This would allow the user to delete a Location. Click on the checkbox against the Location ID to be deleted and click Delete button. Multiple locations could be deleted simultaneously.

Job

All information related to a Job can be handled by selecting Job from the menu. The sub menu consists of the following commands:

• Job Titles
• Pay Grades
• Employment Statuses
• EEO Job Categories

Job Titles

With the Job Titles feature you can add, delete and edit specific job titles to match the requirements of you company. Start by clicking on Job Titles from the left side menu.

Add Job Title

To add a Job Title click add from and the screen shown in figure below 4.10 will appear.

Enter Job Title Name, Job Description and Job Title Comments if needed. If you haven’t already entered the Pay Grade you want to attach to the Job Title you can do it by clicking Add Pay Grade. If you want to edit the Pay Grade(s) already entered click Edit Pay Grade (for more information on Pay Grades, please go to section 4.2.2). After finishing click Save. If the save is successful, the Job Titles page is displayed with a ‘Successfully Added’ Notification.

Edit Job Title

Click on the Job Title ID that needs to be edited. Click Edit, make the necessary changes and click Save.

Delete Job Title

This would allow the user to delete a Job Title. Click on the checkbox against the Job Title ID to be deleted and click Delete button. Multiple Job Titles can be deleted simultaneously.

Pay Grades

Through this feature you can add, delete and edit different Pay Grades for the company to be connected with the Job Titles. Start by clicking Pay Grades from the sub menu of Job in the left side menu.

Add Pay Grade

Click Add and you will see the picture shown in figure 4.11. Start by entering the name for the Pay Grade and click Save.

Then you will get the screen shown below for specifying the currency as well as Minimum Salary, Maximum Salary and Step Increase for the Pay Grade. Click Edit, enter the specifications and click Save. If the save is successful, the Pay Grades page is displayed with a ‘Successfully Added’ Notification.

Edit Pay Grade

Click on the Pay Grade ID that needs to be edited. Click Edit, make the necessary changes and click Save.

Delete Pay Grade

This would allow the user to delete a Pay Grade. Click on the checkbox against the Pay Grade ID to be deleted and click Delete button. Multiple Pay Grade could be deleted simultaneously.

Employment Status

This would allow the user to delete a Pay Grade. Click on the checkbox against the Pay Grade ID to be deleted and click Delete button. Multiple Pay Grade could be deleted simultaneously.

Add Employement Status

Click Add and you will see the picture shown in Figure X.X. Start by entering the name for the Pay Grade and click Save. If the save is successful, the Employment Status page is displayed with a ‘Successfully Added’ Notification.

Edit Employement Status

Click on the Employment ID that needs to be edited. Click Edit, make the necessary changes and click Save.

Delete Employment Status

This would allow the user to delete an Employment Status. Click on the checkbox against the Employment Status ID to be deleted and click the Delete button. Multiple Employment Statuses can be deleted simultaneously.

EEO Job Categories

Through this feature you can add, delete and edit EEO Job Categories. There are already 5 EEO Job Categories pre-defined. Start by clicking EEO Job Categories from the sub menu of Job in the left side menu.

Add EEO Job Category

Click Add and you will see the picture shown in Figure X.X. Enter the name for the EEO Job Category and click Save. If the save is successful, the EEO Job Category page is displayed with a ‘Successfully Added’ Notification.

Edit EEO Job Category

Click on the EEO Job Category ID that needs to be edited. Click Edit, make the necessary changes and click Save.

Delete EEO Job Category

This would allow the user to delete an EEO Job Category. Click on the checkbox against the EEO Job Category ID to be deleted and click the Delete button. Multiple EEO Job Categories can be deleted simultaneously.

Qualifications

All information related to qualifications can be handled by selecting Qualifications from the menu. The sub menu consists of the following commands.

• Education
• Licences

Education

The types of education to be used in the PIM module can be entered here. Click Education from the left side menu to enter.

Add Education

Click Add and you will see the picture shown in Figure 4.16. Enter the institute and the course for the education and click Save. If the save is successful, the Education page is displayed with a ‘Successfully Added’ Notification.

