Employee Management

Employee

To view the employee’s profile

Go to Human Resources > Employee Management > Employee

1. In the Employee window, click on the Find icon to do a general search.

2. Click on one of the employee listed. Example:

3. The manager can now view the employee information.

4. Select the Tabs at the bottom of the screen see the information related to each of them.

To view the Employee Assignment

Go to: Human Resources > Employee Management > Assignment Management > Employee Assignment

Click on the Find icon to do a general search. The engine will bring up all employee assignments that are current and past. Example:

Click on the hyperlink, example
You can view the employee assignment details, like

a. Employee Assignment Id

b. Employee Institution

c. Employee Position

d. Situation Code Combination (type of employment conditions)

e. Shift Schedule

f. Pay Code, etc.

Example:

Note. The manager has limited access to view the records, so he cannot update nor change the information contained on the Employee and Employee Assignment Forms.

Employment History

Overview

This screen describes the employment history of employee. An employee can have many employments. Employments can occur within the government as well as outside of government.

Navigation click the New icon under .

Create Employment History

1. Enter the new Employment History information. Fields with an asterisk are mandatory fields.

2. Check the Is Vendor and From Government checkboxes, if required. By Default - these checkboxes are not selected.

Is Vendor: If checked, the employer is a known vendor to the government.
From Government: If checked, the employment history information originates from the government.

3. Enter Assignment Start Date, Assignment Departure Date, Start Date and End Date if required.

Assignment Start Date: Start date of the assignment.
Assignment Departure Date: Date the employee left the assignment.
Start Date: Start date the employee worked for the employer other than government.
End Date: Date the employee left the employer other than government.

4. Choose the Situation Code Catalogue from the Drop Down Menu.

Situation Code Catalogue: Identifies the employment situation such as full time, part time from prior Assignments.

5. To enter the Institution, click on the Lookup icon , click on Find icon to retrieve the Institution list, then select the appropriate Institution.

6. To enter the Position, click on the Lookup icon , click on Find icon to retrieve the Position list, then select the appropriate Position.

7. To enter the Vendor, click on the Lookup icon , click on Find icon to retrieve the Vendor list, then select the appropriate Vendor.

Institution: Institution .
Position: Employee Position.
Vendor: A recognized place of work other than the government.

8. Choose Language from Drop Down Menu, if required.

9. Enter the Title and Description.

Title: Title of position the employee was in.
Description: Explanatory notes on what the employee did at this position.

To ADD a Departure Reason:

1. Click on the Lookup icon underand click on the Find icon to retrieve the Departure Reason list, then select the appropriate Departure Reason.

2. Click the individual Select Checkbox (es), underto select and de-select the Departure Reason(s), as required, or click the Select All icon or Un-select All icon, to select or de-select all Departure Reason(s), if required.

3. Click the Remove icon to remove the selected Departure Reason(s), if required.

4. Repeat steps 1 to 3 as required for all Payment Locations.

Click on the Save and Return icon to save the Employment History information and return to the Employee screen, or click on the Discard icon to discard the Employment History entry and return to the Employee screen.

Medical Form

Navigation click the New icon under .

Create a Medical Form

1. Enter the new Medical Form information. Fields with an asterisk are mandatory fields.

2. Enter Code.

Code: Numerical Code of medical form.

3. Choose the Language from the Drop Down Menu.

Language: Language as chosen.

4. Enter Name and Instruction.

Name: The name of the form.
Instruction: Instructions on how to use the form; its intended purpose.

5. Enter Medical Examination Date.

Medical Examination Date: Date of medical examination

6. Choose Marital Status from the Drop Down Menu.

Marital Status: Marital Status.

7. Enter the Number of Dependents.

Number of Dependents: Number of individuals the employee is responsible for.

8. Enter the Family Medical History, Personal Medical History and General Note if required.

Family Medical History: Family medical history information.
Personal Medical History: Personal medical history information.
General Note: General commentary.
Medical Expiry Date: Date the medical form will expire. This field will only be for viewing purposes. The value in this field will be determined automatically.

To ADD a Contact:

1. Click on the Contact tab,, Contact New iconand enter the new Contact information (refer to Contact for more information).

Any Information under the Medical Condition tab,, is being automatically retrieved from the Medical Catalogue function. Refer to Medical Catalogue for more details.

2. Click the individual Select Checkbox(es), under the Contact tab,, to select and de-select the Contact information, or click the Select All icon or Un-select All icon, to select or de-select all the Contact information, if required.

3. Click the Remove icon to remove the selected Contact information, if required.

4. Repeat steps 1 to 3 as required for each tab.

Click on the Save and Return icon to save the Medical Form and return to the Employee screen, or click on the Discard icon to discard the Medical Form entry and return to the Employee screen.

Note

Navigation (From click the New icon under ).

Create a Note

1. Enter the new Note information. Fields with an asterisk are mandatory fields.

2. Enter ID.

ID: Note identification number.

3. Created Date: Date the note is created - is system generated.

4. Choose Language from Drop Down Menu if required.

Language: Language as chosen.

5. Enter Title and Details.

Title: Title of note.
Details: "notepad" for HR to write comments about the employee/employee file.

6. Choose Note from Drop Down Menu.

Note: Type of note to select from the Drop Down Menu.

7. To ADD an Attachment, click on the New icon and enter the Attachment information. Refer to Attachments for more details.

Click on the Save and Return icon to save the Note information and return to the Employee screen, or click on the Discard icon to discard the Note information and return to the Employee screen.

Payment Information

Navigation (From click the New icon under ).

Create Payment Information

1. Enter the new Payment Information. Fields with an asterisk are mandatory fields.

2. Check the Send by Mail checkbox if required. By Default - Send by Mail checkbox is not checked.

3. Choose the Pay Method from the Drop Down Menu. Depending on the Pay Method chosen, different fields will appear.

Pay Method: Method of Payment

4. Choose the Pay Type.

Pay Type:
PERCENT - Percent of pay to receive.
AMOUNT - Amount of pay to receive.
BALANCE - The balance of pay.
If payment is not split into 2, Balance should be selected. A value is only entered if you want a fixed amount paid in a different manner.

4. Enter the Value if required.

Value: The value of pay to received based on Pay Type.

5. To enter a new Bank Account, click on the New icon and enter the required Bank Account Information. Refer to Bank Account for more details. The bank account information can only be entered if the pay method is Cash or Cheque

6. To enter the Pay Agent, if required, click on the Lookup icon , click on Find icon to retrieve the Pay Agent information, then select the Pay Agent.

Click on the Save and Return icon to save the Payment Information and return to the Employee screen, or click on the Discard icon to discard the Payment Information entry and return to the Employee screen.

Bank Account

Navigation (From click the New icon under and then click on the New Bank Account icon ).

Create a Bank Account

1. Enter the new Bank Account information. Fields with an asterisk are mandatory fields.

2. To enter the Financial Institution, click on the Lookup icon , click on Find icon to retrieve the Financial Institution list, then select the appropriate Financial Institution.

Financial Institution: Name of Financial Institution

3. Choose the Currency from the Drop Down Menu.

Currency: The Currency the bank account will be registered with.

4. To enter the Offset Code, click on the Lookup icon , click on Find icon to retrieve the Offset Code list, then select the appropriate Offset Code.

Financial Institution: Name of Financial institution.
Offset Code: Offset coding block.

5. Enter the Account Number, Iban, National Transfer Code and Bank Account Name if required.

Account Number: Account number of bank account.
Iban: The code used for verification of wire transfers.
National Transfer Code: Universal transfer code for the bank account within the employee country.
Bank Account Name: Name of the bank account.

6. Click on the Save and Return icon to save the Bank Account information and return to the Employee screen, or click on the Discard icon to discard the Bank Account entry and return to the Employee screen.

Beneficiary

Overview

This screen represents the personal information related to a specific beneficiary.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Beneficiaries, leave all fields blank.
Click on the Find icon .

The Beneficiary screen includes the following fields:

Report Fields	Description
Code	Unique identification code of the beneficiary. This value is system generated and non-editable
Employee Status	This is the status of the employee record. The status will be set to ‘CREATED’ when initially creating a beneficiary record.
Prefix	Prefix of Name of Beneficiary
First Name	First Name of Beneficiary
Middle Name	Middle Name of Beneficiary
Last Name	Last Name of Beneficiary
Default Language	Language chosen of Beneficiary
Date of Birth	Birthday of Beneficiary
Place of Birth	Location of Birth of Beneficiary
Gender	Gender of Beneficiary
Social Number	Social Number of Beneficiary
Marital Status	Marital status of the Beneficiary
Active	If checked, Beneficiary is active
Application User	Refers to the User in the system
Institution	Defines the organization of the Beneficiary
Country of Origin	Country of Origin of Beneficiary
Citizenship	Citizenship of Beneficiary
Residency	Country of Residency of Beneficiary
Race	Race of Beneficiary
Religion	Religion of Beneficiary
Tribe	Tribe of Beneficiary
Deceased Date	Date of death of Beneficiary
Tax Identification Number	Tax Identification Number
Is Payslip Sent Via E-mail	If checked, the play slip will be sent by e-mail
Currency	Refers to a particular country currency, for example the US dollar, or to the coins and bank notes

Create a Beneficiary

This screen represents the personal information related to a specific beneficiary.

Note:A beneficiary file is created only if a Beneficiary is to be paid.

To CREATE a Beneficiary, follow the steps below:

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Beneficiary information. Fields with an asterisk are mandatory fields.
To add a new Picture, if required, click on the New icon to add a picture. Some information is required. Refer to Attachments for details.
Enter the Code, as required.

Code: Unique identification code of the beneficiary. This value is system generated and non-editable

5. Choose the Prefix and Employee Status from the Drop Down Menu and enter First Name, Middle Name and Last Name as required.

Prefix: Prefix of Name of Beneficiary
First Name: First Name of Beneficiary
Middle Name: Middle Name of Beneficiary
Last Name: Last Name of Beneficiary

6. Choose Default Language from the Drop Down Menu.

Default Language: Language chosen of Beneficiary

7. Select Date of Birth from the Calendar icon.

Date of Birth: Birthday of Beneficiary

8. Enter Place of Birth if required.

Place of Birth: Location of Birth of Beneficiary

9. Choose Gender from Drop Down Menu

Gender: Gender of Beneficiary

10. Enter the Social Number.

Social Number: Social Number of Beneficiary

11. Select Marital Status from the Drop Down Menu

Marital Status: Marital status of the Beneficiary

12. Check the Active checkmark if required. By Default - Active is selected.

Active: If checked, Beneficiary is active

13. To enter the Application User, if required, click on the Lookup icon , click on Find icon to retrieve the Application User information, then select the Application User.

14. To enter the Institution, if required, click on the Lookup icon , click on Find icon to retrieve the Institution information, then select the Institution.

15. Choose Country of Origin, Citizenship, Residency, Race, Religion and Tribe from the Drop Down Menu.

Country of Origin: Country of Origin of Beneficiary
Citizenship: Citizenship of Beneficiary
Residency: Country of Residency of Beneficiary
Race: Race of Beneficiary
Religion: Religion of Beneficiary
Tribe: Tribe of Beneficiary

16. Select the Deceased Date from the Calendar icon, if required.

Deceased Date: Date of death of Beneficiary

17. Enter the Tax Identification Number, if required.

Tax Identification Number: Tax Identification Number

18. Check Is Payslip Sent Via E-Mail, if required.

Is Payslip Sent Via E-mail: If checked, the play slip will be sent by e-mail

19. To enter the Currency, if required, click on the Lookup icon , click on Find icon to retrieve the Currency information, then select the Currency.

To ADD Spoken Languages to the Beneficiary screen, if required:

1. Click on the tab and then click on the Lookup icon , and enter the Spoken Language information, or leave the Spoken Language information blank to retrieve all Spoken Languages.

2. Click the Find icon

3. Click the individual Select Checkbox (es) to select and de-select the Spoken Languages, as required.

4. Repeat steps 1, 2 and 3 for all required Spoken Languages.

5. Click the Remove icon to remove the selected Spoken Language information, if required.

6. Click the individual Select Checkbox (es) to select and de-select the Spoken Languages, as required, or click the Select All icon or Unselect All icon, to select all Spoken Languages or de-select all Spoken Languages, if required.

