hrms staff portal user manual
TRANSCRIPT
User Manual
Staff Portal1
Staff Portal
User Manual: Content Answers to Basic Questions
Logging in
My Page
My Info
Attendance
Basics
Attendance List
MPR: Missed Punch Request
What is MPR?
MPR submission
Points to remember
Leave
Basics
Leave Request
Leave Request List
Leave Request Submission
Leave
Surprise Leave
ADP
Points to remember
User manual
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Staff Portal
Answers to Basic Questions
What is this? Staff Portal User Manual
Who is this meant for? Every staff member of Target Publications (Target).
What is its purpose? To help every staff member in using the Staff Portal.
What is this Staff Portal? Part of the Target Website that allows a Target staff
member to View his ‘My Page’
View his staff data
Check his attendance
Apply for missed punches
Apply for leave
Change his password
Access the Staff Portal user manual
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Logging In
Staff Portal User Manual4
Staff Portal
Logging In
To log in, type the following in the address bar of your browser windowhrms.targetpublications.org/StaffPortal
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Click on the ‘User ID’ list
The login form appears
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Staff Portal
Logging In
Staff Portal
Logging In
Click on your staff ID.
The user selection list appears.
Type your staff ID till it is highlighted.
Type only the significant digits of your staff ID till it is highlighted, that is if your staff ID is TP0102, type only 102.
Otherwise scroll down the selection list to your staff till it is highlighted.
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Staff Portal
Logging In
You’re your staff ID appears as ‘User ID’. Now enter your
password and click on the ‘Login’ button
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Staff Portal
Login failed
If your password is incorrect, the following screen will be displayed
Repeat the login process. If you still can’t login, contact HR dept.
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Staff Portal
Login Successful
If your password is correct, the following screen (My Page) will be
displayed
You can now start using the Staff Portal
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My Page
Staff Portal User Manual11
Staff Portal
My Page
My Page provide following information
Notifications
Upcoming events and birthdays
Your missed punch and leave requests, which are pending approval/sanction
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Staff Portal
My Page
Notifications
These include notifications to all employees, members of your department or specifically to you.
Please ensure that you act promptly on these notifications.
Upcoming birthdays
This is a list of birthdays of your colleagues in next 5 days.
This will help you to plan the birthday celebrations.
Upcoming events
This is a list of events planned in next few days.
This will help you to prepare for these events.
Pending missed punches
These include
Missed punch requests pending submission: dates for which requests not submitted yet.
Missed punch requests pending approval: dates for which requests that have been submitted but not approved yet.
Clicking on the ‘View’ link displays attendance record of dates listed.
Pending leave requests
This is a list of dates for which leave request have been submitted but not approved/sanctioned.
Clicking on the ‘View’ link displays leave request record of dates listed.
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My Info Module
Staff Portal User Manual14
Staff Portal
My Info
To view your staff data click on the ‘My Info’ option
The Staff Master page will load
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Staff Portal
My Info
Your ‘master’ data is presented by type in tabs.
Click on a tab to view a particular type of data.
Remember, you can view this data but cannot change it.
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Attendance Module
Staff Portal User Manual17
Staff Portal
Attendance
This module is used to
Check your month-month attendance status
Submit punch missed requests
Check if your punch missed requests have been approved/rejected.
To access this module, click on the ‘Attendance’ option
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AttendanceAttendance List
Attendance
Attendance List
The ‘Attendance List’ shows your attendance during a specified period Working days, weekly offs, holidays
Days present, absent, on leave
Punch in and out times, hours worked
Missed punch requests: pending, approved, rejected.
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Attendance
Attendance List: Moving Between
Pages
The ‘Attendance list’ is made
up of pages.
15 records per page.
One record per day.
Bottom of list shows page-to-
page movement options:
First, Previous, Next, Last.
Available options change
from page to page
if current page is the first page
of list then only options
available will be ‘Next’ and
‘Last’
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Click on
desired page
option
Attendance
Attendance List: Filtering
You can filter attendance data by any combination of
period (from-to date)
Remark
punch status.
Click on the ‘date’ text box.
