OrangeHRM 2.2.2 - Help

From OrangeHRM

Contents 1 Overview 2 Login Information 2.1 Logging in 2.2 Change your password 2.3 Logging out 3 Welcome screen 4 Admin Module 4.1 Company Info 4.1.1 General 4.1.1.1 Edit General info 4.2 Company Structure 4.2.1 Add to Company Structure 4.2.2 Delete from Company Structure 4.3 Locations 4.3.1 Add Location 4.3.2 Edit Location 4.3.3 Delete Location 4.4 Job 4.4.1 Job Titles 4.4.1.1 Add Job Title 4.4.1.2 Edit Job Title 4.4.1.3 Delete Job Title 4.4.2 Pay Grades 4.4.2.1 Add Pay Grade 4.4.2.2 Edit Pay Grade 4.4.2.3 Delete Pay Grade 4.4.3 Employment Status 4.4.3.1 Add Employement Status 4.4.3.2 Edit Employement Status 4.4.3.3 Delete Employment Status 4.4.4 EEO Job Categories 4.4.4.1 Add EEO Job Category 4.4.4.2 Edit EEO Job Category 4.4.4.3 Delete EEO Job Category 4.5 Qualifications 4.5.1 Education 4.5.1.1 Add Education 4.5.1.2 Edit Education 4.5.1.3 Delete Education 4.5.2 Licenses 4.5.2.1 Add License 4.5.2.2 Edit Licenses 4.5.2.3 Delete Licenses 4.6 Skills 4.6.1 Skills 4.6.1.1 Add Skill 4.6.1.2 Edit Skill 4.6.1.3 Delete Skill 4.6.2 Languages 4.6.2.1 Add Language 4.6.2.2 Edit Language 4.6.2.3 Delete Language 4.7 Memberships 4.7.1 Membership Types 4.7.1.1 Add Membership Type 4.7.1.2 Edit Membership Type 4.7.1.3 Delete Membership Type 4.7.2 Memberships 4.7.2.1 Add Membership 4.7.2.2 Edit Membership 4.7.2.3 Delete Membership 4.8 Nationality and Race 4.8.1 Nationalities 4.8.1.1 Add Nationality 4.8.1.2 Edit Nationality 4.8.1.3 Delete Nationality 4.8.2 Race 4.8.2.1 Add Race 4.8.2.2 Edit Race 4.8.2.3 Delete Race 4.9 Users 4.9.1 HR Admin User 4.9.1.1 Add HR Admin User 4.9.1.2 Edit HR Admin User 4.9.1.3 Delete HR Admin User 4.9.2 ESS Users 4.9.2.1 Edit User Group 4.9.2.2 Delete User Group 4.9.3 User Groups 4.9.3.1 Add User Group 4.9.3.1.1 Assigning User Rights 4.9.3.2 Edit User Group 4.9.3.2.1 Editing Assigned User Rights 4.9.3.3 Delete User Group 4.10 Email notifications 4.10.1 Configuration 4.10.2 Subscribe 4.11 Project Info 4.11.1 Customers 4.11.1.1 Add Customer 4.11.1.2 Edit Customer 4.11.1.3 Delete Customer 4.11.2 Projects 4.11.2.1 Add Project 4.11.2.1.1 Project Administrators 4.11.2.2 Edit Project 4.11.2.3 Delete Project 4.11.3 Project Activities 4.11.4 Add Project Activities 4.11.5 Edit Project Activities 4.11.6 Delete Project Activities 5 Personal Information Management (PIM) Module 5.1 Add Employee 5.2 Main Interface 5.3 Personal 5.4 Contact 5.5 Emergency Contacts 5.6 Dependents 5.7 Immigration 5.8 Immigration 5.9 Job 5.9.1 Employee Contracts 5.10 Payments 5.11 Report-To 5.12 Work Experience 5.13 Education 5.14 Skills 5.15 Languages 5.16 Licenses 5.17 Memberships 5.18 Attachments 6 ESS Module 7 Leave Module 7.1 Leave Summary 7.1.1 Administrator views Leave Summary 7.1.1.1 View Leave Summary 7.1.1.1.1 Edit Entitled Leave information through Leave Summary = 7.1.2 Supervisor views Leave Summary 7.1.2.1 Personal Leave Summary 7.1.2.2 Employee Leave Summary 7.1.3 ESS User views Leave Summary 7.2 Define Days Off 7.2.1 Weekend 7.2.2 Specific Holidays 7.2.2.1 Add Specific Holidays 7.2.2.2 Edit Specific Holidays 7.2.2.3 Delete Specific Holidays 7.3 Define Leave Types 7.3.1 Add New Leave Type 7.3.2 Edit Leave Type 7.3.3 Delete Leave Type 7.4 Leave List, Taken / Scheduled leave 7.4.1 Leave List 7.4.1.1 View Leave List 7.4.1.2 Edit Leave Statuses 7.4.2 Taken Leave List 7.4.3 Scheduled Leave List 7.5 Assign Leave 7.6 Apply for Leave 7.7 Approve Leave 8 Time Module 8.1 Define Timesheets Period 8.2 Print Timesheets 8.3 Employee Timesheets 8.3.1 Administrator access to Employee Timesheets 8.3.2 Supervisor access to Employee Timesheets 8.3.3 Approve/Reject and Edit Other Employee Timesheets 8.4 Employee Reports 8.5 Project Reports 8.6 Personal timesheets 8.6.1 Edit Timesheets 8.6.1.1 Add Time Events 8.6.1.2 Edit Time Events 8.6.1.3 Delete Time Events 8.6.2 Submit Timesheets 8.7 Punch In/Out 8.8 Project Time 8.9 Define Work Shifts 9 Reports Module 9.1 Define Reports 9.1.1 Assign User Groups 9.2 View Reports 9.3 Edit Reports 10 Bug Tracker

