human resource management system (hrm) user manual · human resource management system (hrms) 1.0...
TRANSCRIPT
HUMAN RESOURCE MANAGEMENT SYSTEM (HRMS) USER MANUAL
Submitted by: Agility Grid, P.O.Box 1114 DSM
April, 2017
LEGAL AND HUMAN RIGHTS CENTRE
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Table of Contents 1.0 INTRODUCTION ................................................................................................................................. 3
2.0 HOME ................................................................................................................................................ 4
3.0 ADMINISTRATOR ............................................................................................................................... 4
3.1 Registar Staff ................................................................................................................................. 4
3.2 View Staff ...................................................................................................................................... 6
4.0 STAFF MANAGEMENT ........................................................................................................................ 8
4.1 PERSONAL PARTICULARS ............................................................................................................... 8
4.1.1 Contract .................................................................................................................................. 9
4.1.2 Salary .................................................................................................................................... 10
4.1.3 Dependants .......................................................................................................................... 10
4.1.4 Next of Kin ............................................................................................................................ 11
4.1.5 Education .............................................................................................................................. 12
4.1.6 Experience ............................................................................................................................ 13
4.2 VIEW PARTICULARS...................................................................................................................... 13
4.3 TRAINING ..................................................................................................................................... 14
4.3.1 Add Training .......................................................................................................................... 14
4.3.2 Approve Trainings ................................................................................................................. 16
4.3.3 Approved Trainings ............................................................................................................... 16
5.0 LEAVE MANAGEMENT ..................................................................................................................... 17
5.1 Apply Leave ................................................................................................................................. 17
5.2 My Leave ..................................................................................................................................... 18
5.3 Approve Leave ............................................................................................................................. 18
5.4 Leave List ..................................................................................................................................... 19
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5.5 Leave Report................................................................................................................................ 19
6.0 RECRUITMENT ................................................................................................................................. 20
Add Candidate ................................................................................................................................... 20
Respond Application .......................................................................................................................... 22
View Candidate ................................................................................................................................. 23
Mail New Recruit ............................................................................................................................... 23
Recruitment Report ........................................................................................................................... 24
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HUMAN RESOURCE MANAGEMENT SYSTEM (HRMS)
1.0 INTRODUCTION
Human Resource Management System (HRM) is the system designed to manage the entire
employee lifecycle all the way from planning, recruiting to paying their benefits and
compensations. The system is based on a modular approach and thus can be used by smaller
organizations as well as larger enterprises.
Field Description
Username Enter the system login name
Password Enter the password
Login Click to login
To login to the system, enter username and password as given by system administrator.
The System consists of the following Menus;
Home
Administration
Staff Management
Trainings
Leave Management
Recruitment
Reports
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2.0 HOME
This Menu displays the home page of the system as shown on the image below;
Image 1: HRM Home page
3.0 ADMINISTRATOR
This menu consists of two sub-menus;
Register Staff
View staff
3.1 Registar Staff
On this sub-menu, the administrator will be able to register staff to the system by filling the
required information on the form displayed as shown below;
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Image 2: Staff Registration Form
Field Description
First Name Enter your First Name
Middle Name Enter your Middle Name
Last Name Enter your Last Name
Username Enter System Login Name
Directorate Enter the directorate you are working under
Department Enter the department you are working under
Unit Enter the Unit
Role Enter your role at LHRC
Branch Enter the branch office/Work Station
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Job Title Enter your Job title
Password Enter the password/Login password
Save Click save to complete registration
Reset Click reset to clear and start again
Fill all the information required on the form above, and then save to register staff
3.2 View Staff
To view the list of registered staff, click on view staff sub-menu, and the following page will be
displayed;
Image 3: Staff List
Field Description
Fname Shows the Firstname of the Staff
Lname Shows the Lastname of the staff
Username Shows the username of the staff
Role Shows the role of the staff
Position Shows the staff’s position
Status Shows the status of the staff if is active or not
active
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Action Shows the action either Edit or Delete
Under Actions column, there is Edit and Delete Tabs. Click Edit Tab to edit the staff particulars,
and click delete Tab to remove the staff in the system.
On Edit Tab, here is the form to be displayed;
Image 4: Edit staff particulars
Field Description
First Name Edit the First Name of the staff
Middle Name Edit the Middle Name of the staff
Last Name Edit the Last Name of the staff
Username Edit the username of the staff
Role Edit the Role of the staff
Position Edit the position of the staff
Update Staff Click Update to Save changes
Update or edit the information then click Update Staff to save changes
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4.0 STAFF MANAGEMENT
This menu consists of two sub-menus such as;
Personal particulars
View Particulars
4.1 PERSONAL PARTICULARS
This displays the personal information of the current user (log in) in the system. For example if
the user is Clavery, then the following image shows the clavery’s particulars;
Image 5: Personal Particulars
On the Same page (top) there are other menus such as Contract, Salary, Dependants, Next of
Kin, Education and Experience. Navigate on those menus to fill the information required
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4.1.1 Contract
Image 6: Contract Details Form
Enter the contract information of the employee as required in the form;
Field Description
Contract Description Enter the description of the contract
Appointment Date Enter the date of appointment
Begin Date Enter the date the contract started
End Enter contract end date
Confirmation Date Enter the confirmation date
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4.1.2 Salary
Enter the employee salary details in the form and save;
Salary Details Image 7: Form
Field Description
Salary Level Enter the salary level of the staff
Amount Enter the Salary amount
Increment date Enter the Salary increment date
Save Click save to finish
4.1.3 Dependants
Enter the information about the employee’s dependants in the form as shown below;
Image 8: Dependants Details Form
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Field Description
Name Enter the full name of the staff’s de
Gender Enter the gender of the dependant
DOB Enter the Date of Birth of the dependant
POB Enter the Place of Birth of the dependant
Save Click save to finish
Note.