ADD Income Tax Destination to the Beneficiary screen, if the beneficiary is tax exempt:

1. Click on the tab and then click on the Lookup icon , and enter the Income Tax Destination information, or leave the Income Tax Destination information blank to retrieve all Income Tax Destinations.

2. Click the Find icon

3. Click the individual Select Checkbox (es) to select and de-select the Income Tax Destinations, as required.

4. Repeat steps 1, 2 and 3 for all required Income Tax Destinations.

5. Click the Remove icon to remove the selected Income Tax Destination information, if required.

6. Click the individual Select Checkbox (es) to select and de-select the Income Tax Destinations, as required, or click the Select All icon or Unselect All icon, to select all Income Tax Destinations or de-select all Income Tax Destinations, if required.

To ADD Contacts to the Beneficiary screen, if required:

1. Click on the tab and then click on the New icon to enter Contacts (refer to Contacts for more information).

2. Click on the Save and Return icon to save the Contact information and return to the Beneficiary screen, or click on the Discard icon to discard the Contact entry and return to the Beneficiary screen.

3. Click the Remove icon to remove the selected Contact information, if required.

4. Click the individual Select Checkbox (es) to select and de-select the Contacts, as required, or click the Select All icon or Unselect All icon, to select all Contacts or de-select all Contacts, if required.

To ADD Address information to the Beneficiary screen, if required:

1. Click on the tab and then click on the New icon to enter Addresses (refer to Address for more information).

2. Click on the Save and Return icon to save the Address information and return to the Beneficiary screen, or click on the Discard icon to discard the Address entry and return to the Beneficiary screen.

3. Click the Remove icon to remove the selected Address information, if required.

4. Click the individual Select Checkbox (es) to select and de-select the Addresses, as required, or click the Select All icon or Unselect All icon, to select all Addresses or de-select all Addresses, if required.

To ADD Additional Information to the Beneficiary screen, if required:

1. Click on the tab and then click on the New icon to enter Additional Information (refer to Additional Information for more information).

2. Click on the Save and Return icon to save the Additional Information and return to the Beneficiary screen, or click on the Discard icon to discard the Additional Information entry and return to the Beneficiary screen.

3. Click the Remove icon to remove the selected Additional Information, if required.

4. Click the individual Select Checkbox (es) to select and de-select the Additional Information, as required, or click the Select All icon or Unselect All icon, to select all Additional Information or de-select all Additional Information, if required.

To ADD Attachments to the Beneficiary screen, if required:

1. Click on the tab and then click on the New icon to enter Attachments (refer to Attachments for more information).

2. Click on the Save and Return icon to save the Attachment information and return to the Beneficiary screen, or click on the Discard icon to discard the Attachment entry and return to the Beneficiary screen.

3. Click the Remove icon to remove the selected Attachment information, if required.

4. Click the individual Select Checkbox (es) to select and de-select the Attachments, as required, or click the Select All icon or Unselect All icon, to select all Attachments or de-select all Attachments, if required.

To ADD Payment Information to the Beneficiary screen, if required:

1. Click on the tab and then click on the New icon to enter Payment Information (refer to Payment Information for more information).

2. Click on the Save and Return icon to save the Payment Information and return to the Beneficiary screen, or click on the Discard icon to discard the Payment Information entry and return to the Beneficiary screen.

3. Click the Remove icon to remove the selected Payment Information, if required.

4. Click the individual Select Checkbox (es) to select and de-select the Payment Information, as required, or click the Select All icon or Unselect All icon, to select all Payment Information or de-select all Payment Information, if required.

To ADD Notes to the Beneficiary screen, if required:

1. Click on the tab and then click on the New icon to enter Notes (refer to Note for more information).

2. Click on the Save and Return icon to save the Note information and return to the Beneficiary screen, or click on the Discard icon to discard the Note entry and return to the Beneficiary screen.

3. Click the Remove icon to remove the selected Note information, if required.

4. Click the individual Select Checkbox (es) to select and de-select the Notes, as required, or click the Select All icon or Unselect All icon, to select all Notes or de-select all Notes, if required.

Delete a Beneficiary

This screen provides the ability to gather all employees in one organized function.

To DELETE, follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Employee you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Employees, leave all fields blank.
Click Find
Select the Beneficiary you want to Delete

Click on the Delete icon
A window will appear asking you to confirm

4. Click OK to confirm and delete the Beneficiary.

5. A window will be displayed confirming the Beneficiary has been deleted

To Verify that the Beneficiary has been Deleted:

Click on the Search icon
Enter the Beneficiary information
Click on the Find icon
The window will appear

Modify a Beneficiary

This screen provides the ability to gather all beneficiaries in one organized function.

To MODIFY, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field(s).
If you prefer to see the list of all Beneficiaries, leave all fields blank.
Click on the Find icon .
Click on the Employee you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modifications. To add or remove any created or retrieved information under the Tabs, refer to the associated link of the created or retrieved information in Create a Beneficiary.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Change Date Of Birth

Recruitment Management

Overview

Recruitment Management deals with the process of retrieving candidates for open positions based on their academic qualifications and work experience. Candidates must match a series of different requirements that the available positions demand and based on their ability to meet the requirements of the position, it will be decided whether or not they will be offered an interview appointment. This process involves a deep analysis of the applicants previous work experience and his/her relations with previous employers. Several different pieces of information are required before an applicant can be offered an interview, such as academic qualifications.

In Recruitment Management, the specific sections discussed are Recruitment Requisition, Internal Candidate Search, Internal Applicant, Applicant List, Interview Schedule and Job Offer. Each section contains explanations and goes through specific details that apply to Recruitment Management such as times of interviews, list of applicants, whether candidates are external or internal, and the submission of recruitment requisitions for approval.

Objectives and Benefits

Recruitment Requisition (For more information click here)

This process deals with the applicants and the positions specifications. If the position being sent for requisition is temporary, the budget does not need to be checked as this position is already approved budget wise and head-count wise. However, if the position being sent for requisition is not temporary, the hiring manager will not be able not be able to submit the requisition unless the budget has available head-count associated to the request. Also, if the position is not temporary, and there is no head-count available, the system will provide a warning to the hiring manager - the system will be able to identify the HR recruiter supporting the department or hiring manager. The requisition itself will contain certain requirements such as Job Reference Number, Planned Hire Date, Full-time/Part Time, Salary, Language, Medical Requirements and other contents.

When an application is submitted by a current employee the system will notify the recruiter of the application. They can go to the system and look up the job reference number and see all the applicants for the positions and the system will collect all internal applications for the position and will provide a report with the certain information such as Position ID#, Employee Name, Date of submission of application, matching of qualifications, and others.

Internal Candidate Search and Internal Applicants (For more information on the Internal Candidate Search click here, for Internal Applicants, click here)

NOTE: To complete an Internal Candidate Search you must have filled out a Recruitment Requisition.

Based on the matching and assessment of the candidate against the requirements the recruiter will be able to access the file and notify the candidate if the candidate has been selected for either interview, additional test or did not meet the qualifications. The employee record will retain the information on why the candidate did not meet the qualifications. Internal Applicants and External Applicants are both discussed and are key components of Recruitment Management. Available job positions are sometimes open to external candidates, meaning candidates who are not already within the organization itself, and internal candidates are those who are already apart of the organization, but still apply for other jobs.

Applicant List (For more information click here)

NOTE: To complete an Applicant List you must have filled out a Recruitment Requisition and Internal Applicants.

The list of entire applicants will be given to the HR recruiter for reviewing. The recruiter will be able to capture the information from the applicant references either in a form basis or enter details related to the results of the reference checks. The recruiter contacts the candidate either by email or phone to schedule an interview. The recruiter will be able to enter notes in the application process indicating stage of applications. The recruiter notifies the Hiring Manager of internal candidates who meet the necessary qualifications for the position along with test scores. There are many different qualifications that can influence an employer to hire a candidate. Two of the most important would be academic qualifications and work experience. Academic qualifications is an important factor as to whether or not an applicant is to be considered, as it is important to make sure the education is in direct correlation with the assignments and tasks to be completed. A candidate's employment history is also extremely important to an employer as it will help the employer get a more detailed knowledge of how the candidate completes tasks and assignments in the work place. Many different factors such as attendance, team work, initiative and behavior come into place when one discusses work experience.

Interview Schedule (For more information click here)

NOTE: To complete an Interview Schedule you must have filled out a Recruitment Requisition and Internal Applicants.

Each applicant can have one or more interviews. One interview can be assigned to more than one interviewer. The Hiring Manager will be able to view the short list of candidates and or any other internal candidate who applies for the position. The recruiter will be able to see anybody that has been recommended to be promoted in this position

Job Offer (For more information click here)

NOTE: To complete a Job Offer you must have filled out a Recruitment Requisition and Internal Applicants.

The Hiring Manager shall be able to select the candidate which best meets the requirements of the position and notify the recruiter to generate an offer. The offer will include certain information such as date, name, position, description of duties, vacation allowances, compensation and others.

Recruitment Requisition

Overview

The Recruitment Requisition manages the process for open opportunities and resource management utilizing the establishment controls. Recruitment starts when a recruitment requisition is generated and submitted for approval. The pre-established workflow configuration will submit the requisition to the appropriate approver. Once the requisition is approved, the designated recruiter will receive the requisition to commence the recruitment activities.

Initiate a hiring request:

The Recruitment Management is designed to manage the entire recruitment process.

To initiate a hiring process, go to Human Employee > Employee Management > Recruitment Management > Recruitment Requisition

1. To create a Recruitment Requisition Click on New icon

Note. The Recruitment Requisition form contains the information related to the position. The dates to apply, and the details of the skills required for an applicant to qualify are clearly outlined here.

2. Enter the Planned Hire Date.
3. Enter the Quantity, example: 2

a. Select the Position by clicking on the Lookup icon. Example hiring an Assistant Director.

b. Recruitment Board: Board B.

c. Select a Direct Report, a Requestor and the Recruiter.

d. Some information will be inherited automatically by the system for example the Salary Scale and Group.

e. Enter the Salary Step: 1.

f. Situation Code Combination: IND/FT/-/- for an indeterminate full time employee.

g. Add Comment, if applicable.

4. At the bottom of the screen there is a series of tabs, fill the mandatory ones.
5. Click on the World Language Tab

a. Click on Lookup icon. A World Language window will appear.

b. Click on the Find icon. The system will display a repertory of languages defined ahead of time.

c. Select the languages required. Example

6. Click on the Return icon.

7. Click on the Save icon. A message will appear confirming that the transaction has been completed.

8. Once the manager saves the Recruitment Request, the process is launched. The workflow is configured to assign various levels of approval. The workflow of the Recruitment Requisition status is “OPEN”.

Example:

9. Go to the Top of the form to the Transition field to Submit the request.

11. Click on the Transition icon. A new window will appear.

10. Click on the Finish icon. A message will confirm that the Workflow Transition has been Executed.

11. As soon as the transition is performed, the status will change to “Submit”.

12. At the top of the Recruitment Requisition Window, there is a workflow history button. Click on the Workflow History icon to see to whom the request was sent.

13. The request was sent to an approver (the workflow can be configure to make it automatically approved).

Note. The approver of the Recruitment Requisition will receive an internal message. Example: There is a new Recruitment Requisition transition assigned to you. The approver is the person who post the Recruitment Requisition.

14. Go to Internal Message section at the right side of the main screen.

15. The Recruitment requisition will be accessed by clicking on the Greendot.

16. Accessing the Recruitment Requisition by clicking on the Update Domain icon beside the name.

17. The window will display the Record waiting for an action.

18. Select Approve from the Transition drop down menu.

19. Click on the Transition icon. A new window will appear.

20. Click on the Finish icon.

21. A message will confirm that the Workflow Transition has been Executed.

22. Click OK.

23. As soon as the transition is performed, the workflow will change to the status “Post“.

24. At this moment, the Recruitment Requisition will appear on the Job Board, at that point the internal and external employees (if applicable) are able to see the Job posting and apply via Self Service.

Attachment

Overview

The Attachment Tab is used to attach any necessary documents related to an asset item.

Attachment Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country Specific Language used to register the description.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	Choose respective file to upload.
Date Time	The date and time the attachment created.
Date	The date and time the attachment was uploaded.
User	The name of users uploading the attachment.
Language	Language used in the Attachment file.