Overview

OrangeHRM, emerging in line with the new generation of web HR systems, will assist you in managing your company's most important asset - human resource. Orange HRM which is applicable to diverse business industries is a perfect platform for re-engineering your HR processes and redefining the workflow operations of HR professionals, paving the way to a new level of HR Management. OrangeHRM is based on modular architecture and consists of the following modules:

• Admin Module

The part of the system where the HR Manager or other appointed personnel perform all system administration tasks. These include defining company structure, pay grades, undertaken projects 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.

• 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.

• Employee Self Service

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, applying for leave and editing personal timesheets 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.

• Leave Module

A comprehensive leave management module with extensive possibilities of defining leave types, company holidays and more. It caters for all application and approval processes and is able to display information on leave entitlement, balance, history etc. Thanks to the web-enabled and self-service concepts, it significantly streamlines all leave related procedures, eliminates paperwork and saves costs.

• Time Module

The module automates time tracking related processes. It helps to efficiently organize labour data and improve the workforce management. Time module allows employees to define and submit their timesheets, which can be approved / rejected and modified by their supervisors. The module has the functionality for the tracking employee attendance, as the employees can enter there punch in and punch out times. Through the time module employees can specify the time events related to the particular projects, they are working on and administrators of the projects can manage the projects easily through the functionality offered by the project reports menu items.

• 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.

• 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 which would be useful for fixing them.

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:

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From the top menu you can select which module to enter. E.g. Admin Module, PIM Module, , Leave Module, Time Module, Reports Module and Bug Tracker (See chapter 1, Overview, for brief description of each module).

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, company customers and projects 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.

Most of the functionality of the Admin Module is available for the users, who have HR Admin rights. However, the system also allows administration of the Project Activities by the ESS Users, who have been assigned as Project Administrators (see chapter 4.9.2.1.1 for more information).

The HR Admin can define and modify:

• Company Info (Company General Info, Structure, Locations)
• Job info (Job Titles, Pay Grades, Employment Status, EEO Job Categories)
• Qualification information (Education, Licenses)
• Skills info (Skills, Languages)
• Memberships info (Types, Memberships)
• Nationalities and Race info
• Create HRAdmin and ESS Users and Admin User Groups. Assign rights to the user groups
• Configure Email Notifications
• Enter Information on project customers and projects, undertaken by the company. Administer activities for any of the company’s projects

The ESS User –Project Administrator can:

• Administer Project Activities for the projects, where he is assigned as the Project Administrator

NOTE: Admin Module has been described in the manual from the perspective of the HR Admin user, except for the chapter 4.9.3 Project Activities, where the details have been provided for both HR Admin and Project Administrator (ESS user, assigned as the Project Administrator).

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).

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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.

Company 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. The sub menu consists of the following commands.

• HR Admin Users
• ESS Users
• Admin User Groups

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)

NOTE: Make sure, that employee information is entered into the system prior to creating user account for the employee.

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

NOTE: Make sure, that employee information is entered into the system prior to creating user account for the 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. Defining the user group allows to assign certain rights and permissions to particular users, who form one group. Click on Admin Admin 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

Assigning of certain rights and permissions to the users will help manage the security and integrity of the system. Once you will define the new Admin user group, please assign the rights, as described below

1. In the Admin 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
5. Once you have assigned all the necessary rights to the user group – click Back button, to return to the User Group definition screen. Your changes will be saved in the system.

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 Save button. If you need to edit the assigned user rights, please read through the next section.

Editing Assigned User Rights

NOTE: You are not allowed to edit the User Rights for the group, where your log in account belongs.

To edit the assigned rights of the group, click on the link Assign User Rights. The following screen will be displayed To edit the rights for the particular module – select the module from the Assigned Rights list. The information on the rights for the module will be loaded into the section for rights assignment. Click Edit button and modify the rights as required. To depreciated user group of all rights click on Delete button.

Delete User Group

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

NOTE: It is impossible to delete the User group, to which your account belongs.

Email notifications

Email notifications section allows setting up the parameters for the operations related to sending and receiving email notifications through OrangeHRM. The section allows performing mail configuration and subscription for the various types of email notifications.

The sub menu consists of the following commands.

• Configuration
• Subscribe

NOTE: It is important to specify correct email addresses of the employees, who would like to subscribe for email notifications. The email address setting is performed in the Personal Information Management module Contacts tab - refer Section 5.4.

Configuration

Configuration of mail settings is essential if the users of the system require sending and receiving notifications, related to the operations performed within OrangeHRM (for example, Leave management operation, Time sheets administration operations). The Figure 4.35 shows email configuration screen. configure the mail, specify appropriate values for the fields and click Save button.

Subscribe

This sub menu section will allow you to subscribe users for receiving email notifications through OrangeHRM system. Enter the correct email address and select the types of notifications the user would like to receive by clicking the appropriate checkboxes. Click Save button.

Project Info

In this section of the application the users can define the information, necessary for the project management activities.

Customers

This section of the menu allows define and store in the system basic information on the customers and clients of the company. The list of the existing customers being displayed as shown on the Figure 4.37. A search can be performed on Customers based on Customer ID or Customer Name. Click on the Next link to proceed to the next page of Customers. Click on the Previous link to move to the previous page of Customers.