Edit Education

Click on the Education ID that needs to be edited. Click Edit, make the necessary changes and click Save.

Delete Education

This will allow the user to delete an Education. Click on the checkbox against the Education ID to be deleted and click the Delete button. Multiple Educations can be deleted simultaneously.

Licenses

The types of licences to be used in the PIM module can be entered here. Click Licences from the left side menu to enter.

Add License

Click Add and you will see the picture shown in Figure 4.17. Enter the License description and click Save. If the save is successful, the License page is displayed with a ‘Successfully Added’ Notification.

Edit Licenses

Click on the License ID that needs to be edited. Click Edit, make the necessary changes and click Save.

Delete Licenses

This will allow the user to delete a License. Click on the checkbox against the License ID to be deleted and click the Delete button. Multiple License can be deleted simultaneously.

Skills

All information related to qualifications can be handled by selecting Qualifications from the menu. The sub menu consists of the following commands.

• Skills
• Languages

Skills

The types of skills to be used in the PIM module can be entered here. Click Skills from the left side menu to enter.

Add Skill

Click Add and you will see the picture shown in Figure 4.18. Enter the Skill description and click Save. If the save is successful, the Skill page is displayed with a ‘Successfully Added’ Notification.

Edit Skill

Click on the Skill ID that needs to be edited. Click Edit, make the necessary changes and click Save.

Delete Skill

This will allow the user to delete a Skill. Click on the checkbox against the Skill ID to be deleted and click the Delete button. Multiple Skills can be deleted simultaneously.

Languages

The types of languages to be used in the PIM module can be entered here. Click Languages from the left side menu to enter.

Add Language

Click Add and you will see the picture shown in Figure X.X. Enter the Language description and click Save. If the save is successful, the Language page is displayed with a ‘Successfully Added’ Notification.

Edit Language

Click on the Language ID that needs to be edited. Click Edit, make the necessary changes and click Save.

Delete Language

This will allow the user to delete a Language. Click on the checkbox against the Language ID to be deleted and click the Delete button. Multiple Languages can be deleted simultaneously.

Memberships

All information related to memberships can be handled by selecting Memberships from the menu. The sub menu consists of the following commands.

• Memberships Types
• Memberships

Membership Types

The Membership Types page is displayed in Figure 4.20. Types of memberships held by employees are defined in the System.

A search can be done on Membership Type based on Membership Type ID or Membership Type Name. Refer Section 3.12 for steps on searching. Click on the Next link to proceed to the next page of Membership Type. Click on the Previous link to move to the previous page of Membership Type.

Add Membership Type

This would enable the addition of a Membership Type. Click on Add button in the Membership Type page. The page used to add a Membership Type is displayed in Figure 4.21.

1. Membership Type ID is automatically generated.
2. Enter the Description (Membership Type Name)

Click Save button. If the save is successful, the Membership Types page is displayed with a ‘Successfully Added’ Notification.

Edit Membership Type

Click on the Membership Type ID that needs to be edited. Click on Edit button, make the necessary changes and click Save button.

Delete Membership Type

This would enable the user to delete a Membership Type. Click on the checkbox against the Membership Type ID to be deleted and click Delete button. Multiple Membership Types could be deleted simultaneously.

Memberships

The Memberships page is displayed in Figure 4.22. Details of memberships held by employees are maintained in the System. NOTE: It is important to have defined the relevant type of membership before adding a membership. Refer Section 4.5.1.1 to add a membership type.

A search can be done on Memberships based on Membership ID and Membership Name. Refer Section 3.12 for steps on searching. Click on the Next link to proceed to the next page of Membership. Click on the Previous link to move to the previous page of Membership.

Add Membership

This would enable the addition of a Membership. Click on the Add button in the Membership page. The page used to add a Membership is displayed in Figure 4.23

1. Membership ID is automatically generated.
2. Enter the Description (Membership Name)
3. Select Membership Type

Click on the Save button. If the save is successful, the Membership page is displayed with a ‘Successfully Added’ Notification.

Edit Membership

Click on the Membership ID that needs to be edited. Click on Edit button, make the necessary changes and click Save button.

