OrangeHRM 2.1
From OrangeHRM
Scenarios
User defines employee id
Emily was given the task of adding information of a newly joined employee to OrangeHRM. She accessed the PIM tab in OrangeHRM and created an employee by specifying the employee id and other details of the employee. The company uses a unique employee id to identify an employee.
Display more columns with employee list
Emily saw that the employee list in PIM included columns of employee id, name, title, department and supervisor. This gave her a very good idea of the internal hierarchy. Since she was new to the company this was very helpful.
Search with more fields
She was also happy to see that it was possible to search employees based on all the fields displayed in the list. This made her life easy as she wanted to have a quick way to select an employee based on a major field without having to generate a report.
Apply leave for a range of days
Define holidays
It was the new year and Carol decided to enter the holidays for the year to OrangeHRM. She entered all public holidays and a few company holiday that are applicable for all staff. She knew that OrangeHRM would treat these days as holidays for all employees.
Apply for leave
Ashok was planning his vacation. He had saved enough annual leave and it was time to take it. He logged into OrangeHRM using his user id and password and accessed the tab for leave and accessed apply leave from the menu. He was taken to a page which allowed him to select a range of days before applying for leave. He could select from date and to date from using calendars. He chose the Monday and Friday of next week as the from and to dates respectively and applied for leave.
Having applied he accessed his leave list and saw that it showed the range of days he had applied for and showed the status as Pending Approval. Also he was shown the number of dates applied for and it showed 4. Ashok knew that this was due to next Wednesday being a public holiday.
Leave type
There may be cases where some type of leaves counts saturday and sunday as leave, if the employee applies for a leave from Friday to Monday. Inshort, by taking leave from friday to Monday, actually the employee is forced to include weekends as leave. This will result in a total of 4 days leave instead of 2 days and same will be deducted from his total leaves.
Hence it would be great enough to have check box in the Leave type section to include or exclude weekends. Hence the administrator can select the check box as required for the type of leave while defining it.
Auto notification email of employee applying leave
Robert checked his email after lunch and immediately noticed there was an email from OrangeHRM informing about a leave application that he needs to approve. He opened the email and saw that Ashok has applied for email for the entire next week. He logged into OrangeHRM accessed the leave module and approved leave for Ashok.
Ashok got a notification for an email. He checked his mail and saw an email from OrangeHRM. He opened the email and saw that his supervisor, Robert has approved his leave for next week.
Have admin leave summary in one screen
It was time to add leave entitlements for the new year. Carol accessed leave summary as HR administrator and was presented with a spreadsheet like view with all employees listed. She entered and saved entitlements for each employee for each type type of leave. She preferred this view more than the previous way of updating employee data per each employee.
Reports
Have first name in reports
Carol noticed that now she could select first name as a field in reports. This made sense as they had number of employees who had the same last name.
More fields in reports
There were other new fields that made reports more flexible. These were "Reports-to", "Reporting-Method", 'Skills" "Joining Date", "Sub-division", "Contract", "Year of passing (from education)", "Years of Experience".
Mock UI Screens
Define Days Off
HR-Admin would be the user required to define days off. To do this a new menu item called ‘Define Days off’ will be introduced with two sub menu items called ‘Weekends’ and ‘Specific Holidays’.
Define Days Off: Weekend
Defining the week end would basically involve the HR-Admin defining which days of the week would be considered as; Full Working day(Full-day), Half Working Day(Half-day), Full Day Off(Weekend)
Define Days Off: Specific Holidays
This is where actual holidays(specific holidays are defined. Maintaining the list of holidays will be done with aid of two screens.
First screen would list all the holidays defined, with the date of the holiday and whether it is given as full-day or half-day. You will be able to delete defined holidays after selecting the check boxes and clicking on delete.
In case you want to add a new holiday you have press 'Add' button or if you want edit existing holiday click on its name of the relevant row.
In both adding a new holiday or editing an existing holiday(current details will be pre-filled) of you will be presented with this screen. You are required to fill in Name of Holiday, Date (done with help of a date-picker calendar), recurring(whether it is recurring holiday annually observed on the same month/date. ex: Christmas - 25th December), whether it is given as full-day or half-day.
that concludes defining days off.
Then comes the Employee's view. The screens demonstrated here are from ESS tab (it could be HR-Admin, Supervisor, ESS User himself using ESS tab)
Apply Leave for a single day
When you want apply for leave for a single day, you have to select the leave type, From/To date(both these two fields are required to be filled, if both fields mention the same date then it is considered as leave applied for a single day), Full/Half Day (whether leave is required for full/half day), Comments.
Apply Leave for a range of days
When you want apply for leave for a range of days, as earlier you have to select the leave type, From/To date(now the From date field sould specify the date the range starts with and Yo date should specify the date range end with), Full/Half Day field would be set to Full-day and will not be changeable, Comments.
Leave List
In this screen ESS users can see the leave requests(only one row is shown per a request resulting in leave applications made for range of days to be shown in a single row) made by him.
The columns would be; Date(s); if the request is for a single day then only that day is shown, if the request is made for a range of days the period will be shown in following form (starting date)->(ending date) No of Day(s); the no. of leave days the request span Leave Type Status; would be drop-down box with options pending approval/(approved; if approved by supervisor), Cancel Leave, Status differ(if the leave dates with in the request are in different status, then it is locked in this status). This is used to cancel the whole request by selecting Cancel Leave option. Leave Period; shows Half-Day/Full-Day/Range(in case of range of days in request) Comments; shows the comment associated with the request.