Add Customer

To add the new customer into the system, click Add button in the Customers page. The page used to add a Customer is displayed in Figure 4.38

1. Code is automatically generated.
2. Enter the Customer Name (It can be the name of company / organization or individual). You can also enter company’s internal customers.
3. Description – the description and comments about the customer

Click on the Save button. If the save is successful, the newly added customer is displayed with a ‘Successfully Added’ Notification in the Customer page.

Edit Customer

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

Delete Customer

This would enable the user to delete the customer. Click on the checkbox against the Customer ID to be deleted and click Delete button. Multiple Customers could be deleted simultaneously.

NOTE: It is impossible to delete customer if there are any projects (Section 4.10) or any time events (Section 8.1) associated with this customer

Projects

The administrators are able to define the projects, which were / are / will be managed by the company. The list of the existing projects being displayed as shown on the Figure 4.39. A search can be performed on Customers based on Project ID or Project Name. Click on the Next link to proceed to the next page of Projects. Click on the Previous link to move to the previous page of Projects.

Add Project

To add the new project into the system, click Add button in the Projects page. The page used define new Project is displayed in Figure 4.40

NOTE: Enter the Customer of the Project information into the system prior to adding Project information. See Section 4.9.1 for more information.

1. Select the Customer Name from the drop down list. Only the customers that have been entered in to the system will appear in the list.
2. Enter the Name for the project.
3. Description – the description and comments about the customer

Click on the Save button. After saving the project information the screen shown in Figure 4.41 will be displayed and the Administrator of the system can assign Project Administrators for the project. For more information about Project Administrator see Section 4.9.2.1.1. and 8.5.

Project Administrators

The system administrator can assign Project Administrator for the Project. There can be more than one Project Administrator assigned for a Project and one employee can administrate more than one Project.

To assign the project Administrator for the project, click the Add button. The screen shown in the figure 4.42 will be displayed

Click the Browse (”…”) button and select the project Administrator from the list of Employees, that will open in the pop-up window. There is a possibility to search and order the Employee list by the Employee ID or Employee Name. Once the Employee is selected from the list, click the Assign button. The screen shown in the Figure 4.43 will be displayed.

You can click the Back button to return to the list of the projects, after assigning Project Administrator(s).

To deprive the employee from the rights to administrate the Project, the Administrator can select the record of the employee by clicking the appropriate check box and click Delete button.

Edit Project

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

Delete Project

This would enable the user to delete the project. Click on the checkbox against the Project ID to be deleted and click Delete button. Multiple Projects could be deleted simultaneously. NOTE: It is impossible to delete project if there are time events (Section 8.1) associated with this project.

Project Activities

This section of the OrangeHRM system allow to manage the activities, associated with the projects, that company is undertaking. Select the Project Activities menu item. The screen shown in the Figure 4.44 will be displayed.

• Administrator – HRAdmin – can manage the activities for any project of the company
• Project Administrator – ESS User assigned as the Project Administrator for one or more projects – can manage the activities only for his projects

Select the project you want to administer from the drop down list.

Add Project Activities

To add the new activity to the project, click Add button in the Project Activities page. The field for adding new project activity will appear, as shown in the Figure 4.45

Enter the name of the Activity and click Save button.

Click on the Save button. If the save is successful, the newly added customer is displayed with a ‘Successfully Added’ Notification in the Project Activities page, as shown in Figure 4.45

Edit Project Activities

Click on the Activity that needs to be edited. The field for editing the Activity caption will be displayed. Make the necessary changes and click on the Save button.

Delete Project Activities

This would enable the user to delete the project activity. Click on the checkbox against the Activity to be deleted and click Delete button. Multiple Customers could be deleted simultaneously.

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 ID. A search can be done on Employees based on Employee ID, First Name, Last Name, Middle Name, Job Title, Employment Status, Sub-Division, Supervisor. 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 attached photo size should not exceed 1MB

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 (a) below.

Enter the information of the emergency contact and click the Save button below the fields. The emergency contact will then appear in the screen as shown in the Figure 5.7 (b) You can enter an unlimited number of emergency contacts, using the Add button.

• 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 check 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.

• To edit the Dependents/ Children info, simply click on the name, do the changes and click on the Save button.
• 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.

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.

• Job Titles which were entered into the system by Administrator will be loaded in the drop down list
• Employment Statuses which were entered into the system by Administrator will be loaded in the drop down list
• EEO categories which were entered into the system by Administrator will be loaded in the drop down list
• Sub – division can be selected for the employee from the Company Structure information, which is displayed after clicking Browse (…) button
• The Joined Date can be selected from the calendar.

Employee Contracts

• User can select to Show/Hide Employee Contracts (contract extensions)
• 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 (a) 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 as shown in figure 5.11 (b)

• The minimum and maximum salary will be loaded into the system according to the selected Pay Grade.
• 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 (a) below.

• Enter the information of the Supervisor / Subordinate and click on the Save button below the fields. The Supervisor / Subordinate info will then appear as shown in the Figure 5.12 (b).
• 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 (a) below

• Enter the work experience info and click on the Save button below the fields. The work experience info will then appear as shown in the Figure 5.13 (b).
• 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 (a) below.

• Enter the information of the education and click the Save button below the fields. The education will then appear as shown in the Figure 5.14 (b).
• 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 (a) below.