Delete Membership

This would enable the user to delete a Membership. Click on the checkbox against the Membership ID to be deleted and click Delete button. Multiple Memberships could be deleted simultaneously.

Nationality and Race

Nationalities and races can be specified by selecting Nationality & Race from the menu. The sub menu consists of the following commands.

• Nationalities
• Races

Nationalities

The Nationality page is displayed in Figure 4.24. The different Nationalities of employees can be specified in the system.

A search can be done on Nationalities based on Nationality ID or Nationality Name. Click on the Next link to proceed to the next page of Nationality. Click on the Previous link to move to the previous page of Nationality.

Add Nationality

This would enable the addition of a Nationality. Click on the Add button in the Nationality page. The page used to add a Nationality is displayed in Figure 4.25

1. Nationality ID is automatically generated.
2. Enter the Description (Nationality Name)
3. Click on the Save button. If the save is successful, the Nationality page is displayed with a ‘Successfully Added’ Notification.

Edit Nationality

Click on the Nationality ID that needs to be edited. Click on the Edit button, make the necessary changes and click on the Save button.

Delete Nationality

This would enable the user to delete a Nationality. Click on the checkbox against the Nationality ID to be deleted and click Delete button. Multiple Nationalities could be deleted simultaneously.

Race

The Races page is displayed in Figure 4.26. The different races of employees can be specified in the system. A search can be done on Races based on Race ID or Race Name. Refer Section 3.12 for steps on searching. Click on the Next link to proceed to the next page of Race. Click on the Previous link to move to the previous page of Race.

Add Race

This would enable the addition of a Race. Click on the Add button in the Race page. The page used to add a Race is displayed in Figure 4.27.

1. Race ID is automatically generated.
2. Enter the Description (Race Name)

Click the Save button. If the save is successful, the Race page is displayed with a ‘Addition Successful’ Notification.

Edit Race

Click on the Race ID that needs to be edited. Click on the Edit button, make the necessary changes and click on the Save button.

Delete Race

This would enable the user to delete a Race. Click on the checkbox against the Race ID to be deleted and click on the Delete button. Multiple races could be deleted simultaneously.

Users

Users can be administered by selecting Users from the menu.

HR Admin User

Through this function you can add, edit, delete and manage the HR Admin users of OrangeHRM. To access, click on HR Admin User from the sub-menu of Users in the left side menu. The HR Admin users have specified rights depending on the User Group which they are assigned to (see part 4.7.1.1 below). Figure 4.28 below shows the

Add HR Admin User

Click on the Add button in the above page to add a new user. The following page will be displayed.

1. User Code is auto-generated
2. Enter user name
3. Enter password
4. Confirm Password by entering same password
5. Select status (enabled/ disabled)
6. Select employee (not required)
7. Select User Group (see part 4.7.3 for further info on the User Groups)

Make the above entries and click on the Save button. If the save is successful, the HR Admin Users page is displayed with a ‘Addition Successful’ Notification.

Edit HR Admin User

Click on the user ID to be edited. Click on Edit button, make the necessary changes and click on Save button.

Delete HR Admin User

Click on the user ID to be edited. Make the necessary changes and click on Edit button.

ESS Users

Through this function the Users for the Employee Self Service Module can be created. To access select ESS Users from the Users sub menu in the left side menu.

1. User Code is auto-generated
2. Enter user name
3. Enter password
4. Confirm Password by entering same password
5. Select status (enabled/ disabled)
6. Select employee

Edit User Group

Click on the User Group ID to be edited. Click on Edit button, changes to the Description and click on Save button.

Delete User Group

Click on the checkbox against the user group to be deleted and click on the Delete button.

User Groups

The user groups to be assigned to the HR Admin users can be created and maintained using this page. Click on User Groups from the Users sub menu to open the page.

Add User Group

Click on Add button in the above page to add a new user group. The page shown below will be displayed.

Assigning User Rights

1. In the User Groups page, click on the user group to which you wish to assign rights and click on the Assign rights link.
2. Each user group can be assigned with different rights. Click on the required module in the Assigned rights area.
3. Click on the Edit button and select the check boxes depending on the rights you wish to assign.
4. Then, click on Save button

Edit User Group

Click on the User Group ID to be edited. Click on Edit button, make the necessary changes to the Description and click on Save button.