For detailed view (in case of a request with a range of days involved) click on the range of days.
Leave Range Details
In case of a request with a range of days involved this would allow you cancel leave for individual leave dates. The columns are; Date; Leave Date Leave Type Status; would be drop-down box with options pending approval/(approved; if approved by supervisor), Cancel Leave. This is used to cancel the leave applied for the exact date by selecting Cancel Leave option. Full Day/Half Day; shows Half-Day/Full-Day Comments; shows the comment associated with the date.
From here onwards it is the Supervisors view of how his subordinates have applied for leave;
Leave List
In this screen Supervisors can see the leave requests(only one row is shown per a request resulting in leave applications made for range of days to be shown in a single row) made by his/her subordinates.
The columns would be; Date(s); if the request is for a single day then only that day is shown, if the request is made for a range of days the period will be shown in following form (starting date)->(ending date) No of Day(s); the no. of leave days the request span Leave Type Status; would be drop-down box with options pending approval, approve, reject, partially approved (if the request involves a range of days and some of them were rejected, then it is shown in this state). This is used to Approve/Reject the whole request by selecting Approve/Reject option. Leave Period; shows Half-Day/Full-Day/Range(in case of range of days in request) Comments; shows the comment associated with the request.
For detailed view (in case of a request with a range of days involved) click on the range of days.
Leave Range Details
In case of a request with a range of days involved this would allow you Approve/Reject leave for individual leave dates. The columns are; Date; Leave Date Leave Type Status; would be drop-down box with options pending approval, approve, reject. This is used to Approve/Reject leave applied for the exact date. Full Day/Half Day; shows Half-Day/Full-Day Comments; shows the comment associated with the date.
Now we move onto the Email templates being sent as notification on Leave Application/Approving/Rejection Events
Mail Received by Supervisor on Subordinate applying for Leave
Hi,
James Morrisson has applied for leave, the leave details follow;
Applied Date(s) Type of Leave Comments 30-12-2006 Annual 31-12-2006 Annual
You were sent this mail, as you are the supervisor assigned for James Morrisson.
Please login into OrangeHRM and go into Leave tab to either approve/reject this application.
Thanks,
OrangeHRM
Mail Received by Supervisor on Subordinate canceling Leave
Hi,
James Morrisson has cancelled the following leave request:
Applied Date(s) Type of Leave Comments 30-12-2006 Annual 31-12-2006 Annual
You were sent this mail, as you are the supervisor assigned for James Morrisson, and to be notified about this cancellation.
Thanks,
OrangeHRM
Mail Received by Subordinate on approval of Leave
Hi,
You are hereby notified that the following leave applied by you are now approved by your supervisor;
Applied Date(s) Type of Leave Comments 30-12-2006 Annual 31-12-2006 Annual
Thanks,
OrangeHRM
Mail Received by Subordinate on rejection of Leave
Hi,
You are hereby notified that the following leave applied by you were rejected by your supervisor;
Applied Date(s) Type of Leave Comments 30-12-2006 Annual 31-12-2006 Annual
Thanks,
OrangeHRM
Now we move onto the section where HR-Admin users would be able to see the Leave Summary
Leave Summary - Menu
This is the menu that will give the employees the leave summary
Leave Summary – Selection
It is with this screen that you will be able view the Leave Summary The parameters would be;
Year; the year for which the summary is displayed for Employee Name; you will be able to view the leave summary of any one employee/all employees Leave Type; you will be able to view the leave summary of any one leave type/all leave types
It would be good if you could also select/filter by departments. Also does the reports give you grouping totals.
Leave Summary for Employee (All Employees Selected)
In this screen Leave Summary of all Employees are shown with columns Leave Entitled,Leave Taken, Leave Available. On clicking Edit button the Leave Entitled column would be come editable allowing the HR-Admin to change the leave quotas of that leave type for different leave type.
Note: here multiple rows of the same employee is shown because quotas are defined for every leave type.
Leave Summary for Leave Type (Annual Leave Selected)
In this screen Leave Summary shown with leave type applied for being of type Annual. Columns are Employee Name, Leave Entitled, Leave Taken, Leave Available. On clicking Edit button the Leave Entitled column would be come editable allowing the HR-Admin to change the leave quotas of that leave type for different leave type.
Note: since the leave type shown is Annual only the Leave Type column is not shown.
These are the changes coming up in PIM
User defined Employee IDs
Now in PIM Employee ID is an editable field, allowing HR-Admin to maintain the same Employee ID as assigned by the Company within OrangeHRM, with only restriction being every employee should have a unique Employee ID.
Employee List
The new employee list would have more columns. These columns would be; Employee ID; as entered in PIM(User defined Employee ID) Employee Name Job Title Sub Division; in case employee belongs to sub division of the hierarchy of companies as defined in Company Structure in Admin module, the chain of different levels of company structure would be traced and displayed in this column in their assigned hierarchy. Supervisor; assigned supervisor of the employee, in case if the employee has multiple supervisors they will be shown in new lines.
Employee List - Search
searching facility will be available for Employee List for following criteria; Employee ID; beginning with given string First name; beginning with given string Middle name; beginning with given string Last name; beginning with given string Job Title; beginning with given string Sub-division; given string matches a division in any level of the hierarchy Supervisor; beginning with given string matches with the name of first assigned supervisor
Few more fields - Search
Following fields will help the HR to search effectively (if included in the drop down); Skill name; Location name or ID; Date of joining; Contract ID;