• Enter the skill info and click on the Save button below the fields. The skill will then appear in the list as shown in the Figure 5.15 (b).
• The Skill shall be selected from the drop down list. The list will be populated with the values, specified in the Admin Module.
• 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 (a) 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 5.16 (b) 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 (a) below.

• Enter the license info and click on the Save button below the fields. The license will then appear in the Assigned Licenses list, as shown in the Figure 5.17 (b).
• 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 (a) below.

• Enter the membership info and click on the Save button below the fields. The membership will then appear in the Assigned Memberships list as show in the Figure 5.18 (b).
• 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

NOTE: The size of the attached files can not exceed 1MB.

• 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, enter 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.

• Admin Module – Through this module, the employee, who has been specified as Project Administrator can administer the activities for his/her projects. See part 4.9.3 Project Activities for more information on the project administrator’s Admin module.
• PIM Module – Through this module employee, who has been assigned as the supervisor for the other employees can manage the personal information of his/her subordinates. See part 5.10 Report-to for more information on assigning supervisors/subordinates.
• 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.
• Time Module – Through this module employee can enter time events and submit the time sheets for the approval by supervisor. Employee can register his punch in/out times. See part 8 for further information.
• 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.
• Bug Tracker – Through this the employee can report bugs encountered when using the system. See part 10 for further information on this.

Leave Module

A comprehensive leave management module with extensive possibilities of defining leave types, company holidays, applying for and assigning of leave for the employees of the company. It caters for all application and approval processes and is able to display information on leave entitlement, balance, history etc. The functionality of the Leave module differs depending on the rights of the user of the system. The Leave module will be described from the perspective of Administrator, ESS User – Supervisor (the user who has subordinates, see section 5.10 for more information) and the ESS User (the user who does not have subordinates assigned)

The HR Admin can:

• View Leave Summary for each employee and entitle leave days of each available type
• Define Days Off – Weekends and Specific Holidays
• Define Leave Types
• Assign Leave for any employee
• See scheduled Leave for any employee
• See list of Taken Leave for any employee

The ESS User – Supervisor can:

• View the Personal or Employee (subordinate) Leave Summary
• View the Leave List – the detailed leave information
• Apply for Leave
• Assign Leave for his/her subordinates
• Approve/Reject leave

The ESS User can:

• View the Personal Leave Summary
• View the detailed leave information
• Apply for Leave

Leave Summary

Administrator views Leave Summary

The leave summary of the employees can be viewed for one particular year, therefore the year must be selected from the drop down list. There are two criteria which can be used to filter the leave summary that can be generated:

• Employee Name
• Leave Type

If the user wants to view the Leave summary for one employee, the Employee Name shall be selected. The Employee Name drop down list has two options “All Employee” and “Select”. Once Select is chosen, user can browse through the employees (Figure 7.2), who have already been entered into the system and select the particular employee. It is possible to search for Employee within the Employee list by Employee ID or Employee Name.

To filter the Leave Summary by particular leave type, user must select it from the Leave Type drop down list. The list is populated with the values which have been entered into the system through Define Leave Type functionality (refer section 7.1.3 for more information).

View Leave Summary

To view all or filtered Leave Summary information, the user must click View button. The leave information is being shown in hours. The leave balance is calculated taking into account the work shifts, assigned for the particular employees (See section 8.9 for more information). If the employees have not been assigned the work shift, the default value of 8 hours per working day is taken.

Edit Entitled Leave information through Leave Summary =

The Administrator can edit the Entitled Leave information by pressing the Edit button. The screen shown in the Figure 7.3 will be displayed. The appropriate leave information should be edited and saved into the system by pressing Save button The list of taken leave by the employee can be viewed by clicking on the “Taken leave” link on the top of the list.

Supervisor views Leave Summary

The ESS User who has been assigned subordinate employees can view their leave summary. The supervisor can view:

• Personal Leave Summary
• Employee Leave Summary

Personal Leave Summary

Personal Leave Summary Sub-menu of the left side menu item Leave Summary will allow Supervisor to view his/her leave summary information. For more detail please, refer to section 7.1.3

Employee Leave Summary

The Supervisor can view the leave summary information for his/her subordinates. In order to do this, click the Employee Leave Summary sub-menu of the left side menu item Leave Summary. The screen displayed in the Figure 7.4 will be shown To view the leave summary, you must select the year from the drop down list. If you wish to display the summary only of one subordinate, select him/her in the Employee Name drop down list and press the View button. The screen displayed in the Figure 7.5 is shown.

The leave summary is being displayed in days, with the precision of 2 decimal place (i.e. 1.5 days for the employee whose working shift is 8 hours will mean 12 hours of leave). The system captures the leave values accurately even when the number of hours worked per day for an employee changes during the year; the system uses the latest values for the calculations. The hourly leave balance is being calculated in regards with the work shift of the employee (the assigned number of working hours per day). NOTE: To be able to view the summary information on the subordinates, the appropriate employees’ information and “Report-to” relationship must be entered into the system.

ESS User views Leave Summary

By clicking on Leaves Summary (for ESS Users) and Personal Leave Summary (for Supervisors) 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 7.6 below

Define Days Off

By selecting Define Days Off from the left side menu of the system, administrator of OrangeHRM can define the days off that will be applicable to the entire company and will be taken into consideration while calculating leave duration. Days off have been classified into:

• Weekends
• Specific Holidays

Weekend

The screen used for defining weekends for the company is displayed in the Figure 7.7. For each day of the week the administrator shall specify whether it is Full or Half working day or Weekend. After specifying the information, it should be saved by clicking Save button.