This will open a date-time picker.
Change month, if required.
Select desired date by clicking on
it
Click on the ‘Apply’ button
Select Period: ‘From’ or ‘To’
date
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Click on the ‘Punch Status’ text box.
This will open a Punch Status list.
Select desired Punch Status by clicking
on it.
Click on the ‘Apply’ button
Select ‘Remark’ Click on the ‘remark’ text box.
This will open a Remarks list.
Select desired remark by clicking
on it.
Click on the ‘Apply’ button
Select ‘Punch
Status’
Attendance
Attendance List: Filtering (cont.)23
Attendance
MPR: Missed Punch Request24
What is a ‘missed punch request’ (MPR)?
You are expected to record your coming to the office and leaving the office
by ‘punching’ the attendance recording machine (ARM).
Thus on each day you report for work, your are expected to record 2
punches.
In case you fail to record one or both punches on a day, you need to submit
a ‘missed punch request’ for that day.
Each MRP must be checked by your HOD or HR Dept and approved or
rejected
When should I submit an MPR?
Whenever you fail record one or both punches on day.
Remember
Failing to submit an MPR in time can result in loss of pay.
An MPR not approved before end of month can result in loss of pay.
A rejected MPR results in loss of pay.
Attendance
MPR Submission25
How do I submit an MPR?
If you can access the Staff Portal,
Select the day on which you have failed to record one or both
punches.
For such a day, the ‘Remarks’ column will show ‘Punch missed’.
Click on the ‘Missed Punch’ button.
The ‘Missed Punch’ button will open.
If you cannot the access the Staff Portal,
Request your HOD or HR Dept to submit an MPR on your behalf.
Attendance
MPR Submission: Enter Details26
Enter ‘Punch In’ and /or ‘Punch
Out’ time , as applicable.
Make sure that you enter time in 24
hour format, i.e. 6:30 pm should
entered as 18:30.
Click on the ‘Reason’ textbox.
Select a reason from the list.
Enter particulars, if any.
Click on ‘Save’ button.
Attendance
MPR: Points to Remember27
MPR Submission Any day on which you miss a punch is treated as absence without intimation
(AWI) till an MPR is submitted and approved.
In case you cannot submit an MPR personally, you can request your HOD or the HR Dept. to submit in on your behalf.
On submitting MPR, record of that day in Attendance list shows
Remark: Present
Missed Punch Status: Pending
MPR Approval /Rejection An MPR must be approved by you HOD or HR Dept.
You must check each pending MPR to see that it is approved before end of that month. Follow up with your HOD/HR Dept for approval.
Remember, if MPR is not submitted and approved in time, it can lead to loss of pay.
You can track the status of each pending MRP from ‘My Page’
Leave Module
Staff Portal User Manual28
Staff Portal
Leave
This module is used to
View leave request you have made.
Submit leave requests
Check if your leave request have been approved/sanctioned/rejected.
To access this module, click on the ‘Leave’ option.
This will open the Leave Requests List.
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Attendance
Leave Request30
What is a leave request?
If you need to remain absent from work, you are required to submit a leave request.
Depending on your ‘Employment Status’ (probationary/confirmed/permanent), you are entitled to different types of paid and unpaid leave.
Depending on the type of leave requested, the leave duration can be ½ day, 1 day or more than 1 day.
Duration of paid leave cannot exceed available leave balance.
How is my leave request processed
Your leave request is first processed by your HOD and is either approved or rejected.
An approved leave request is then processed by HR Dept and is either sanctioned or rejected.
When should I submit an MPR?
Whenever you remain absent from work.
Preferably before the absence. Leave requests submitted after absence can be rejected, in which case the absence is treated as absence without intimation (AWI).
Remember
Absence without leave is treated as absence without intimation (AWI).
AWI can result in loss of pay, including penalties.
Staff Portal: Leave Requests List
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To make a leave request, click on ‘Add’ button.
To make changes in a leave request already made, click on ‘Modify’
button.
Leave
Leave Request List: Changing the
Order The ‘Leave Request List’ data can viewed following orders
Request Date: ascending/descending order
From: : ascending/descending order
To order the list by Request Date
Click on column heading ‘Request Date’.