Delete User Group

Click on the checkbox against the user group to be deleted and click on the Delete button.

Personal Information Management (PIM) Module

This core module maintains all relevant employee related information, including different types of personal information, detailed qualifications and work experience, job related information etc. Picture of employee is included as well. Information captured in this module is utilized by all other modules, thus eliminating data redundancy. To access, select PIM Module from the top menu. This first screen will show a list of the employees entered. See figure 5.1 below.

If you haven’t entered any employees yet you need to add one before you can start using the PIM Module. See part 5.1.1 below on Adding employee. If employees are already entered you can access their details by clicking on Employee ID. A search can be done on Membership Type based on Membership Type ID or Membership Type Name. Click on the Next link to proceed to the next page of Employees. Click on the Previous link to move to the previous page of Employees.

Add Employee

A new employee is added to the system using the Employee Information Page. Click on the Add button shown in Figure 5.2.

Then the following screen will be displayed.

Enter details and click the Save button.

1. Employee ID is automatically generated.
2. Enter First Name
3. Enter Last Name
4. Enter Middle Name (Optional)
5. Enter Nick Name (Optional)
6. Attach Photo (Optional)

Note: The remaining details such as personal information, job information etc. can be entered after clicking Save or by clicking on the relevant EmployeeID on the relevant pages (For this, the particular employee should have been entered prior to entering such information).

Main Interface

When either clicking on the Employee ID of an employee already created or clicking Save when adding a new employee, you will enter the main interface of the PIM Module. The PIM Module menu is displayed below

The icon menu in the middle of the screen shows all the features for entering info in the PIM Module. This is categorised into the following areas:

• Personal
• Contact
• Emergency contact(s)
• Dependents
• Immigration
• Job
• Payments
• Report-to
• Work experience
• Education
• Skills
• Languages
• Licenses
• Memberships
• Attachments

Each category is described below.

Personal

To access personal information click on the Personal icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.5 below.

Use the action buttons Edit/Save above the Icon menu to edit and save the information.

• The Nationality box contains the nationalities which has been entered in the Admin

Module.

• The Ethnic Races box contains the nationalities which has been entered in the Admin

Module.

Contact

To access the contact information click on the Contact icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.6 below.

Use the action buttons Edit/Save above the Icon menu to edit and save the information.

Emergency Contacts

To access the emergency contact(s) information, click on the Emergency Contact(s) icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.7 below.

Enter the information of the emergency contact and click the Save button below the fields. The emergency contact will then appear at the bottom as the example showed in the figure above. You can enter an unlimited number of emergency contacts

• To edit the emergency contacts, simply click on the name, do the changes and click on the Save button.
• To delete an emergency contact click in the tick box and then click on the Delete

button.

Dependents

To access the dependents information click on the Dependents icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.8 below.

Enter the information of the Dependents/ Children and click the Save button below the fields. The Dependents/ Children contact will then appear bellow the fields.

1. To edit the Dependents/ Children info, simply click on the name, do the changes and click on the Save button.
2. To delete Dependents/ Children from the list, click in the tick box and then click on the Delete button.

Immigration

To access the immigration information click on the Immigration icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.9 below.

Select if it is either Passport or Visa in from the upper left corner, enter the information and click the Save button below the fields. The Passport / Visa information will then appear bellow the fields.

• To edit the Passport / Visa info, simply click in the Passport / Visa column, do the changes and click on the Save button.
• To delete Passport / Visa from the list, click in the tick box and then click on the Delete button.

Job

To access the job information click on the Job icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.10 below.

• Use the action buttons Edit/Save above the Icon menu to edit and save the job

information.

Employee Contracts

• Enter the contract extension start and end date and click the Save button below the

fields. The contract will then appear below Assigned Contracts.

• To edit the contract info, simply click on the Contract Extension ID, do the changes

and click on the Save button.

• To delete a contract from the list, click in the tick box and then click on the Delete

button.