Internal Candidate Search

Overview

Internal Candidate Search allows organizations to search and locate employees who match specific criteria such as location, skills, and years of experience. The Internal Candidate Search enables the ability to search for potential internal promotions.

Navigation

Human Resources ►Employee Management ► Recruitment Management ► Internal Candidate Search

The Internal Candidate screen includes the following fields:

Field	Definition
ID	Unique identification code
Candidate Date	Date the Internal Candidate Search is performed - system generated
Recruitment Requisition	Recruitment Requisition unique identification code
Language	Language of use
Remarks	Additional Comments

Manage Applicants

Overview

The Manage List will be used to manage applicants prior to them being moved to the first short list for interviewing. During this stage the recruiters will be able to manually call the applicants and enter multiple notes from the phone interview in the applicants application file (whether promotion internal employee's, internal applicants (people who apply through self service) or external applicants).

Navigation

To SEARCH for Applicants:

1. Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see the list of all Applicants, leave all fields blank.

2. Click on the Find icon .

The Manage Applicant screen includes the following fields:

Report Fields	Description
Id	Unique identification code of the Applicant
Recruitment Requisition	Recruitment Requisition unique identification number for the applied position

Create an Applicant List

The Manage Applicant screen contains a list of applicants for a recruitment requisition.

To CREATE an Applicant List, follow the steps below:

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Manage Applicant information. Fields with an asterisk are mandatory fields.
Enter the Id, if required.

Id: Unique identification code of the Applicant

4. To enter the Recruitment Requisition, if required, click on the Lookup icon , click on Find icon to retrieve the Recruitment Requisition from the list, then select the Recruitment Requisition.

Recruitment Requisition: Recruitment Requisition unique identification number for the applied position.=

Click on the Save icon at the bottom of the Manage Applicant screen to save your new Applicant List information. A window will appear to confirm.

Delete an Applicant List

The Manage Applicant screen contains a list of applicants for a recruitment requisition.

To DELETE an Applicant List, follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Applicant List you want to Delete
Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Applicant Lists, leave all fields blank.
Click Find
Select the Applicant List you want to Delete
1. Click on the Delete icon
2. A window will appear asking you to confirm
3. Click OK to confirm and delete the Applicant List.
4. A window will be displayed confirming the Applicant List has been deleted

To Verify that the Applicant List has been Deleted:

Click on the Search icon .
Enter the Applicant List information.
Click on the Find icon .

The window will appear

Modify an Applicant List

The Manage Applicant screen contains a list of applicants for a recruitment requisition.

To MODIFY an Applicant List, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field(s).
If you prefer to see the list of all Applicant Lists, leave all fields blank.
Click on the Find icon . The list of Applicant Lists meeting the retrieval criteria will appear.
Click on the Applicant List you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modification(s).
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Attachments

The attachment tab allows the collections of documents with the internal applicant’s application such as resume, education certificate, etc.

Navigation (Fromclick the New Iconunder )

Create an Attachment

Navigation (Fromclick the New Iconunder )

To CREATE an Attachment, follow the steps below:

1. Enter the new Attachment information. Fields with an asterisk are mandatory fields.

2. Enter the Id, and select the Language, as required.

Id: Unique identification code of the Attachment.
Language: language used

3. Enter Title and Description.

Title: Name of the attatchment.
Description: description of the attachment

4. Click and select the document you wish to attach

5. Click on the Save and Return icon to save the Attachment information and return to the Performance Appraisal Template, or click on the Discard icon to discard the Attachment information and return to the Performance Appraisal Template.

6. Click the individual Select Checkbox (es), to select and de-select the Attachments, as required, or click the Select All icon or Unselect All icon, to select or de-select all Attachments, if required.

7. Click the Remove icon to remove the selected Attachments, if required

External Candidate

Overview

The External Recruitment provides on line services for posting positions for external applicants to apply for available opportunities. Most positions will be advertised on the internal posting site prior to being posted externally, however a position could be directly posted to the external job board if necessary.

External Candidate entity helps to record the information about the candidates who applied for externally through any job portal.

Navigation

Human Resources ► Employee Management ► Recruitment Management ► External Candidate

External Candidate screen fields and tabs

Fields	Description
Code	Unique code of the Candidate. Can be system generated or entered manually based on parameter configuration.
Name Prefix	Name prefix of the Candidate if applicable.
First Name	First Name of the Candidate
Last Name	Last Name of the Candidate
Other Name	Other Name of the Candidate
Nationality	Nationality of the Candidate
Birth Date	Birth Date of the Candidate
Minimum Annual Salary	Minimum Annual Salary of the Candidate
Main Contact Type	Main Contact Type of the Candidate. It can be either e-mail or phone number.
Marital Status	Marital Status of the Candidate. Global paramater determines if the marital status should be public for an applicant to indicate. Not displayed if variable is set to false.
Home Contact Number	Home Contact Number of the Candidate
Mobile Number	Mobile Number of the Candidate
Work Number	Work contact Number of the Candidate
Email Address	Email address of the Candidate
Gender	Gender of the Candidate
Schedule	Schdule of the candidate for which they appointed. It can be Not specified, Full-time, part-time, casual, internship, other
Shift	Shift of the candidate for which they appointed. It can be Not specified, Day Job, Evening Job, Night Job, On Call, other
Currency	Payment of the salary currency of the candidate.
Country	Not specified, Day Job, Evening Job, Night Job, On Call, other
Job Level	Job level of the candidate for which they appointed. It can be Not specified, Entry Level, Individual Contributor/Professional, Team Leader, Manager, Director, Executive, Other
Job Type	Job type of the candidate for which they appointed. It can be Not specified, Cooperative, New Graduate, Occupational/Hourly, Graduate Job, Temporary Work, Experienced, Other
Employee Status	Employee status of the Candidate. It can be Not specified, Regular Employee, Student Intern, Temporary Employee, Term Employee, Contractor
Travel	Travel opportunity of the candidate
Region	Region, from which the candidate belongs to
Birth Place	Birth Place of the Candidate
Travel Description	Travel description of the candidate
Language	Language to register the details
Comments	Addition comments about the candidate
Address	Address of the candidate can be add in this field
Cover Letter	Cover letter of the candidate can be attached in this field
Resume	Resume of the candidate can be attached in this field
Achievements	Any Achievements of the candidate can be attached in this field
Publications	Any Publication work of the candidate can be attached in this field
Medical Record tab	Allows the candidate to attach medical records if required as part of the medical requirements
Language tab	Allows to add the language of the candidate
Candidate Employment History tab	Allows to add the candidate's previous employment details
Candidate Reference tab	Allows to add the references of the candidate
External Applicant tab	Allows to add the External Applicant
Education tab	Allows to add Education details of the candidate
External Skill tab	Allows to add External Skills of the candidate
Candidate Note tab	Allows to add any additional note of the candidate

Candidate Employment History tab

Overview

Allows to add the candidate's previous employment details

Candidate Employment History tab screen fields

Fields	Description
Is Current?	Indicates if this record is the current employment record where the candidate is presently working
Start Date	Start Date of Position
End Date	End Date of Position
Employer Name	Current employer name. The candidate should be able to enter many employers starting with current and then past.
Supervisor Name	Supervisor's first and last name
Job Title	Current Job Title and more. 1-many, should be manditory if they list an employer
Job Function	Current Job Function.1 - many
Achievements	Achievement at current or past employers

Candidate Note tab

Overview

Allows to add any additional note of the candidate

Candidate Note tab screen fields

Fields	Description
Id	System generated sequential code
Created Date	Date of the candidate note creation
Attachment	Allows to attach any additional file with the note
Candidate Note Type	Allows to select the note type from the dropdown list
Language	Select language to register the details
Candidate Note	Allows to write the note
Details	Allows to write any additional details

Candidate Reference tab

Overview

The recruitment references capture the potential applicant references.

Candidate Reference tab screen fields

Fields	Description
First Name	Reference first name should be available to supply a collection of 1 to many
Last Name	Reference last name should be available to supply a collection of 1 to many
Contact	Contact information should include telephone number, email address. 1 to many

Education tab

Overview

Allows to add Education details of the candidate

Education tab screen fields

Fields	Description
Language	Select Language to register the details
Degree	Must be able to pick 1 from the dropdown of Degree entity.
Other Degree	Will enter name here if they could not find it in Degree field
Graduation Date	Date of Graduation completion
Minor Field	The minor education that the candidate complete
School	Name of the school can be selected using lookup function
Other School	Name of the other school if not found in school entity
Start Year	Start year of education
End Year	End year of education
Education Level	Level of the Edication can be selected from the drop down field
Condition	Status of the education
Major Education Field	The major education that the candidate complete
Country	Country from which the education has been completed can be selected using the lookup function
Division Ranking	Division Ranking which the candidate got after completeing the education
Compensation Related	If this education is relation with compendation
Education Grade tab	Allows to add the Subject, garde and score of that subject

Education Grade tab

Overview

Allows to add the Subject, garde and score of that subject

Education Grade tab screen fields

Fields	Description
School Subject	Allows to select the subjects that part of the course
Language	Select Language to register the details
Other Subject	Define other subject is that was not listed under School Subject field
Grade	Allows to define the grade that the candidate got in the defined subject
Score	Allows to define the score that the candidate got in the defined subject

External Applicant tab

Overview

Allows to add the External Applicant

External Applicant tab screen fields

Fields	Description
Applied Date	Application Date of the External applicant
Active	Indicates if the record is active and can be used as reference
Recruitment Requisition	Recruitment Recuisition can be added using the lookup function
External Candidate	Existing External Candidate can be added using the lookup function

External Skill tab

Overview

Allows to add External Skills of the candidate

External Skill tab screen fields

Fields	Description
Id	System generated sequential code
Years Of Experience	Allows to define years of experience that the candidate have in that skill
Skill	Name of the skill can be selected using the lookup function
Language	Selecct Language to register the details
Other Skill Name	Define other skill names if it is not found in the Skill entity

Interview Schedule

Overview

This screen contains the interview schedule for each applicant of a position linked to a Recruitment Requisition. Each applicant can have one or more interviews. One interview can be assigned to more than one interviewer. Interviews will only be assigned to those individuals who meet the qualification requirements of the available position and are selected for an interview.

Navigation

Human Resources ► Employee Management ► Recruitment Management ► Interview Schedule

The Interview Schedule screen includes the following fields:

Field	Definition
Code	Interview Schedule Unique Identification code
Interview Start Date	Date that the interview starts
Interview End Date	Date that the interview finishes
Total Score	Total score of the applicant
Interview Status	Status of the interview. Possible values are: cancelled, completed, rescheduled, scheduled
Recruitment Requisition	Recruitment Requisition Unique Identification number
Internal Applicant	Employee Unique Identification number of the applicant
External Applicant	Code of the applicant from outside the organization
Language	Language used
Location	Location of the interview
Interviewer Tab	This tab used to give information about the Interviewer.
Recruitment Reference Results Tab	This tab used to add recruitment reference for a reference check.
Exam Attachment Tab	Exam Attachment provides the entities to attached exams and scores

Exam Attachment

Navigation ,click on , and click on the New Icon

Create An Exam Attachment

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Exam Attachment information. Fields with an asterisk are mandatory fields.
Enter the Manual Score
Click on the Save and Return icon to save the Exam Attachment information and return to the Interview Schedule screen, or click on the Discard icon to discard the Exam Attachment entry and return to the Interview Schedule.

Interview Assignments

The applicants selected for an interview are assigned to an interviewer and the scores are collected through this screen.

Navigation (From click on the New icon under )

Create An Interview Assignment

1. Enter the new Interview Assignment information. Fields with an asterisk are mandatory fields.

2. Enter the Id, Interviewer, Total Score and select the Language, as required.

Id: Unique Identification Code of the Attachment.
Language: Language used.
Total Score: Total score for an applicant as given by the interviewer.
To enter the Interviewer, if required, click on the Lookup icon , click on Find icon to retrieve the Interviewer from the list, then select the Interviewer.