Specific Holidays

The specific holidays that will not be considered as company’s working days can be defined through this module. With the Specific Holidays feature you can add, delete and edit Specific holidays to match the requirements and policies of your company. Start by clicking on Specific Holidays under the Define Days Off item from the left side menu.

Add Specific Holidays

To add a Specific holiday click Add from and the screen shown in figure below 7.9 will appear. It is compulsory to specify the Name of the Holiday and to select the date when the holiday occurs. By default all holidays are marked as non-recurring. To mark holiday as recurring, meaning that the holiday will occur on the same day next year, click the Recurring check box. For example, Christmas is recurring holiday, as every year it happens on the 25th of December. Easter is not recurring holiday. It is also possible to specify, whether the holiday is full or half day. After finishing click Save. If the save is successful, the list of the Specific Holidays will be displayed with a ‘Successfully Added’ Notification.

Edit Specific Holidays

Click on the link with the name of Specific holiday that needs to be edited. Click Edit, make the necessary changes and click Save

Delete Specific Holidays

This would allow the user to delete Specific Holiday. Click on the checkbox against the Name of the holiday to be deleted and click Delete button. Multiple holidays can be deleted simultaneously.

Define Leave Types

Through this section the administrator of the system will be able to define leave types, which are compatible with the HR policies of the company. Start by clicking on Define Leave Types item from the left side menu. The list of the specific holidays is being displayed as shown in Figure 7.10.

Add New Leave Type

To add a Leave Type click Add from and the screen shown in figure below 7.11 will appear. Enter the leave type name and click Save. If the save is successful, the list of the Leave Types will be displayed with a ‘Successfully Added’ Notification.

NOTE: The entitlement of leave of each type for the employees is performed through the Leave Summary section. The functionality is explained in the 7.1.1.1.1 section

Edit Leave Type

Click on the Edit button above the list of the Leave Types. It enables you to edit all the leave type names. Make the necessary changes and click Save.

Delete Leave Type

This would allow the user to delete Leave Type. Click on the checkbox against the Leave Type to be deleted and click Delete button. Multiple leave types can be deleted simultaneously.

Leave List, Taken / Scheduled leave

Leave List provides the detailed information about the leave information together with it’s statuses, that can be modified or edited. The system provides 3 types of leave lists:

• Leave List – accessible for the employees and their supervisors
• Scheduled Leaves – list of the planned / scheduled leaves, accessible by HR Admin
• Taken Leave – list of take leaves by the employees, accessible for the HR Admin of the system.

Leave List

View Leave List

To view leave list information, employee must be logged in as ESS user. Click the Leave List menu item from the left side menu and the following information will be displayed, as shown in Figure 7.12

• Date or the range of dates the leave was applied for
• No of days – the figure calculated excluding weekends and defined specific holidays
• Status - Pending approval / approved / rejected / taken
• Leave period – single or range
• Comments

The information is being displayed for all the leaves the employee has applied for or has been assigned. To view the detailed information on the leave, the user must click on the link with the leave dates. The following screen displayed in Figure 7.13 will be shown. To go back to the Leave List, click Back button.

Edit Leave Statuses

This functionality can be used by ESS Users to change the leave statuses from Pending Approval or Approved to Cancelled. In other words, this section allows employees to cancel the leaves they have applied for or the leaves they have been assigned to them in case the employee is not planning to take leave any more.

NOTE: The Status of the Taken leaves can not be edited by the employee himself/ herself. It can be done only by the HR Administrator.

If the range of dates leave status is being edited, user can apply changes for the entire leave or make changes partially. The screen of the detailed leave list with the option to change statuses is show in the figure 7.14 After changing the leave statuses click Save button.

NOTE: If the email notifications functionality has been configured (see section 4.3 for more information), the email notification will be sent to the Supervisor of the Employee and to the HR Admin users, who have subscribed for the Leave management mail notifications, once the employee modifies and saves the status of leave.

Taken Leave List

The HR Administrator of the system has the possibility to view all leave taken by the employees of the company through a separate screen. To access this section, select Taken Leave menu item from the left side Leave module menu. The screen similar to the one shown the figure 7.15 will be displayed. The HR Administrator can edit the statuses of the leave to cancelled – if the leave due time has already passed, but the leave was not taken by the employee. The viewing of the leave detail information and editing of the entire or part of the leave is performed as describe in section 7.4.1.

NOTE: The Taken leave status can be modified only by the HR Administrator.

Scheduled Leave List

This section provides the view of the scheduled leave to the administrator, so that the relevant leave information can be accessed and managed easily. To access this section, select Scheduled Leave menu item from the left side Leave module menu. The screen similar to the one shown the figure 7.16 will be displayed. The HR Administrator can edit the statuses of the leave and approve / reject or cancel leaves. The viewing of the leave detail information and editing of the entire or part of the leave is performed as describe in section 7.4.1.

Assign Leave

The HR administrator can assign leave to any employee of the company, whose information was entered into the system. NOTE: Enter the Employee information (including Report-to), leave type information and information on specific holidays and weekeds must be entered into the system for the correct leave calculation.

To assign leave, click on the Assign Leave item on the left side menu. The screen displayed in the Figure 7.17 will be displayed. While assigning leave the HR Administrator or Supervisor must select:

• Employee Name

- Administrator of OrangeHRM, the list of all the employees, who were entered into the system prior, will be displayed. - ESS User - supervisor can assign leaves only for his/her subordinates. In this case the drop down list populated with the names of all subordinates will be displayed.