Payments

To access the payments information click on the Payments icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.11 below.

• Enter the information of the payment by selecting currency, entering basic salary and

then clicking the Save button below the fields. The payment will then appear under assigned salary as the example shown in figure 5.11.

• To edit an assigned salary, simply click on the currency type, do the changes and

click on the Save button.

• To delete an assigned salary from the list, click in the tick box and then click on the

Delete button.

Report-To

To access the report-to information click on the Report-to icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.12 below.

• Enter the information of the Supervisor / Subordinate and click on the Save button

below the fields. The Supervisor / Subordinate info will then appear bellow the fields.

• To edit the Supervisor / Subordinate info, simply click on the Employee ID, do the

changes and click on the Save button.

• To delete a Supervisor / Subordinate from the list, click in the tick box and then click

on the Delete button.

Work Experience

To access the work experience information click on the Work experience icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.13 below.

• Enter the work experience info and click on the Save button below the fields. The

work experience info will then appear bellow the fields.

• To edit the work experience info, simply click on the Work Experience ID, do the

changes and click on the Save button. If you want to cancel the operation and add a new work experience instead, click on the Add button.

• To delete a work experience from the list, click in the tick box and then click on the

Delete button.

Education

To access the education information click on the Education icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.14 below.

• Enter the information of the education and click the Save button below the fields. The

education will then appear at the bottom under Assigned Education as the example shown in the figure above.

• The education field contains the education info entered in the admin module.
• To edit the education history, simply click on the education name, do the changes and

click on the Save button.

• To delete an education click in the tick box and then click on the Delete button.

Skills

To access the skills information click on the Skills icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.15 below.

• Enter the skill info and click on the Save button below the fields. The skill will then

appear bellow the fields under assigned skills as shown in the figure above.

• To edit the skill info, simply click on the skill name, do the changes and click on the

Save button. If you want to cancel the operation and add a new skill instead, click on the Add button.

• To delete a skill from the list, click in the tick box and then click on the Delete

button.

Languages

To access the language information click on the Language icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.16 below.

• Enter the language info and click on the Save button below the fields. The language

will then appear bellow the fields under assigned languages as shown in the figure above.

• The language field contains the languages entered in the admin module.
• To edit the language info assigned, simply click on the language name, do the

changes and click on the Save button. If you want to cancel the operation and add a new language instead, click on the Add button.

• To delete a language from the list, click in the tick box and then click on the Delete

button.

Licenses

To access the license information click on the Licenses icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.17 below.

• Enter the license info and click on the Save button below the fields. The license will

then appear bellow the fields under assigned licenses as shown in the figure above.

• The license field contains the licenses entered in the admin module.
• To edit a license assigned, simply click on the license name, do the changes and click

on the Save button. If you want to cancel the operation and add a new license instead, click on the Add button.

• To delete a license from the list, click in the tick box and then click on the Delete

button.

Memberships

To access the membership information click on the Memberships icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.18 below.

• Enter the membership info and click on the Save button below the fields. The

membership will then appear bellow the fields under assigned memberships.

• The ‘membership type’ and ‘membership’ fields are related and contains the

membership types and memberships entered in the admin module.

• To edit a membership assigned, simply click on the membership name, do the

changes and click on the Save button. If you want to cancel the operation and add a new membership instead, click on the Add button.

• To delete a membership from the list, click in the tick box and then click on the

Delete button.

Attachments

To access attachments click on the Attachments icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.19 below.

• Select a path for the attachment, enter a description and the click on the Save button

below the fields. The attachment will then appear bellow the fields under assigned attachments.

• To access an attachment simply click on the file name, and then click on the button

saying show file. If you want to cancel the operation and add a new attachment instead, click on the Add button.

• To delete an attachment from the list, click in the tick box and then click on the

Delete button.

ESS Module

Employee self service is a powerful tool providing employees of the company with the ability to view relevant information such as personal information, updating personal information with web - enabled PC without having to hassle the HR staff. The functionality of this module spans through the entire system, making information available anywhere, anytime. Of course all information is subject to company defined security policy, where everyone can only view the information he/she is authorized to. Time and cost saving effects from this solution are tremendous.