3. Enter any comments under the Comments field.

To ADD an Interview Score (refer to Interview Score for more information)

Click on the New icon under to add new Recruitment References.
Click on the Save and Return icon to save the Recruitment Reference and return to the Interview Schedule screen, or click on the Discard icon to discard the Recruitment Reference entry and return to the Interview Schedule.
Click the individual Select Checkbox (es), under to select and de-select the Recruitment Reference (s), as required, or click the Select All icon or Un-select All icon, to select or de-select all Recruitment Reference (s), if required.
Click the Remove icon to remove the selected Recruitment Reference(s), if required

Repeat steps 1 to 4 for all required Recruitment References.

Click on the Save and Return icon to save the Interview Assignment and return to the Interview Schedule screen, or click on the Discard icon to discard the Interview Assignment entry and return to the Interview Schedule screen.

Interview Score

Navigation (From click New Icon under , then Click on New Icon once again under .)

Create An Interview Score

Navigation (From click New Icon under .

1. Enter the new Recruitment Reference information. Fields with an asterisk are mandatory fields.

2. Enter the First Name, and Last Name.

First Name: First Name of the Reference person.
Last Name: Last Name of the Reference person.

3. Select the Employee Unique Identification Number using the Look-up button, if the reference is an Employee.

4. Select the relationship of the reference with the applicant, using the drop-down menu.

To ADD the Contact information, under refer to

Click on the Save and Return icon to save the Recruitment Reference and return to the Interview Schedule screen, or click on the Discard icon to discard the Recruitment Reference entry and return to the Interview Schedule.
Click the individual Select Checkbox (es), under to select and de-select the Recruitment Reference (s), as required, or click the Select All icon or Un-select All icon, to select or de-select all Recruitment Reference (s), if required.
Click the Remove icon to remove the selected Recruitment Reference(s), if required

Repeat steps 1 to 4 for all required Recruitment References.

Click on the Save and Return icon to save the Interview Score and return to the Interview Assignments screen, or click on the Discard icon to discard the Interview Score entry and return to the Interview Assignments screen.

4. Click on the Save and Return icon to save the Interview Scores information and return to the Interview Assignments , or click on the Discard icon to discard the Interview Score entry and return to the Interview Assignments.

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Score History

Navigation (From click New Icon under , then click on New Icon under and New Icon under ).

Create Score History

Navigation (From click New Icon under , then click on New Icon under and New Icon under ).

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Score History information. Fields with an asterisk are mandatory fields.
Select Is Approved, as required. It is not selected by default.
Enter the New Score, Old Score, select the Language from the drop-down box, and enter the Reason, as required.

Is Approved: If checked, the change is approved by the Hiring Manager.
New Score: New score replacing the old score.
Old Score: Old Interview Score.
Reason: Reason to change Interview Score.

Click on the Save and Return icon to save the Score History information and return to the Interview Score screen, or click on the Discard icon to discard the Score History entry and return to the Interview Score screen.

Recruitment Reference

The results from the references can be entered into the result section, and any documentation resulting from the references checks can be added under Exam Attachment.

Navigation (From click New Icon under .

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Recruitment Reference Screen.jpg	26.56 KB

Create a Recruitment Reference

Navigation (From click New Icon under .

1. Enter the new Recruitment Reference information. Fields with an asterisk are mandatory fields.

2. Enter the First Name and Last Name.

First Name: First Name of the reference person.
Last Name: Last Name of the reference person.

3. Enter the Employee information, using the Look-up button, if the reference is an Employee.

4. To ADD a contact under , refer to Contact.

5. Click on the Save and Return icon to save the Recruitment Reference and return to the Interview Schedule screen, or click on the Discard icon to discard the Interview Schedule entry and return to the Interview Schedule screen.

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Interview Schedule Result

Overview

Navigation

Human Resources ► Employee Management ► Recruitment Management ► Interview Schedule Results

The Interview Schedule Result screen includes the following fields:

Report Fields	Definition
Code	Unique Identification code
Recruitment Requisition	Unique Recruitment Requisition Identification code
Internal Applicant	Only the internal applicants for a specified recruitment requisition will appear.
External Applicant	Only the external applicants for a specified recruitment requisition will appear.
Date	Interview Date.
Status	Selected, Pending or Rejected.
Total Score Percentage	Total score of an interviewer for an applicant.
Interview Result Status	Selected, Pending or Rejected.
Language	Language used.
Location	Address where the interview occurs.
Interviewer Tab	This tab used to provide information about the Interviewer.
Recruitment Reference Results Tab	This tab used to add recruitment reference for a reference check.
Exam Attachment Tab	Exam Attachment provides the entities to attached exams and scores

Job Offer

Overview

Once a candidate is selected through the Job Offer screen, the candidate can be identified and a job offer can be generated from the recruitment requisition. The Job Offer documentation can be located from the standard forms catalog.

Navigation

Human Resources ► Employee Management ► Recruitment Management ► Job Offer

Job Offer screen fields and tabs

Field	Definition
Id	Job Unique Identification Number.
Recruitment Requisition	Recruitment Requisition for which the Job Offer is made.
Internal Applicant	Employee that applied for the position linked to the Recruitment Requisition.
External Applicant	Person that applied for the position linked to the Recruitment Requisition, from outside the Organization.
Job Offer Status	Job Offer Status, from the drop-down menu. Possible values are: cancelled, candidate selected, offer accepted, offer declined, offer submitted, pending.
Main	If checked, indicated that the job offer is the main job offer for the selected Recruitment Requisition.
Offer Date	Date of Offer.
Start Date	Starting Date of the applicant.
Probationary Period End Date	Date on which the probation period finishes.
Expiration Date	Job Offer Expiration Date.
Report To	Employee to whom the applicant will report.
Shift Schedule	Work shift schedule, including the number of work hours per day and the statutory holidays.
Overriden Salary	Salary, if different to the salary scales.
Salary Override Status	Salary Override approval status, from the drop-down menu. Possible values are: approved, declined, not applicable, pending, request approval.
Pay Code	Pay Code that will be used for the applicant.
Language	Language used.
Remark	Additional Remarks or Comments
Benefit Offers Tab	This tab display's the benefits the candidate is being offered.
Accumulated Benefit Offer Tab	The Accumulated Benefit Offer tab provides the capabilities within an offer to allocated benefits for the following situations.
Job Offer Document Tab	To indicate Job Offer Document valid or not.

Accumulated Benefit Offer

Navigation (From, click on , then click on the New Icon ).

Create an Accumulated Benefit Offer

Navigation (From, click on , then click on the New Icon ).

1. Enter the new Accumulated Benefit Offer information. Fields with an asterisk are mandatory fields.

2. Enter the Accumulated Benefit, Accumulated Benefit Entitlement Details, and Entitlement, as required.

Accumulated Benefit: Accumulated Benefit, such as days of vacation.
Accumulated Benefit Entitlement Details: Accumulated Benefit Entitlement Details, including the number of years and entitlement amount, from the drop-down menu.
Entitlement: Entitlement Amount.

3. To enter the Accumulated Benefit, click on the Lookup icon , click on Find icon to retrieve the Accumulated Benefit from the list, then select the Accumulated Benefit.

4. Click on the Save and Return icon to save the Benefit Offer information and return to the Job Offer screen, or click on the Discard icon to discard the Benefit Offer entry and return to the Job Offer.

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accumulated benefit offer.jpg	2.62 KB

Benefit Offers

Navigation (From, click on , then click on the New Icon ).

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benefit offers.jpg	1.59 KB
benefit_offer.jpg	24.75 KB

Create a Benefit Offer

Navigation (From, click on , then click on the New Icon ).

1. Enter the new Benefit Offer information. Fields with an asterisk are mandatory fields.

2. Enter the Rate, Amount, Benefit Offer Status, as required.

Rate: Benefit Rate.
Amount: Benefit Amount.
Benefit Offer Status: Status of Benefit Offer, from the drop-down menu. Possible values are: approved, declined, pending and request approval.

3. To enter the Cost Item, click on the Lookup icon , click on Find icon to retrieve the Cost Item from the list, then select the Cost Item.

Cost Item: Cost Item associated to the Benefit.

Job Offer Document

Navigation (From, click on , then click on the New Icon ).

Attachment	Size
job_offer_doc.jpg	2.07 KB
Required Document.jpg	17.67 KB

Create a Job Offer Document

Navigation (From, click on , then click on the New Icon ).

1. Enter the new Job Offer Document information. Fields with an asterisk are mandatory fields.

2. Enter the Id, Is Valid, and Validated by information, as required.

Id: Document Unique Identification Number.
Is Valid: If checked, indicates that the document is valid.
Validated by: Employee that validated the document.

3. To enter the Validated by employee, click on the Lookup icon , click on Find icon to retrieve the Employee from the list, then select the Employee.

4. Click on the Save and Return icon to save the Job Offer Document information and return to the Job Offer screen, or click on the Discard icon to discard the Job Offer Document entry and return to the Job Offer.

Attachment	Size
jobofferdoc.jpg	2.61 KB

Recruitment Reference

The Recruitment Reference tab collects the internal candidates' references. Multiple references can be added.

Navigation click the New Iconunder

The Recruitment Reference screen includes the following fields:

Field	Definition
First Name	Reference's First Name
Last Name	Reference's Last Name
Employee	Reference's employee
Relationship	Reference's relationship with applicatant can be: 1. Co-Worker 2. Family 3. Friend 4. Manager 5. Other 6. or Supervisor
Check Result	Check Result

Create A Recruitment Reference

To CREATE a Recruitment Reference, follow the steps below:

1. Enter the new Recruitment Reference information. Fields with an asterisk are mandatory fields.

2. Enter the First Name and Last Name

3. To enter the Employee, if required, click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Employee. Refer to Employees for more information.

4. Choose the Relationship from the drop down menu

5. Enter the Check Result in the fields provided

6. Click on the New icon under to enter the contact information (refer to Contact for more information).

7. Click on the Save and Return icon to save the Contact information and return to Contact, or click on the Discard icon to discard the Contact entry and return to the Recruitment Reference.

8. Click the individual Select Checkbox (es), under to select and de-select the Contact (s), as required, or click the Select All icon or Unselect All icon, to select or de-select all Contacts(s), if required.

9. Click the Remove icon to remove the selected Contacts,if required.

10. Click on the Save and Return icon to save the Recruitment Reference information and return to the Internal Applicant, or click on the Discard icon to discard the Recruitment Reference entry and return to the Internal Applicant.

Contact

Navigation click the New Iconunder then click the New Iconunder .

Create A Contact

To CREATE a Contact, follow the steps below:

1. Click on New under to add a new contact. A screen will pop-up.

2. Check the Is Main box.

3. Select the Contact Type, and Contact Location Type from the drop down menus.

- Contact Type: The method used for communication (Fax, Phone, Email, Pager, Mobile)

4. Enter the Contact Value in the fields provided.

5. Choose the Language from the drop down menu.

6. Enter the Description of the contact in the field provided.

7. Click on the Save and Return icon to save the Contact information and return to the Recruitment Reference screen, or click on the Discard icon to discard the Contact entry and return to the Recruitment Reference.

Employee Relationship Type

Overview

This Entity describes all the Relationship Types require in the Relative Details Entity.

Navigation

Human Resources ► Employee Management ► Employee Relationship Type

Employee Relationship Type screen fields

Fields	Description
Id	Correlative Number, calculated by the system.
Employee Relation Type	This attribute could take one of the following values: 'Consanguinity' 'Affinity' The default value is 'Consanguinity'
Degree Type	This attribute could take one of the following values: 'First Degree' 'Second Degree' 'Third Degree' The default value is 'First Degree'
Active	TRUE by Default, when FALSE, it is no longer active.
Description	Short description of the Employee Relationship Type.

Training Management

Training Course

Overview

The Training Courses component manages courses, trainers and trainees. The system allows to schedule courses, as well as to manage trainers/trainees, their skills acquired and their performance.