DOB-Date of Birth
POB-Place of Birth
4.1.4 Next of Kin
Enter the information about Employee’s next of kin as required;
Image 9: Next of Kin Details Form
Field Description
Name Enter the full name of next of kin
Relationship Enter the relationship of next of kin
Address Enter the address of the next of kin
Email Enter the email of the next of kin
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Phone Enter the contact number of the next of kin
Save Click save to finish
4.1.5 Education
Enter the education background of the employee in the form as required;
Image 10: Education Details Form
Field Description
Name of Training Enter the name of the training
Place Enter the name of the institute
From Enter the training start date
To Enter the training end date
Save Click save to finish
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4.1.6 Experience
Enter the details about the employee’s experience history;
Image 11: Experience details form
Field Description
Position Held Enter the position held by the staff
Organization Enter the name of the organization
From Enter the date he/she started
To Enter the end date
4.2 VIEW PARTICULARS
This menu displays the list of registered staff with details
Image 12: Staff List with details
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Click the Name under First Name column to view the details
4.3 TRAINING
This Menu consists of three sub-menus, such as;
Add Training
Approve Trainings
4.3.1 Add Training
This Enables the Human Resource Office/ Staff to add training so that the other staff can
apply for assistance or request assistance
To add new training, select the training type under the drop down menu as shown here
below;
Image 13: Select training type
The following form will be displayed after selecting the training type above;
Image 14: Training Registartion Form
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Field Description
Select type of training Select the training type
Course Title Enter the title of the course
Education Institution Enter the name of training institution
Part time of correspondence Specify the time of correspondence either full
time or not
Normal Duration of Course Specify the duration of the course
Tuition fees Enter the tuition fee amount
Registration fees Enter the registration fee amount
Examination fees Enter the examination fee amount
Total fees Enter the Total Amount of fees
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Save Click save to register the training
Reset Click reset to clear and start again
Enter the required information in the form shown above, click save to submit
4.3.2 Approve Trainings
To approve trainings, click approve trainings sub-menu, then select the training type in the drop
down menu, you will be provided with the list of trainings waiting for approval as shown below;
Image 15: Approve training
Click on Approve tab under Action column to approve the training.
4.3.3 Approved Trainings
This displays the list of approved trainings. Click on approved trainings sub-menu, select the
training type to display the lists like the one shown in the image below;
Image 16: Approved Trainings
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5.0 LEAVE MANAGEMENT
This menu consists of five sub-menus, such as;
1. Apply Leave
2. My leave
3. Approve Leave
4. Leave List
5. Leave Report
5.1 Apply Leave
On this Sub-menu, the staff is able to apply for a leave by filling the form as shown in the image
below and click apply.
Image 17: Apply Leave Form
Field Description
Type of leave Requested Select the leave type
Begin Date of Leave Enter the date to begin the leave
Expected Date of Return Enter the date to return to work
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Reason Enter the short explanation about the leave
or reason of requesting a leave
Apply Click apply to save the application
Reset Click reset to clear the application
5.2 My Leave
Under my leave sub-menu, the staff is able to view the applied leave
Image 18: My Leave
5.3 Approve Leave
Under apply leave sub-menu, the HR staff is able to view the list of leave to be approved and is
able to approve. Click Approve under Actions column you will be provided with the page like
this image below;
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Image 19: Approve Leave
5.4 Leave List
Under Leave list sub-menu, the HR staff is able to view the Leave list of all staff with their status
as shown here below;
Image 20: Leave List
5.5 Leave Report
Under this sub-menu, the HR staff is able to view and print the Leave Report by selecting the
leave type/employee name with dates. See the image below;
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Image 21: Select Leave type/employee name and dates
Click submit to view the report as shown below;
Image 22: Leave Report view
6.0 RECRUITMENT
This Menu consists of the following sub-menus;
1. Add Candidate
2. Respond Application
3. View Candidate
4. Mail New Recruits
5. Recruitment Report
Add Candidate
In this sub-menu the HR staff is able to register the candidate applied for the Post. To add new
Candidate click on Add Candidate submenu, you will be provided with the following form;
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Image 37: Add Candidate Form
Field Description
Full Name Enter the Candidate’s Full Name
Qualification Enter the Candidate’s qualification
Position Enter the position applied for
Gender Select the Candidate’s gender
Experience Enter the Candidate’s experience
Email Enter the Candidate’s email
Phone Enter the Candidate’s mobile number
Application date Enter the date of application
Respond Date Enter the date you responded to the candidate
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Save Click save to finish
Respond Application
On this submenu, the HR staff is able to respond to the applications. To do that, go to Respond
Application submenu and click on Respond button. See the image below;
Image 38: Respond Application
Field/Column Description
Name Show the Candidate’s name
Position Show the Candidate’s position
Qualification Show the Candidate’s qualification
Gender Show the Candidate’s gender
Action Click Respond button under action to respond
the candidate
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View Candidate
On this submenu, the HR staff is able to view the list of responded candidates as shown here
below;
Image 39: View Candidate
Mail New Recruit
On this submenu, the HR staff is able to send email to selected candidates. Go to Mail New
Recruit; select the candidate by checking on the check boxes under Recruit name column and
click Send Mail. See the image below;
Image 40: Mail new recruit
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Recruitment Report
The HR staff is able to print the recruitment report by selecting the recruitment type on the drop
down menu and dates as shown below;
Image 41: Recruitment report Filters
Image 42: Recruitment report
You can print the report by clicking on PrintData Button at top left corner of the report view.
Image 43: Sample of Recruitment Report in pdf
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