This changes ascending order to descending order, and vice versa.
To order the list by ‘From Date’
Click on column heading ‘From’.
This changes ascending order to descending order, and vice versa.
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Leave
Leave Request List: Filtering
You can filter attendance data by
any combination of
Month
Leave status.
Click on the ‘Month’ text box.
This will open a month picker,
Select ‘All’ or a specific month.
Click on the ‘Apply’ button
Select ‘Month’
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Leave
Leave Request List: Filtering
(cont.)
Click on the ‘Leave Status’ text box.
This will open a Leave Status picker.
Select a Leave Status.
Click on the ‘Apply’ button
Select ‘Leave Status’
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Leave
Submit Leave Request
Click on the ‘Leave Status’ text box.
This will open a Leave Status picker.
Select a Leave Status.
Click on the ‘Apply’ button
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You can request for
Leave (according to your Emp Status and gender): paid leave, bonus leave, unpaid leave, maternity leave
Short hours, if you are eligible for ADP (adjustment privileges)
Surprise leave
Request for Leave36
To request for Leave,
Click on ‘Leave/comp off’ option.
Then click on ‘Type’ selection list. The ‘Type selection list will open.
If Leave Type selected is
‘Paid leave’ or ‘Bonus Leave’ :
days of leave available are
displayed
Unpaid Leave (UL): no of ULs
taken that month are
displayed.
Request for Leave37
If you want to take leave for
more than one day
Click on ‘From’ option.
Select ‘From’ and ‘To’ dates.
Leave request exceeding
available days will be rejected.
If you want take leave for one
on half day,
Click on ‘On’ option, select date.
Click of ‘Day
Leave request exceeding
available days will be rejected.’
option, select duration.
Request for Short Hours38
Short Hours
Working short hours implies
coming in late or leaving
early.
If you are eligible for ADP
(adjustment privilege),
You can choose work short
hours on one day in a month.
You can make up for the short
hours by working extra hours
on one or more subsequent
day in that month.
To request for short hours
under ADP
Click on ‘Short Hours’ option.
Select the day on you want to
work short hours.
Request for Surprise Leave39
Surprise leave
When you do not report for work
without taking leave in advance
AND inform HR dept on that day
itself, it is treated as Surprise Leave.
A surprise leave is treated as
Paid leave, if have paid leaves
available AND if you have not taken a
surprise leave in that month.
Unpaid leave, if have do not have
paid leaves available AND if you have
not taken a surprise leave in that
month.
Unpaid leave with one day’s
penalty, if have do not have paid
leaves available AND if you have
already taken a surprise leave in that
month.
To request for Surprise leave
Click on the ‘Surprise Leave’
option.
Treatment of requested surprise
leave are displayed.
Paid leave
Unpaid leave
Unpaid leave with penalty
Click on the ‘On’ textbox, select
date of surprise leave.
Leave
Leave Request: Points to
Remember40
Leave Request Submission A leave request must be submitted for any absence from work.
In case you cannot submit an leave request personally, you can request your HOD or the HR Dept. to submit in on your behalf.
Leave Request Approval /Rejection An leave request must be approved by you HOD or HR Dept.
You must check a leave request to see that it is approved before end of that month. Follow up with your HOD/HR Dept for approval.
Absence on leave rejected days in treated as absence without intimation (AWI).
Leave Request Sanction/Rejection An approved leave request must be sanctioned by HR Dept.
You must check each approved leave request to see that it is sanctioned before end of that month. Follow up with HR Dept for sanction.
Absence on leave rejected days in treated as absence without intimation (AWI).
Remember, if a leave request is not submitted and approved in time, it can lead to loss of pay.
You can track the status of each pending leave request from ‘My Page’
User Manual
Staff Portal User Manual41
Staff Portal
User Manual42
This module is used to view the user manual
To access this module, click on the ‘User Manual’ option.
This will open the User Manual viewer.
Staff Portal : User Manual
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Your can view the user manual by clicking on the navigation buttons.
Thank You!
Staff Portal User Manual44