Navigation

Human Resources ► Employee Management ► Training Management ► Training Course

The Training Course screen includes the following fields:

Field	Definition
Code	The unique identification code of the Training Course.
Workflow Status	Workflow status of the training course entity,
Active	Active Status - if checked, Training Course is available.
Automatic Registration	If checked, Indicates that qualified employees who register for this training course are automatically accepted on a first-come, first-serve basis.
Status	The current status of the training course
Training Manager	Employee ID of the person who will be providing Training evaluations.
Course Catalog	Catalog that contains the training courses.
Provider	The organization which will provide the training course.
Course Feedback Template	Templates that are used by employees ("trainees") for providing feedback on the course that they have attended.
Template Evaluate Trainer	Template used to evaluate the trainer.
Trainer	Employee ID of the person who will be conducting the course and providing Trainee evaluations.
Internal Location	Location where the course normally occurs.
External Location	External location of the course.
Start Date	Date and Time at which Training Course will start.
End Date	Date and Time at which the Training Course will end.
Course Size	The number of trainees that can attend the Training Course
Cost per Person	Cost of the course per person
Cost Per Course	Cost for the course.
Language	Language used.
Additional Information	Description of the Training Course that is more specific than the generic description found in the Training Course Catalog.
Notes	Notes on the course (for example, if canceling)
Attachment tab	To attach any file for supporting the Training Course entity.
Trainee	Collection of training participants.

Evaluating a Trainee in a Training Course

To VIEW AND EVALUATE a trainee in a Training Course, follow the steps below:

1. Click on the tab to display the list of trainee's who have been enrolled in a Training Course.

2. Click on the link attached to or to view the details of the Trainee. These values are generated from the Training Course Application screen, and are not editable. An example of the screen is shown below:

3. Click the tab to add Evaluation Details.

Training Course Application

Overview

Users who are interested in attending a training course must apply to the desired course. In this application the training course application screen contains the application forms for all training courses. Users who want to attend the course will have to fill out this application form. In addition, users with the proper access can apply for training courses on the behalf of other employees.

Navigation

The Training Course Application screen includes the following fields:

Field	Definition
Code	Unique identification code of the Training Course Application
Exempt From Qualifications	If checked, then the employee is exempted from mandatory qualifications for the requested Training Course
Status	Status of the application.
Employee	Employee requesting the training.
Training Course	Training Course the employee is applying to.
Creation Date	Date at which the application was created.
Language	Language used.
Exemption Notes	Reason why the employee is exempted from mandatory qualifications.
Status Remarks	If the employee is rejected, approver must provide a reason
Request Summary	Employee's reason for applying to attend this course.
Training Course Application Documents Tab	Required Documents for this training course application.
Attachment Tab	To attach any file to support the process.

Attachment

Overview

The Attachment Tab is used to attach any necessary documents related to an asset item.

Attachment Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country Specific Language used to register the description.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	Choose respective file to upload.
Date Time	The date and time the attachment was uploaded.
User	The name of users uploading the attachment.
Language	The language used in the Attachment file.

Training Course Application Documents

Overview

This tab used to attach document for the Training Course Application

Training Course Application Documents tab fields

Fields	Description
Id	Id of the Training Course Application Documents tab
Is Document Valid	To indicate the document is valid or not.
Required Document List Type	List of document type
Attachment	any attachment to support the application document.

Trainee

Overview

This Entity contains information on the person who is taking the course.

Navigation

Human Resources ► Employee Management ► Training Management ► Trainee

Trainee screen fields and tabs:

Fields	Description
Code	Unique identifier for Training Participant.
Is Attended	Indicates if the participant attended the course. Default is Yes.
Course Passed	Training result on a pass or fail basis. Default is True
Result Score	The mark given to the Trainee when the course ends (based on exams, quizes, etc.)
Result	"Excellent", "Very Good", "Standard", "Poor", Not Applicable" Default is Standard.
Training Status	Scheduled, Training Started, Training Ended, Waiting Feedback, Closed, Cancelled, Trainee did not complete.
Training Course ID	The training course the employee registered for.
Training Application ID	Unique Identifier for Training Application.
Feedback on Course	Employee's feedback on the course he/she attended.
Evaluation Detail	Evaluation Detail of the Trainee.

Trainee Feedback

Overview

It is important for the trainees to provide feedback on the training course so that management can make the necessary adjustments. The trainee feedback screen contains the trainee's evaluation of the training course. The evaluation will be done using a training feedback template as defined by the course creator.

Navigation

Human Resources ► Employee Management ► Training Management ► Trainee Feedback

Trainee Feedback screen field and tabs

Fields	Definition
Trainee	unique identification code for the Trainee
Trainee Course Feedback tab	To give feedback on the training course.
Trainee Trainer Feedback tab	To give feedback on the trainer.

Create Trainee Feedback

The Trainee Feedback screen contains the trainee's evaluation of the training course.

To CREATE Trainee Feedback, follow the steps below:

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Trainee Feedback information. Fields with an asterisk are mandatory fields.
To enter the Trainee click on the Lookup icon , click on Find icon to retrieve the Training Course list, then select the Training Course.

Trainee: unique identification code for the Trainee

4. Click on the New icon under to enter the Trainee Course Feedback (refer to Trainee Course Feedback for more information).

5. Click on the Save and Return icon to save the Trainee Course Feedback information and return to the Trainee Feedback screen, or click on the Discard icon to discard the Trainee Course Feedback entry and return to the Trainee Feedback screen.

6. Click the individual Select Checkbox (es), under to select and de-select the Trainee Course Feedback, as required, or click the Select All icon or Unselect All icon, to select or de-select all Trainee Course Feedback, if required.

7. Click the Remove icon to remove the selected Trainee Course Feedback, if required

8. Repeat steps 4 to 7 for all required Trainee Course Feedback.

9. Click on the New icon under to enter the Trainee Trainer Feedback (refer to Trainee Trainer Feedback for more information).

10. Click on the Save and Return icon to save the Trainee Trainer Feedback information and return to the Trainee Feedback screen, or click on the Discard icon to discard the Trainee Trainer Feedback entry and return to the Trainee Feedback screen.

11. Click the individual Select Checkbox (es), under to select and de-select the Trainee Trainer Feedback, as required, or click the Select All icon or Unselect All icon, to select or de-select all Trainee Trainer Feedback, if required.

12. Click the Remove icon to remove the selected Trainee Trainer Feedback, if required

13. Repeat steps 9 to 12 for all required Trainee Trainer Feedback.

Click on the Save icon at the bottom of the Trainee Feedback page to save your new Trainee Feedback information. A window will appear to confirm.

Trainee Course Feedback

Navigation click the New Iconunder

Create Trainee Course Feedback

1. Enter the new Trainee Course Feedback information. Fields with an asterisk are mandatory fields,

2. To enter the Training Feedback Criteria, click on the Lookup icon , click on Find icon to retrieve the Training Feedback Criteria list, then select the Training Feedback Criteria.

3. Check Feedback Positive, as required.

4. Enter the Feedback Text and Feedback Rank, as required.

5. Click on the Save and Return icon to save the Training Course Criteria information and return to the Trainee Trainer Feedback, or click on the Discard icon to discard the Training Course Criteria information and return to the Trainee Trainer Feedback.

Trainee Trainer Feedback

Navigation click the New Iconunder

Create Trainee Trainer Feedback

1. Enter the new Trainee Trainer Feedback information. Fields with an asterisk are mandatory fields,

2. To enter the Training Feedback Criteria, click on the Lookup icon , click on Find icon to retrieve the Training Feedback Criteria list, then select the Training Feedback Criteria.

3. Check Feedback Positive, as required.

4. Enter Feedback Text and Feedback Rank, as required.

5. Click on the Save and Return icon to save the Training Feedback Criteria information and return to the Trainee Trainer Feedback, or click on the Discard icon to discard the Training Feedback Criteria information and return to the Trainee Trainer Feedback.

Delete Trainee Feedback

The Trainee Feedback screen contains the trainee's evaluation of the training course.

To DELETE Trainee Feedback, follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Trainee Feedback you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Trainee Feedback, leave all fields blank.
Click Find .
Select the Trainee Feedback you want to Delete.

Click on the Delete icon .
A window will appear asking you to confirm
Click OK to confirm and delete the Trainee Feedback
A window will be displayed confirming the Trainee Feedback has been deleted

To Verify that the Trainee Feedback has been Deleted:

Click on the Search icon
Enter the Trainee Feedback information in the appropriate field (s).
Click on the Find icon
This window will appear

Modify Trainee Feedback

The Trainee Feedback screen contains the trainee's evaluation of the training course.

To MODIFY Trainee Feedback, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Trainee Feedback , leave all fields blank.
Click on the Find icon .
Click on the Trainee Feedback you want to modify. You will then be in Update/Delete Mode.
Make the necessary modifications. To add or remove Trainee Course Feedback refers to Trainee Course Feedback. To add or remove Trainee Trainer Feedback refers to Trainee Trainer Feedback.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Knowledge Area

Overview

This Entity describes all the Knowledge Areas require in the Training and Teaching Entities.

Navigation

Human Resources ► Employee Management ► Knowledge Area

Knowledge Area screen fields

Fields	Description
Id	Correlative Number, calculated by the system. Visible to user.
Active	TRUE by Default, when FALSE, it is no longer active
Parent Knowledge Area	Knowledge Area rollup hierarchy.
Description	Description of the Knowledge Area

Performance Appraisal Management

Use This Section After Completing the Performance Appraisal Template under Performance Management in Support Entities

Overview

Performance appraisals are a method used by organizations to evaluate their employee’s job performance. This method can include an evaluation of an employee’s recent successes and failures and their personal strengths and weaknesses. A performance appraisal is the primary factor in determining if the employee requires a promotion or further training.

Benefits

Performance appraisals help employees understand what is expected at their workplace and what needs to be done to meet these expectations. In addition they also provide an opportunity for employees to discuss their goals and receive any guidance, support or training needed to fulfill these goals. As a result this can ultimately improve employee motivation and overall job satisfaction.

Objectives

The second process in the Performance Appraisal process is operational support. This includes setting up the individual Performance Appraisal sessions, as well as the review by the immediate manager and by designated colleagues, and finally the review between the employee and the appraiser manager. The actual evaluation period is called a "PA session". At the beginning of the PA session employees will have to meet with management and specify their personal and career objectives for the upcoming review period. These objectives can also be updated until the performance appraisal process actually starts and will provide a partial base for an employee’s evaluation. At the end of the PA session, the authorized Reviewer will evaluate the performance of the employee for the specified working period. Evaluations are based on a modified 360 loop approach, which is a combination of self, peer, and supervisor’s performance appraisals. A performance evaluation will become available based on the predetermined Performance Appraisal Schedule. For example, if the performance appraisal is on a quarterly schedule then it will only become available to fill out every four months.

Use the Performance Appraisal for Employee function to evaluate an employee’s job performance. This is where the reviewer will score the employee on pre-defined criteria, provide written comments about the employee’s behavior and evaluate the employees learning plan and objectives.

Performance Appraisal

Overview

Performance Appraisal (PA) is used to provide personnel evaluations on individual civil servants. Based on a configurable parameter, civil servants are evaluated using standardized templates.

The performance evaluation used here is based on a modified 360 loop approach. Co-workers, the employee himself, as well as the direct head of the employee can provide feedback on the employee performance.

To Create a Performance Appraisal

Go to Human Resources -> Employee Management -> Performance Appraisal Management -> PA for Employee

Click on the New icon.
Enter the Scheduled Start Date and Scheduled End Date.
Select the Appraisee (Employee to evaluate), the Appraiser (which is the Manager himself) and the Senior reviewer will be automatically populated by the application.

Note. When selecting the employee, the system will populate various field that are inherited from the employee assignment, like position, salary, institution, etc.

Search and Select the Performance Appraisal Template.
1. Click on the Lookup icon.
2. Click on the Find icon.
3. Select the template Non-Executives.
Choose Peers From Institution Type (Select Division)
Add some comments in the Appraiser Comments, if needed.
Click on the Objective Tab at the bottom of the form.
Click on the New icon. A new window will appear.
Enter the appropriate information like Title, Key Output, Action Plan, etc. Example:

Click on the Update and Return icon.
Click on the Save icon.

Note. The Scores Tab will be populated automatically later on when performance review cycle will be completed.

Click on the Peers Tab to select the peer-s that will assess the Appraisee.
1. Click on the Lookup icon.
2. Click on the Find icon.
3. Check out the box to select the peer-s. Example:

Note. The system will pop up only those employees who are from the same parent institution if they reports to the same manager.