• Leave type drop down list will be populated with the leave types, entered by the Administrator (See section 7.3 for more information)
• The leave range should be specified by selecting From and To date

If the supervisor / HR Admin wants to assign leave in hours on a specific day, the From date and To date will be set to same. The Figure 7.18 shows the interface of the assigning hourly based leave. There are few ways of assigning leave of a particular duration  The From time and To time shall, the Total time will be calculated automatically and displayed in hours with the precision of 2 number after the decimal point  The From time and the Total time are selected, the To time value will be calculated automatically

If the number of days leave is being assigned, the system will not display the option for selecting From time, To time and Total time values. Once the necessary information is being entered, click Assign button. The leave balance will be calculated accordingly. The calculations are performed in hours, taking into account the number of hours specified as the work shift for employee (see Section 8.9 for more information).

NOTE: If the email notifications functionality has been configured (see section 4.3 for more information), the email notification will be sent to the Employee (has has been assigned leave) and to the HR Admin users, who have subscribed for the Leave management mail notifications, once the leave is assigned.

The Assigned leave will change the status to Taken on the day of the Leave and the information for the taken and available leave for particular employee will be modified accordingly.

Apply for Leave

If the user is logged in to the system through the ESS, he can apply for leave through by clicking on the Apply for Leave menu item on the left side menu. The screen displayed in the Figure 7.19 will be shown. To apply for leave, the user shall specify the following • The Leave Type from the drop down list which will be populated with the Leave Types, specified by the HR Administrator. (See section 7.3 for more information) • The From and To dates shall be chosen. If the wants to apply for leave in hours on a specific day, the From date and To date will be set to same value. The Figure 7.20 shows the interface of the assigning hourly based leave.

If the number of days leave is being assigned, the system will not display the option for selecting From time, To time and Total time values. • The comments can be specified. After user finishes specification of leave details, he can apply for leave by clicking Apply button. The leave will be pending approval from the Supervisor of the user.

NOTE: If the email notifications functionality has been configured (see section 4.3 for more information), the email notification will be sent to the Supervisor of the Employee, who has applied for leave and to the HR Admin users, who have subscribed for the Leave management mail notifications.

The leave balance will be calculated accordingly. The calculations are performed in hours, taking into account the number of hours specified as the work shift for employee (see Section 8.9 for more information).

Approve Leave

The ESS User – Supervisor (the user has the subordinates assigned in the “Report-to” PIM section (see section 5.10 for more information)) can approve or reject leaves, that were applied for by his/her subordinates. To do so, the Supervisor must be logged in to the system through the ESS and click on Approve Leave left side menu item. The screen, displayed in the Figure 7.21 will be shown. To approve or reject the leave of the subordinate, Supervisor must select the appropriate Status from the drop down list. This action will approve or reject the whole leave. The comment can be specified by Supervisor. System has the possibility for partial approval or rejection of the leave. To do so, Supervisor shall click on the link with the leave dates. The screen displayed in the Figure 7.22 will be shown. Now the Supervisor can select Approved or Rejected Status for each day of the leave. The changes will be saved into the system after clicking Save button.

NOTE: If the email notifications functionality has been configured (see section 4.3 for more information), the email notification will be sent to the Employee, who has applied for leave, and to the HR Admin users, who have subscribed for the Leave management mail notifications.

The Approved leave will change the status to Taken on the day of the Leave and the information for the taken and available leave for particular employee will be modified accordingly.

Time Module

The module automates time tracking related processes. The functionality of the module allows the employees of the company to create and submit weekly timesheets and the supervisors to modify, approve and reject the timesheets, submitted by their subordinates. The module has the functionality for the tracking employee attendance, as the employees can enter there punch in and punch out times. Through the time module employees can specify the time events related to the particular projects, they are working on and administrators of the projects can manage the projects easily through the functionality offered by the project reports menu items. The time module allows better tracking of the employee occupancy and the tasks that employees are working on. The effective management and task assignment strategies can be implemented based on the information, received from the employee timesheets.

The HR Admin can:

• Define Timesheets period
• Print timesheets
• View / Edit / Approve / Reject employee timesheets
• View any employee’s time reports
• View project reports for any project undertaken by the company
• Define a Work Shift for an individual / group of employees

The ESS User – Supervisor can:

• Enter, modify and submit personal timesheets
• View / Edit / Approve / Reject timesheets of his subordinates
• Enter punch in/out time
• Enter time events that employee has spent on the project activities
• View his subordinates’ employee time reports

The ESS User – Project Administrator

• Enter, modify and submit personal timesheets
• Enter punch in/out time
• Enter time events that employee has spent on the project activities
• View project reports for the projects, the employee is administrating

The ESS User can:

• Enter, modify and submit personal timesheets
• Enter punch in/out time
• Enter the time events for the activities of the projects he/she is working on

Define Timesheets Period

The Administrator (HR Admin) of the OrangeHRM can define the work week period for the timesheets. The Administrator can define the start of the working week by selecting it from the drop down list as show on the Figure 8.1

The week is being assumed as 7 days and all the timesheets will have the set First day of Week as their start day. This will not affect the previously submitted timesheets.

Print Timesheets

The Administrator of the system has the possibility to preview and print timesheets for the particular period. This can be done by selecting Print Timesheets item from the Timesheets submenu. The screen shown in the Figure 8.2 will be displayed.