• To use the ESS module the Employee has to be created and added as an ESS User through the User function in the Admin Module. See part 4.7.2 for further information on creating the ESS user.
• To login to the ESS module, use the username and password which were selected

when creating the user.

• After logging in, the ESS user can access the menu shown in the figure below.

• ESS – Through this the employee can access and edit his/hers personal information

of the PIM Module. See part 5 for further information on these functions.

• Leave Module – Through this the employee can apply for leave to a supervisor and

approve reject leave for a subordinate. See part 7 for further information on these functions.

• Bug Tracker – Through this the employee can report bugs encountered when using

the system. See part 9 for further information on this.

Reports Module

This feature produces customized reports according to your needs. Any number of reports can be defined by selecting from a range of search criteria and report fields. Report definitions can be saved to avoid repeating this task. Once the report definition is saved, the report can be generated by providing the required criteria data.

• To access the module select Reports from the top menu and you will see the screen

shown in the figure shown below.

Define Reports

• To define and create reports start by clicking Define Reports from the left side

menu.

• Then click on the Add button shown in the figure below.

After clicking the Add button you will see the screen shown in the figure below.

• To create a report you first have to specify a Report Name.
• Then select which selection criteria the report shall be based my clicking the tick box and then selecting from the drop down menu.
• Then select which select which info fields to be included in the report.
• Finally click the Save button.

Assign User Groups

After clicking the Save button the report is created. Then the screen shown below will appear. The report is automatically assigned to the user group which the creator belongs to.

• If you want to assign other user groups click on the Add button shown in the figure

above and the screen shown in the figure below will appear.

• Click in the tick box for the user group you want to assign and click on the Add

button. The user group will then appear under Assigned User Groups.

View Reports

To view reports click on View Reports from the left side menu and you will see a list of the reports created as shown in the example in the figure below.

You can then access the report you need by clicking on the reports Report ID.

Edit Reports

To edit reports click on Define Reports from the left side menu and you will see a list of the reports created as shown in the example in the figure below.

• You can then access the report you need by clicking on the reports Report ID.
• Click on the Edit button as shown in the figure below. Do the wanted changes and click save.

Leave Module

Administrator

The administrator can either view Leave summary for each employee or define leave types. To view leave summary click Leave Summary from the left side menu. Then select Year and Employee and click Search. A screen similar to the one shown in figure 2.13 below will then appear.

From here it is also possible to view a list of all the taken leave by clicking on the link List of Taken Leave. To view, edit, delete or add leave types simply click on Leave Types from the left side menu and then use the action buttons Add, Edit or Delete if needed.

ESS

By clicking on Leaves List from the left side menu, the ESS user can view a list of the leave types and get a summary of the leave taken the leave available as shown in the screen in figure 2.14 below.

Furthermore the ESS user can apply for leave by clicking on Apply in the left side menu. Then the screen shown in 2.15 below will appear.

Select the wanted date and leave type and choose if it is for a full or a half day. If needed, enter a comment in the empty box and click Save. The application for leave will now appear to the supervisor when he or she logs in to ESS module (see description below).

ESS Supervisor

Except for the features already described above, a supervisor can also approve and reject leave through the ESS module when a subordinate is applying for it. To do this click on Approve Leaves in the left side menu. If a subordinate has applied for leave, a screen similar to the one shown below in figure 2.16 should appear.

To approve or reject leave, select the wanted command from the drop down box under Status and then click Save.

Bug Tracker

In the event of any bugs being encountered while using the system, these bugs could be immediately reported on-line using the Bug Tracker module. Therefore, this would facilitate the repair of any defects in the system. Information on bugs could be queried as well which makes it useful to determine the status of bugs which have already been reported and also to check whether new bugs have been reported that requires amendments/modifications.

• Access the Bug Tracker by clicking on Bug Tracker from the top menu.
• Enter the different criteria and description. See figure 9.1 below.
• Click on the Save button. If the save is successful, the Bugs Information page is displayed with a ‘Addition Successful’ Notification.