Click on the Return icon.
Click on the Update icon.
Once the manager saves the Performance Appraisal. the workflow will change to Scheduled.
Enter a Start Date
Click on the Update icon.
Once the manager saves the Performance Appraisal with the start date, the workflow will change to In progress and the employee will be able to review his Performance Appraisal..

Note. The Appraiser can cancel the process at anytime during the scheduled dates.

Note. When the Performance Appraisal is saved, an email is sent to the Employee, the peers, and the subordinates, if applicable.

The Senior reviewer will input his feedback at the end of the process only. He oversees the entire Performance Appraisal process to ensure equity and transparency.

Note. To determine the final scores , the system will base the calculations on the weights and the scores of each criterion given by all evaluators. At the end of the Evaluation process, the senior reviewer will review the performance appraisal and will approve or reject it. Once the performance appraisal has been approved and the end date has

Assignment Management

Assignment Management

Assignment Management is used by the HR Managers to organize and manage the employee’s assigned work and calculate their expected salaries.

Assignment Management includes three main components: Employee Assignment, Temporary Position, and Accumulated Benefit Summary.

Employee Assignment

HR Managers use Employee Assignment to view all assignments of an employee from history to current. Managers can assign multiple assignments to different employees at the same time.

Under Employee Assignment HR managers can:

Attach documents in XML format using the Attachment tab. These documents can be the assignment description or information about the employee
HR Managers use Salary Transitions tab to view the salary history of the employee taking on the assignment. An assignment must have a minimum of one salary transition in the employee’s file. Salary Transitions records are also used by payroll calculation.
Automatic Cost Items: When an employee’s pay is calculated, the system identifies all cost items/allowances which have been defined for that employee for the pay period. The gross amount credited to the employee is determined by the sum of all earnings applicable to the pay period.
Automatic Deductions: HR managers use Automatic Deductions to personalize an employee’s deduction by removing the deductions that do not apply to the assignment or by adding new ones or even override the values inherited from the deduction definition.

Temporary Position

Temporary Position is used by HR to assign short-term assignments to individual employees. Temporary Position is linked to the Leave and Promotion components.

Accumulated Benefit Summary

HR Managers use Accumulated Benefit Summary to review collected overtime employee benefits and various non-wage compensations provided to employees in addition to their normal wages or salaries. Accumulated Benefit Summary is maintained by the payroll calculation and it’s available for view by the HR Managers.

Employee Assignment

Overview

The Employee Assignment screen is used to connect an employee to an employee position. This screen contains the information used by the payroll engine to calculate an employee’s pay.

To view the Employee Assignment

Go to: Human Resources > Employee Management > Assignment Management > Employee Assignment

Click on the Find icon to do a general search. The engine will bring up all employee assignments that are current and past. Example:

Click on the hyperlink, example
You can view the employee assignment details, like

a. Employee Assignment Id

b. Employee Institution

c. Employee Position

d. Situation Code Combination (type of employment conditions)

e. Shift Schedule

f. Pay Code, etc.

Example:

Note. The manager has limited access to view the records, so he cannot update nor change the information contained on the Employee and Employee Assignment Forms.

Assignment Financial Coding Blocks

Overview

The Assignment Financial Coding Blocks Tab lists the coding block that is to be used for the assignment. This information overrides the coding block from the Position Financial Coding Blocks Tab.

Assignment Financial Coding Blocks screen fields

Fields	Description
Percentage	The percentage amount to be taken from the specified coding block.
Coding Block	The details of the fund from which the assignment is paid from.

Attachment

Overview

To attach any to support file for the employee assignment process.

Attachment screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country-specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Automatic Cost Item

Overview

This tab allows assigning automatic cost items to the employee assignment.

Automatic Cost Item screen fields

Fields	Description
Cost Item	Cost item for the automatic cost item
Start Date	Start date of the automatic cost item, when the automatic cost item going to affect.
End Date	End of the automatic cost item.
Is For Previous Earning Period	Check True if the automatic cost item was part of Previous Earning Period.
Number Of Hours Or Days	If the automatic cost item applicable for a particular time.
Maximum Per Pay	Maximum amount per day.
Annual Maximum Amount	Maximum annual amount of the Automatic cost item.
Language	The language used to enter the Explanation.
Explanation	Description field to enter any explanation regarding the automatic cost item.
Attachment Tab	Any attachment to support the Automatic cost item.

Automatic Deduction

Overview

The Automatic Deductions Tab lists the automatic cost items that have taken place throughout the assignment. Automatic Deductions that are assigned to Shift Schedule Definitions are automatically added and displayed.

Automatic Deduction screen fields

Fields	Description
Deduction	The unique identification code of the deduction.
Deduction Start Date	The date the deduction becomes effective.
Deduction End Date	The date the deduction is no longer effective, if applicable.
Reference Number	Any reference number of the automatic deduction.
Automatic Deduction Updater	Linked to importing loans.
Vendor	The vendor code needs to be inserted in this field.
Is In Arrears	If checked, Deduction is deferred.
Amount	A Deduction amount that is retrieved from the Deductions screen and used as a default value for viewing purposes. Can be customized if needed.
Rate	Percentage Rate of Deduction that is retrieved from the Deductions screen and used as a default value for viewing purposes. Can be customized if needed.
Exemption	Exemption amount before this deduction is to be applied. This value is retrieved from the Deductions screen and used as a default value for viewing purposes. Can be customized if needed.
Minimum Salary	Minimum salary for this deduction to be applied to. This value is retrieved from the Deductions screen and used as a default value for viewing purposes. Can be customized if needed.
Language	The language used to enter the explanation.
Explanation	Detailed description as to why the Automatic Deductions was customized.
Attachments Attachments Tab	Deductions can have 0 or more documents attached to it.
Automatic Deduction Cost Item Tab	This tab used to enter Automatic Deduction Cost Item.

Employee Assignment Penalties

Overview

The Employee Assignment Penalties Tab maintains the information for all Employee Penalties incurred.

Employee Assignment Penalties screen fields

Fields	Description
Employee Assignment Penalty State	State of the penalty. By default always be created. This generates a change request for the assignment and the status is updated to Approve or Rejected once the change request has been updated
Pay Period	The pay period to which the penalty applies
Penalty Rate	The percentage amount that is to be deducted from the pay period the penalty applies to.

Position Financial Coding Blocks

Overview

The Position Financial Coding Blocks Tab lists the coding block that is linked to the Employee Position of the assignment.

Position Financial Coding Blocks screen fields

Fields	Description
Percentage	The percentage amount to be taken from the specified coding block.
Coding Block	The details of the fund from which the assignment is paid from.

Salary Transitions

Overview

This gives the salary history of the employee. An assignment must have a minimum of 1 salary transition in his file. May have many salary transitions.

Salary Transitions screen fields

Fields	Description
Is OffScale	Users are required to manually set it true if he wishes to enter an amount.
Group	One salary transition can have 1 salary group. This is a drop-down menu to show the list of the group.
Classification	This is the cost item scale of the employee salary.
Salary Step	Cost item scale step of the employee salary. This is a drop-down menu to show the list of the scale step.
Amount	Amount of salary. updated automatically.

Temporary Position

Overview

Temporary Positions are created from transactions originating from other modules such as leave management.

Navigation

Human Resources ►Employee Management ► Assignment Management ► Temporary Position

The screen Temporary Positions includes the following fields:

Field	Definition
ID	Unique identification code.
Active	If checked, Temporary Position is active.
Employee	Unique identification code of the Employee.
Employee Assignment	Employee Assignment associated to the Temporary Position.

Salary Transition

Overview

Salary transitions give the salary history of an employee. An assignment must have a minimum of one salary transition in his or her file. A user can have many salary transitions.

Navigation

Human Resources ► Employee Management ► Assignment Management ► Salary Transition

The Salary Transition screen includes the following fields:

Report Fields	Fields
ID	Automatically generated ID
Workflow Status	State of salary transition can be either: Approval Requested, Approved, Cancelled, Created and Rejected.
Employee	The employee who's salary is being transitioned.
Employee Assignment	Assignment assigned to an employee.
Is OffScale	Check box if salary amount is outside of the salary scale.
Transition Date	Date of salary transition or the date when salary changes takes place.
Salary State	State of salary can be either: CREATED,APPROVAL REQUESTED, APPROVED, REJECTED, and CANCELLED.
Group	Salary group.
Classification	This will give the subgroup, group level for a certain effective date.
Salary Step	The salary amount of the salary table
Amount	This is the amount of the salary when it is outside of the salary scale (off scale)
Language	Language used.
State Note	Note justifying actions such as rejected and canceled.

Terminate Institution

Overview

An Institution entity contains the information of every Institution Unit that plays a role in the system.

Navigation

Human Resources ► Employee Management ► Assignment Management ► Terminate Institution

The Institution screen includes the following fields:

Fields	Definitions
Code	Unique alphanumeric code manually entered or automatically assigned by the system according to the General Parameter Generate Institution ID (see Parameters > Base Entities > Id Generation).
Institution Code	Unique alphanumeric code manually entered.
Active	If false, the Institution cannot be used anymore and it would be there for reference purposes.
Is Requestor	Can be selected when issuing Purchase Transactions.
Is Budget Office	Can be used in all budget transactions/processes (budget preparation, transfers, obligations, commitments, etc.).
Is Collection Agency	Collection Agency that will be selected automatically when issuing: Debit Notes, Cash Receipts, Sales Voucher
Is Accounting Office	Can be selected when issuing: EV, JV, Cash Sales, Cash Receipts, Debit/Credit Notes, Sales Vouchers, Sales Invoices, PO, PR.
Is Purchasing Office	Can be selected when issuing Purchase Transactions (PR, PO, etc.)
Is Asset Responsible	This Institution can be selected in Asset Transactions.
Is Receiving Location	Can be selected when issuing Purchase Transactions (PR, PO, etc.)
Can be Office to be Invoiced	Can be selected when issuing: Cash Receipts, Cash Sales.
Is Inspection Location	Can be selected when issuing Purchase Transactions (PR, PO, etc.)
Is Contract Issue Office	Can be selected when issuing Purchase Transactions (PR, PO, etc.)
Is Inventory Responsible	This Institution can be selected in Inventory Transactions.
Is Organization Unit	Only users from the HR system can manage this attribute. When the Organization Chart is needed, the system will display only the instances that has this attribute as true.
Is Asset Warehouse	If User switches it to True, then this Institution will also be used as Warehouse to store Asset Items.
Is Inventory Warehouse	User switches it to True, then this Institution will also be used as Warehouse to store Catalogue Items.
Start Date	Date when the Institution starts or started.
End Date	Date when the Institution ends or ended.
Coding Block	This entity has the information of every coding block with the structure (number of elements and order of concepts) of the Group. This entry is optional. If not entered, the default code is used from Cost Items or Automatic Cost Items. If there is no Cost Items coding, it will come from Employee Assignment.
Default Offset Code	Code that will be defaulted when this Institution is issuing: EV, Cash Sale, Sales Invoice, Debit/Credit Notes, Sales Voucher.
Default Bank Account	Bank Account that will be defaulted when this Institution is issuing: EV, Cash Sale, Sales Invoice, Sales Voucher
Default Payment Location	Payment location that will be defaulted when this Institution is issuing: EV, Cash Sale, Sales Invoice, Debit/Credit Notes, Sales Voucher, Journal Voucher
Default Payment Mode	Payment Mode that will be defaulted when this Institution is issuing: EV, Cash Sale, Sales Invoice, Debit/Credit Notes, Sales Voucher, Journal Voucher.
Level in Hierarchy	This field is automatically generated and is for viewing purposes.

Accumulated Benefit Summary

Overview

Employees earn benefits such as vacation, overtime and other allowances during the year. These are calculated in each payroll calculation. The Accumulated Benefit Summary screen displays the balance of each distinct benefit that the employee has, as well as how much they have used thus far for the fiscal year.