The Administrator can filter the timesheets by:

• Employee name - By clicking on Browse (“…”) button the list of all employees of the system is displayed. The Search can be performed on the list by Employee ID or Employee Name.
• Division - By clicking on Browse (“…”) button the list the Company Structure will be displayed. The user can select the necessary Department, Division, Team, etc. from the Company Structure graph.
• Supervisor - The Administrator can filter the timesheets of the subordinates of the particular supervisor, whom he selects from the list.
• Employment Status – the status can be selected from the list of statuses available in the system. See section for more information
• From Date – Must be selected in order to be able to print timesheets
• To Date – Must be selected in order to be able to print timesheets

Once the filter information has been entered, press View button to preview timesheets. The screen show in the Figure 8.3 will be displayed. This would be the Print Preview of the set of timesheets that satisfy the filtering criteria.

To modify the filter criteria, click on the Back button. To print the timesheets, click on Print button.

Employee Timesheets

The HR Administrators and the ESS Users – Supervisors, who have the subordinates assigned, can view the timesheets of the other employees. Click the Employee Timesheets sub menu of the Timesheets left side menu item.

Administrator access to Employee Timesheets

If the HR administrator views the Employee timesheets, the screen, shown in the Figure 8.4 will be displayed.

Administrator can view the submitted timesheet information for any employee information. The employee selection can be performed by clicking Browse (…) button. The employees who have been entered into the system information will be shown as in Figure 8.5. It is possible to search for Employee within the Employee list by Employee ID or Employee Name.

Administrator shall select the Employee from the list by clicking on the Employee ID link and press the View button (refer the Figure 8.4) The information on the weekly timesheets for the employee will be displayed as shown in Figure 8.6. To browse through the timesheets, use the arrow buttons on top of the screen

The HR Administrator can view the details of the timesheet by clicking Details button. The screen shown, in the Figure 8.7 will be displayed.

The detailed timesheet view will show non editable information on the time events and the notes, related to the events. By clicking on Edit button, HR Administrator can edit the time event information (see section 8.3.3. for more information). By clicking Back button, HR Administrator will return to the Summary view of the employee’s timesheet.

The HR administrator can edit or submit the non submitted employee timesheets. If the employee timesheet has been submitted, it can be approved or rejected by the administrator. Please refer to 8.3.3 section for further information.

Supervisor access to Employee Timesheets

If the Supervisor can access the timesheets submitted by his/her subordinates. If the Supervisor select Employee Timesheets from the left side menu, the screen, shown in the Figure 8.8 will be displayed. Supervisor can select the employee and from the Employee Name list, which will be populated with the employee names that have been entered into the system and have been assigned the current user as their Supervisor. Click the View button and the submitted / approved / rejected timesheets of the particular employee will be displayed. Please, refer Figure 8.7 for more information. To increase the effectiveness of browsing through the timesheets, the subordinates’ timesheets that are pending approval are displayed in the separate list. Supervisor can easily select the particular timesheet from the list by clicking the View button for the timesheet. The Supervisor can edit or submit the non submitted timesheets of the subordinates. If the timesheet has been submitted, it can be approved or rejected by the Supervisor. Please refer to 8.3.3 section for further information.

Approve/Reject and Edit Other Employee Timesheets

The HR Administrator or the Supervisor can approve/reject and edit the submitted timesheets of the other employees or their subordinates respectively. The edition of the other employees’ timesheets can be performed in the same manner as for the personal timesheets. Please, refer to the section 8.6.1 for more information.

NOTE: Once the timesheet is submitted, the duration field will be made read only.

Once the necessary changes (if any) have been made, the Supervisor or HR Admin can Approve or Reject the timesheet of the Employee. The submitted timesheets that is pending approval is shown in the Figure 8.9

To Approve / Reject the timesheet, press the appropriate button, as shown in the figure below.

NOTE: If the timesheet is Approved, the further edition and modification is impossible.

Employee Reports

The HR Administrators and the Supervisors can view Employee activity reports. To access the functionality, please select Employee Reports menu item from the left side menu. The screen displayed in the Figure 8.10 will be displayed.

When generating reports it is possible to specify:

• Employee Name – The field is compulsory to specify

 - The HR Administrator of the system can select any employee of the company to view the activity report
  - The Supervisor can select only his subordinates

• Project – The names of the customers and projects are listed in the drop down list for the filtering of the reports. It is also possible to view the reports for all projects.
• Activity – Once the Project is selected, there is an option to select the specific project activity. It is also possible to view the reports for all the project activities.
• From Date – The field is compulsory to specify
• To Date – The field is compulsory to specify.

The total amount of hours is being calculated and displayed at the bottom of the report. To come back to the filter setting screen press Back button.

Once the filter information is set, press View button to view the reports. The information displayed in the report is shown in the Figure 8.11

Project Reports

The HR Administrators and the Project Administrators can view Project activity reports. To access the functionality, please select Project Reports menu item from the left side menu. The screen displayed in the Figure 8.12 will be displayed.

When generating reports it is possible to specify:

• Project – The names of the customers and projects are listed in the drop down list for the filtering of the reports.

 - The HR Administrator can select any project undertaken by the company
 - The Project Administrator can select only the projects that have been assigned to him / her

• From Date – The field is compulsory to specify
• To Date – The field is compulsory to specify.

Once the filter information is set, press View button to view the reports. The information displayed in the report is shown in the Figure 8.13

The report shows the total time for each of the activity of the project and the total time of the project in hours. The filter information is displayed on top of the report. If the View link by the activity is pressed, the system shows the break down of time by each person on a particular task. The example is shown in the Figure 8.14.