Navigation

Human Resources ► Employee Management ► Assignment Management ►Accumulated Benefit Summary

The Accumulated Benefit Summary screen includes the following fields

Field	Definition
Employee	Employee field - use for search purposes.
Assignment	Assignment field - use for search purposes.
Fiscal Year	Financial year.
Accumulated Benefit	Accumulated Benefit field - use for search purposes.
Balance	Calculated balance value from Cost Item per Period used during payroll calculation. This is the available balance.
Accumulated	Accumulated value from Cost Item per Period if "Accumulated" is selected as "Effect on Accumulated Benefit" under Cost Item. This represents the credits that were given to the employee during the year.
Credit	Credit value from Cost Item per Period if "Credit" is selected as "Effect on Accumulated Benefit" under Cost Item. This represents the credits that were given to the employee during the year.
Debit	Debit value from Cost Item per Period if "Debit" is selected as "Effect on Accumulated Benefit" under Cost Item. This represents the debit transactions that were given during the year.
Paid	Paid value from Cost Item per Period if "Paid" is selected as "Effect on Accumulated Benefit" under Cost Item. This represents the amounts that were paid from this accumulated benefit.
Taken	Taken value from Cost Item per Period if "Taken" is selected as "Effect on Accumulated Benefit" under Cost Item. This represents any time that was taken for this accumulated benefit during the discal year.
Initial Entitlement	Initial Entitlement from Cost Item per Period for Entitlement selected as "Transaction Type".

Employee Assignment Allow Multiple Institution

Overview

This entity defines a dummy screen based on the Institution Entity which the main purpose is to update the boolean attribute Allow Multiple Assignments propagating to its children.

Navigation

Human Resources ► Employee Management ► Assignment Management ► Employee Assignment Allow Multiple Institution Tree

Employee Assignment Allow Multiple Institution screen fields

Fields	Description
Institution	This field used to indicate the Institution to be updated.
Allow Multiple Assignments	The users must indicate the value to be updated as boolean.
Propagate to Children	This field used to allow to propagate to children the value defined in the attribute Allow Multiple Assignments.

Organization Management

Overview

The user can view the hierarchy for government organizations. Hierarchies can be viewed on:

Organizations
Generic Positions
Employee Positions

The user is able to navigate within each of these hierarchies. When in a hierarchy, the user has the option to navigate into one of the other two hierarchies based on the linked relationship between the organization, the employee positions within that organization, and the generic positions underlying the employee position.

Organization Chart

Overview

The Organization Chart provides access to view the hierarchy of government organizations.

Navigation

Search for organization units by selecting the drop-down menu to the left of the organization chart function. Examples include organizations, generic positions, and employee positions. However, any type of organization can be created in the Institution screen in the Admin module.

By clicking the icon, the user can select a hierarchy to display from the organization unit which has been selected from the drop-down menu.

The hierarchy will display on the same screen when all fields have been selected as follows:

*Note: This is an example illustration; created with an institution name. Specific employee names and position names are not displayed.

By clicking on the icon, the hierarchy will be displayed further down the hierarchical tree for the user, and will appear as follows:

*Note: This is an example illustration; created with an institution name. The specific employee names and position names are not displayed due to confidentiality.

Succession Planning

Overview

The Career and Succession Planning module provides employee centric functionality as well as organizational level functionality.

From an organizational perspective, it facilitates the management of organizational positions from a planning perspective. Using the tools in this module, management can identify the personnel fit to given positions and personnel gaps that are being addressed. In addition, organizations can identify current and future staffing level issues such as qualification and timeline resourcing gaps. Career and succession planning also contributes to the recruiting function in identifying appropriate internal resources that can address planned staffing needs from a qualification perspective.

From an employee perspective, it enables employees to manage their career aspirations by identifying the steps necessary for them to achieve it. Employees can maintain multiple career plans, giving them the flexibility insofar as allowed by the public service, to aspire to specific positions based on the mandatory and optional skills needed by each position in the career plan.

Objectives and Benefits

Career Standing (for more information click here)

A career standing shows an employee's current employment status within an organization. When an employee's career standing earns higher levels of success gained through years of experience in a specific position, as well as positive comments and notes inputted by higher ranking superiors in the organization, an employee will have greater chances of obtaining advancement opportunities. When a staffing representative refers to the career standing information recorded in the system, he or she can make a more educated decision when hiring for a new position within the organization.

Career Standing

Overview

This screen holds the defined official career standings as maintained by the Public Service. It stipulates the normal positions an employee would normally go through to attain an eventual desired career position. When a staffing representative refers to the career standing information recorded in the system, he or she can make a more educated decision when hiring for a new position within the organization.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Career Standings, leave all fields blank.
Click on the Find icon .

The Career Standing screen includes the following fields:

Report Fields	Description
Code	Unique identification code of the Career Standing
Active	Active Status - if checked, Career Standing is available
Generic Position	Position that is applicable on this Career Standing level
Experience Period	Indicates the number of years (decimal is months) a person is expected to stay in this position
Language	Language used
Name	The name that describes the Career standing (e.g. Senior programmer)
Description	Enter a short description of the career standing
Notes	General notes on this career standing

Create a Career Standing

The Career Standing screen holds the defined official career standings as maintained by the Public Service.

To CREATE a Career Standing, follow the steps below:

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Career Standing information. Fields with an asterisk are mandatory fields.
Code, is system generated. Click on the Active checkmark, as required.

Code Unique identification code of the Career Standing.
Active: Active Status - if checked, Career Standing is available.

4. To enter the Generic Position data, click on the Lookup icon , click on the Find icon to retrieve the Generic Position list, then select the Generic Position.

Generic Position: Position that is applicable on this Career Standing level.

5. Enter Experience Period.

Experience Period: Indicates the number of years (decimal is months) a person is expected to stay in this position.

6. Language is set to the default language of the system.

Language: Language used

7. Enter Name.

Name: The name that describes the Career standing (e.g. Senior programmer).

8. Enter Description.

Description: Enter a short description of the career standing

9. Enter Notes.

Notes: General notes on this career standing.

To ADD Parent Career Standings to Career Standing, if required:

Click on Lookup icon , and enter the Parent Career Standings information, or leave the Parent Career Standings information blank to retrieve all Parent Career Standings.
Click Find icon
Click the individual Select Checkbox (es) to select and de-select the Parent Career Standing (s), as required.
Repeat steps 1, 2 and 3 for all required Parent Career Standings.
Click the Return icon to return to the Career Standing screen, or click the Discard button to discard the selection entry and return to Career Standing.
Click the Remove icon to remove the selected Parent Career Standings, if required.
Click the individual Select Checkbox (es) to select and de-select the Parent Career Standing (s), as required, or click the Select All icon or Unselect All icon, to select all Parent Career Standings or de-select all Parent Career Standings, if required.

To ADD Attachments to Career Standing, if required:

1. Click on the New icon under to enter the Attachments (refer to Attachments for more information).

2. Click on the Save and Return icon to save the Attachments information and return to the Career Standing screen, or click on the Discard icon to discard the Attachments entry and return to Career Standing.

3. Click the individual Select Checkbox (es), under to select and de-select the Attachment (s), as required, or click the Select All icon or Unselect All icon, to select or de-select all Attachments, if required.

4. Click the Remove icon to remove the selected Attachment, if required

Click on the Save icon at the bottom of the Career Standing to save your new Career Standing information. A window will appear to confirm.

Delete a Career Standing

The Career Standing screen holds the defined official career standings as maintained by the Public Service.

To DELETE a Career Standing, follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Career Standing you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Career Standing, leave all fields blank.
Click Find
Select the Career Standing you want to Delete

Click on the Delete icon
A window will appear asking you to confirm
Click OK to confirm and delete the Career Standing.
A window will be displayed confirming the Career Standing has been deleted

To Verify that the Career Standing has been Deleted:

Click on the Search icon
Enter the Career Standing information
Click on the Find icon
The window will appear

Modify a Career Standing

The Career Standing screen holds the defined official career standings as maintained by the Public Service.

To MODIFY a Career Standing, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field(s).
If you prefer to see the list of all Career Standings, leave all fields blank.
Click on the Find icon . The list of Career Standings meeting the retrieval criteria will appear.
Click on the Career Standing you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modifications. To add or remove Attachments, refer to Attachments.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Promotion Management

Overview

Promotion Management deals with the advancement of an employee's rank or position in an organizational hierachy system. Promotion may be an employee's reward for good performance but before a company promotes an employee to a particular position, they must make sure that the person is able to handle the added responsibilities by screening the employee with interviews and tests and giving them training or on-the-job experience. A promotion can involve advancement in terms of designation, salary and benefits, and in some organizations the type of job activities may change a great deal.

Objectives and Benefits

The different specifications discussed in Promotion Management are Promotion Proposal, Review Promotion Proposal and Update Employee Information for Promotion.

Promotion Proposal (For more information click here)

The image above represents the workflow process of a proposed promotion. Across in the green squares are the three staff representatives that are involved in this process. If we start at the Manager at the top left, we can see it is the manager who sends the proposed promotion for review to higher management. In the diamond shape under “higher management” we see “Approve?” This means, that the decision to approve or reject the proposal will now affect the direction we move in the workflow chart. If the proposal is approved, move to the right where you will see that the HR staff will update employee assignment, send the promotion notification and then proceed to the end of the flow; the process is now finished. However, if the proposed promotion has not been approved, move directly down the workflow chart to the finish, the process has now ended.

In Promotion Proposal, the manager proposes a list of candidates from employees that he/she is managing for promotion based on employee’s background such as PA result, training, skills and number of working years.

Review Promotion Proposal (For more information click here)

The review of the promotion proposal is the part in the process where the individual(s) who must approve the proposal receiver a promotion notification via email. The approver(s) must then review the promotion candidates proposed by the manager through the employees’ background. The individual(s) approving the promotion may approve a candidate and notify the result to HR to process next steps of the promotion process, or if required, the approver(s) may reject and provide comments to the manager so it is clear why the decision was made.

Update Employee Information for Promotion

In this part of the process for the promotion proposal, the HR Manager notifies the promotion and update position and salary for the candidate. The update will be effective on organization chart as well. The HR Manager then sends a notification to the employee and might attach a promotion letter to employee’s profile.

Promotion Proposal

Overview

Promotion Management deals with the advancement of an employee's rank or position in an organizational hierarchy system. A promotion can involve advancement in terms of designation, salary and benefits, and in the type of job activities. This screen holds the promotion proposal information for a given employee. It includes the Reviewer, Approver and Proposed Position (Employee Position) for the employee to be reviewed. When approved, a notification will be forwarded to recruitment for open opportunities.

The promotion management provides two types of potential promotion opportunities:

- Permanent: a permanent promotion can be established within the system in two separate ways; automatically or manually. Automatic promotion is established through the promotion policy system parameters. Promotion Policies define the number of days or hours that an employee needs to be in a specific position before being promoted. Manually recommended promotions may be entered and will follow under the recruitment management.

-Temporary: A temporary promotion is entered into the system manually and some examples include staff on leave, temporary vacancy, etc.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Proposed Promotion, leave all fields blank.
Click on the Find icon .

The Proposed Promotions screen includes the following fields:

Report Fields	Definition
Code	Unique identifier that is system generated.
Proposed Promotion Date	Date of proposed promotion. When the promotion is suggested to take place.
Expected End Date	Expected End date if the assignment is temporary (e.g. temporary promotion).
Review Date	Date that designated reviewers need to provide their feedback for the Approver to make a decision.
Requested Date	Date when the record was entered.
Approved Date	Date the promotion is approved. Is provided by Approver.
Passed Date	Stores the date the Employee meets the Promotion Policy
Status	Promotion Proposal Status can be either: Created, Approval Requested, Approved, Rejected,Cancelled
Job Offer	Job offer specific to this Promotion for the given Employee.
Promotion Policy	The promotion policy ID. Automatically generated by the system.
Employee	Person who is being proposed for promotion
Requester	Person who is directly in charge of the employee OR in the HR organization
Temporary Position	Temporary position applicable.
Current Position	Employee's current substantive position
Proposed Position	Proposed position for the promotion
Recruitment Requisition	It is unique number to identify a new requisition. This number is auto generated
Approver	The person who approves the promotion request.
Language	Language used.
Remark	Description - relating to the workflow of this promotion request

Create a Promotion Proposal Manually

The Promotion Proposal screen holds the promotion proposal information for a given employee.

To CREATE a Promotion Proposal, follow the steps below:

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Proposed Promotion information. Fields with an asterisk are mandatory fields.
Enter the Code if available. It may be system generated based on the configuration parameters.

Code: Unique identification code of the Proposal.