The details of the filer information and of the activity are show on top of the report. Press the Back button if you want to come back to the general project report.

Personal timesheets

If the user is logged into the system with the ESS (Employee Self Service) account, he/she can create the timesheets. Click on the Time tab at the top of the web page and select Timesheets left side menu items. If the ESS user has subordinates assigned, he will have the opportunity to manage his own and his subordinates’ timesheets. Therefore select Personal Timesheets in this case.

Edit Timesheets

The user can edit the weekly timesheets. The form for the timesheet editing is displayed in the Figure 8.15.

With the help of arrow buttons on top of the screen user must select the week, for which the timesheet needs to be edited. Once the week is selected, press Edit button and make the necessary modifications to the timesheets.

Add Time Events

Employee the Edit button is pressed; employee can add new time events to his timesheet. The screen shown in the Figure 8.16 will be displayed

Employee must specify the project he has been working on. The project name in the list together with the customer name is being displayed in the drop down Project list. Once the Project will be selected, the project activity drop down list will be populated with the activities, created by HR Administrator or Project Administrator for this particular project (see section 4.9.2 for more information). Employee shall insert the start time for the event. The Insert Time button will insert the current time into the field automatically and will simplify addition of the time event for the customer.

NOTE: The start time and date of the time event specified in the timesheet must be within the week of the timesheet. Otherwise, the time information will not be counted in.

The End time of the event AND/OR Duration shall be specified by the employee. If one of the fields is specified, the other is calculated automatically.

Reported date will be populated by the system automatically with the current date. Employee can specify the description of the time event and click Update. This will update the time sheet with the information of the time event.

Press the Reset button to reset the information entered for the particular time event.

Once the timesheet is updated the information about the event is being entered into the weekly timesheet and the Successfully Updated notification is being displayed.

NOTE: The time events can be entered into the timesheets by registering Project Time (see section 8.8 for more information). The punch in/out times are also being recorded as time events for the project – Internal, activity – Work Time (see section 8.7 for more information).

Edit Time Events

To edit the information about time events, user must select the appropriate Timesheet and press the Edit button. The screen shown in the Figure 8.17 allows editing time event information. Once the necessary modifications of the time event are performed, click Update button.

Delete Time Events

To delete the time event, click the check box for the time event and click Delete button. Please, refer Figure 8.17. Deletion of multiple time events can be performed simultaneously.

Submit Timesheets

Once the ESS user has entered his/her timesheet information, he can submit it for the approval of the Supervisor.

NOTE: The non-submitted and submitted timesheets can be edited by the employee, his/her supervisor and HR admin of the system before the approval. Submitted and approved timesheets can not be edited.

To submit the timesheet, click on the Submit button for the particular timesheet. Please, refer Figure 8.18

Punch In/Out

To access the Employee Punch In/Out time, user must be logged in through the Employee Self Service and should select Punch In/Out menu item under the Time module. The screen, shown in the Figure 8.19 will be displayed.

The current date and time are being displayed as default values. The user can specify different time and date, and specify the note for the punch in/out time.

Once the user has punched in, he is provided the option to punch out. And vice versa, once the user punches out, he is provided with the option to punch in. The last punch in/out date and time are being displayed on the bottom of the screen. All the punch in/out times are getting stored in the user’s timesheets as time events under project Internal, activity Work time.

Project Time

This section provides user the opportunity to register time events easily. User has to be logged into the system though Employee Self Service. To access the functionality, select the Project Time menu item in the left side menu of Time module. The screen, shown in the Figure 8.20 will be displayed. To submit the time event, user shall select:

• Project – The list of Projects, registered in the system will be displayed in the drop down list (See section 4.9.2 for more information)
• Activity – Once the particular project is selected, the activities, that were defined for this project will be displayed (See section 4.9.3. for more information)
• Start, end time – System provides an option to register start and end time of the activities.

  The user shall has the option enter:
  - Start time only – The event will be saved as incomplete, and the user will be offered to complete the event once he will enter the Project Time section. See Figure 8.21 for more information 
  - Start time and End time – The Duration of the event will be calculated automatically. 
  - Start time and Duration – The End time of the event will be calculated automatically

• Date reported for – is automatically set to the current system date. User can modify the date reported. Once submitted, the time event will be included into the timesheet of the date, set as Date reported for.
• Duration – Will be calculated automatically, if user has specified Start and End time of the event. If user specifies the Duration – there is no need to specify the End time, as it will be calculated automatically.

Once all the information is entered, user should Submit the event. The event details will be saved and added to the appropriate time sheet of the employee. If user has specified only the Start time of the event and has submitted the information, the system will save the event as incomplete. The screen shown in the Figure 8.21 will be displayed. The user will have the opportunity to complete the event, once the duration or the end time of the event is known.

Define Work Shifts

The work shifts for individual or the group employees can be defined only by the HR Administrator. This can be done by selecting the “Work Shift” on the left side menu of the Time module. The following screen will be displayed as shown in figure 8.22 To add the new work shift, select the Add button. The system will require specifying the following:

• Shift name
• Hours per day

After saving the timesheet, the work shift, the system will allow to assign employees, who work according to this work shift. The screen for assigning employees is shown in the Figure 8.23 The HR Admin can Add and Remove the employees from the Assigned Employees list by using the appropriate buttons. After the employees have been assigned, the HR Admin should save the work shift information by using Save button.

If the employees will not be assigned the work shift, the default value of 8 hours working day will be set to them.

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.

• I