4. Enter the Proposed Promotion Date, the Expected End Date, and the Review Date. Pick up all dates by clicking on the green calendar beside each field.

Proposed Promotion Date: Date the promotion proposal is submitted
Expected End Date: Expected End date of the assignment.

5. Enter the Employee, Requester, Approver, Temporary Position, Current Position, Proposed Position and Employee Assignment by using the lookup icon located beside each field.

6. Insert any comments or statements in the Remark field

Modify a Promotion Proposal

The Promotion Proposal screen holds the promotion proposal information for a given employee.

A Promotion Proposal can only be modified when the status is created.

To MODIFY a Promotion Proposal, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field(s).
If you prefer to see the list of all Proposed Promotions, leave all fields blank.
Click on the Find icon . The list of Proposed Promotions meeting the retrieval criteria will appear.
Click on the Proposed Promotion you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modification(s).
Click on the Update icon at the bottom of the screen to save your modifications.

Workflow Transition for Promotion Proposal

To submit an APPROVAL REQUEST for a Promotion Proposal, follow the steps below:

By default, you will be in Search Mode.

1. Find the Promotion Proposal you want to change the status to Approval Requested.

Note: The Promotion Proposal status should be Created.

Enter the retrieval criteria
Click on the Find icon

2. Select the Promotion Proposal for which you want to submit an Approval Request.

3. Select 'Approval Requested' from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. Add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Promotion Proposal Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Promotion Proposal status is now set to Approval Requested.

Approve a Promotion Proposal

To APPROVE a Promotion Proposal, follow the steps below:

By default, you will be in Search Mode.

1. Find the Promotion Proposal you want to change the status to Approved.

Note: The Promotion Proposal status should be Approval Requested.

Enter the retrieval criteria
Click on the find icon

2. Select the Promotion Proposal you want to Approve.

3. Select 'Approve' from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. Add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Promotion Proposal Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Promotion Proposal status is now set to Approved.

Reject a Promotion Proposal

To REJECT a Promotion Proposal, follow the steps below:

By default, you will be in Search Mode.

1. Find the Promotion Proposal you want to change the status to Rejected.

Note: The Promotion Proposal status should be Approval Requested.

Enter the retrieval criteria
Click on the Find icon

2. Select the Promotion Proposal you want to Reject.

3. Select 'Reject' from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. Add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Promotion Proposal Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Promotion Proposal status is now set to Rejected.

Cancel a Promotion Proposal

To CANCEL a Promotion Proposal, follow the steps below:

By default, you will be in Search Mode.

1. Find the Promotion Proposal you want to change the status to Cancelled.

Note: The Promotion Proposal status should be Created or Approval Requested or

Enter Promotion ID, Date Requested, or other Attributes of the Promotion Proposal.
Click on the Find icon

2. Select the Promotion Proposal you want to Cancel.

3. Select 'Cancel' from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. Add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Promotion Proposal Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Promotion Proposal status is now set to Cancelled.

Review Promotion

Overview

The Review Promotion screen holds the reviewers (people who participate but don't make the final decision) of the promotion and their comments.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Review Promotions, leave all fields blank.
Click on the Find icon .

The Review Promotion screen includes the following fields:

Report Fields	Description
Code	Unique identification code of the Review Promotion
Agree	If agreed, reviewer agrees to the employee's proposed promotion. By default, this field is checked
Commentary Date	This is a view only date. It is the System date and it is not editable. Provided when reviewer provides commentary
Promotion Proposal	Holds the promotion proposal information for a given employee
Language	Language used
Comment	Commentary by the designated reviewer on the proposed employee's promotion

Create a Review Promotion

The Review Promotion screen holds the reviewers (people who participate but don't make final decision) of the promotion and their comments.

To CREATE a Review Promotion, follow the steps below:

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Review Promotion information. Fields with an asterisk are mandatory fields.
Enter the Code, as required.

Code: Unique identification code of the Review Promotion

4. Click on the Agree checkbox, as required.

Agree: If agreed, reviewer agrees to the employee's proposed promotion. By default, this field is checked

5. Enter the Commentary Date.

Commentary Date: This is a view only date. It is the System date and it is not editable. Provided when reviewer provides commentary

6. To enter the Promotion Proposal, if required, click on the Lookup icon , click on the Find icon to retrieve the Promotion Proposal list, then select the Promotion Proposal.

Promotion Proposal: Holds the promotion proposal information for a given employee

7. Select the Language from the drop-down menu.

Language: Language used

8. Enter a Comment.

Comment: Commentary by the designated reviewer on the proposed employee's promotion

To ADD Attachments to the Review Promotions, if required:

1. Click on the tab and then click on the New icon to enter file Attachments (refer to Attachments for more information).

2. Click on the Save and Return icon to save the Attachment information and return to the Review Promotions screen, or click on the Discard icon to discard the Attachment entry and return to the Review Promotions screen.

3. Click the Remove icon to remove the selected Attachment information, if required.

4. Click the individual Select Checkbox (es) to select and de-select the Attachment, as required, or click the Select All icon or Unselect All icon, to select all Attachments or de-select all Attachments, if required.

Click on the Save icon at the bottom of the Review Promotions page to save your new Review Promotions information. A window will appear to confirm.

Delete a Review Promotion

The Review Promotion screen holds the reviewers (people who participate but don't make final decision) of the promotion and their comments.

To DELETE a Review Promotion, follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Review Promotion you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Review Promotions, leave all fields blank.
Click Find
Select the Review Promotion you want to Delete

Click on the Delete icon
A window will appear asking you to confirm

4. Click OK to confirm and delete the Review Promotion.

5. A window will be displayed confirming the Review Promotion has been deleted

To Verify that the Review Promotion has been Deleted:

Click on the Search icon
Enter the Review Promotion information
Click on the Find icon
The window will appear

Modify a Review Promotion

The Review Promotion screen holds the reviewers (people who participate but don't make final decision) of the promotion and their comments.

To MODIFY a Review Promotion, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field(s).
If you prefer to see the list of all Review Promotions, leave all fields blank.
Click on the Find icon . The list of Review Promotions meeting the retrieval criteria will appear.
Click on the Review Promotion you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modification(s). To add or remove Attachments, refer to Attachments.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Time & Attendance Management

Human Resource Managers use Time and Attendance Management to track and monitor employees time record and attendance more accurately. The Human Resource (HR) manager inputs the regular hours that the employees work, the manager indicates any overtime hours and the time allowed between meal breaks.

Time & Attendance Management deals with two main components: the Time Sheet and the Import Time Sheet.

Time Sheet (For an Overview of the Time Sheet application click here)

Time Sheet is a method for recording the amount of a worker's time spent on each job. Timesheets record the start and end time of tasks and durations (i.e. the duration before & after meal breaks). The Time Sheet also contains a detailed breakdown of tasks accomplished throughout the project or program. The information entered in the Time Sheet is generally used for payroll, client billing, and increasingly for project costing, estimation, tracking and management.

Import Time Sheet (For an overview of the Import Time Sheet application click here)

Human Resource Managers use Import Time Sheet to upload mass Time & Attendance data about employees into the database instead of manually entering each employee’s data individually. This proves more efficient in regards to both workload ease and time saving. Import Time sheet can only be uploaded in an XML format.

Time Sheet

Overview

Time Sheet is a method for recording the amount of a worker's time spent on each job. Time sheets record the start and end time of tasks and durations (i.e. the duration before & after meal breaks). The Time Sheet also contains a detailed breakdown of tasks accomplished throughout the project or program. The information entered in the Time Sheet is generally used for payroll, client billing, and increasingly for project costing, estimation, tracking and management

Enter overtime on behalf of an employee:

Go to Human Resources > Employee Management > Time and Attendance Management > Time Sheet

Click on the New icon.
Enter the Employee code or click on the Lookup icon from the Employee field
1. Click on the Find icon.
2. Pick up the Employee number
From the Employee Assignment field, click on the Lookup icon.
1. Click on the Find icon.
2. Select All from Employee Assignment Filter, then click on the Find icon. Select an assignment.
Select the Fiscal Year: 2018. Some fields will automatically populated from the system.
Select a pay Period
At the bottom of the Time Sheet Date Tab, click on the New icon.
Enter the Date when the overtime is due.
Select the Cost item Overtime.
Complete the mandatory fields.

Example:

The system will display automatically the total of hours worked on overtime.
Click on the Update and Return icon.
Click on Save icon. Message confirms that the transition of the workflow has been executed. Click ok.
Go to the Transition field at top of the Form, click on Request Approval.
Click on the Transition icon. A new window will appear.

Click on the Finish icon.
A message will confirm that the Workflow Transition has been Executed.
Click OK. As soon as the transition is performed, the workflow status will be “Approval Requested”. The request will then be sent to the approver.
Once the timesheet is approved, the number of hours worked on overtime will sent to payroll to be paid on the selected pay period.

Create A Time Sheet

A Time Sheet records the start and end times of tasks and durations.

To CREATE a Time Sheet, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Click on the New icon . You will then be in Insert Mode.

2. Enter the new Time Sheet information. Fields with an asterisk are mandatory fields.

4. To enter the Employee Assignment, if required, click on the Lookup icon , click on Find icon to retrieve the Employee Assignment list, then select the Employee Assignment. Once the Employee Assignment is selected the Shift Schedule of the employee will be displayed. Refer to Employee Assignment for more information.

5. Choose the Fiscal Year, Pay Code and the Pay Period from the drop down menus.

6. Input the Time Sheet Load Date using the calendar

7. The Time Sheet Source will be displayed as 'Manual' and the Time Attendance Status will be displayed as 'Created'.

8. To view more details about the Created Employee field, click on the details icon .

9. Click on the Save icon at the bottom to save your new Time Sheet information. A window will appear to confirm the new Time Sheet creation. Click OK to confirm.

Delete A Time Sheet

A Time Sheet records the start and end times of tasks and durations.

To DELETE a Time Sheet, follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Time Sheet you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Time Sheets, leave all fields blank.
Click Find .
Select the Time Sheet you want to Delete.

Click on the Delete icon .
A window will appear asking you to confirm
Click OK to confirm and delete the Time Sheet.
A window will be displayed confirming the Time Sheet has been deleted

To Verify that the Time Sheet has been Deleted:

Click on the Search icon
Enter the Time Sheet information in the appropriate field (s).
Click on the Find icon
This window will appear

Modify A Time Sheet

A Time Sheet records the start and end times of tasks and durations.

To MODIFY a Time Sheet, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Time Sheets, leave all fields blank.
Click on the Find icon .
Click on the Time Sheet you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modifications. To add or remove an Employee, refer to Employee. To add or remove an Employee Assignment, refer to Employee Assignment.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Workflow Transitions for Time Sheets

Time Sheet is a method for recording the amount of a worker's time spent on each job.

Navigation

To REQUEST APPROVAL, APPROVE, or REJECT a Time Sheet, follow the steps below:

By default, you will be in Search Mode.

1. Find the Time Sheet which you would like to make a status change on.

Enter Code, Description or other Attributes of the Time Sheet
Click on the Find icon

2. Select the Time Sheet you would like to Request for Approval, Approve, or Reject.

3. Select your choice from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. Add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Time Sheet Workflow Transition was executed.

7. Click OK on the Workflow Transition Executed window. The Time Sheet status is now set to whichever choice was selected.

Import Time Sheet

Overview

Navigation

The Import Time Sheet screen includes the following fields:

Field	Definition
Pay Code	Lists all the different types of pay that have their own unique pay schedule
Pay Period	Defines Pay Period with a Pay Code
XML File	Extensible Markup Language File

Create Import Time Sheet

The Import Time Sheet screen allows mass upload of an employee's time and attendance data.

To IMPORT a Time Sheet, follow the steps below:

Navigation

1. Select the Pay Code and the Pay Period from the drop down menus.

2. To upload an XML File from your computer click on the button and find the XML Time Sheet file location on your computer, then click on Open.

3. Click on the Import button to import the Time Sheet.

Update your personal contact information

Personal contact information is located in the Personal File window on the Self Service application.

Go to Menu > Employee Self Service > Personal Information > Personal File

1. To Add new contact information

a. Click on the New icon. The Contact form will display.

b. Enter the new contact information.

Example:

· IsMain: Put a checkmark in the box;

· Contact Type: Electronic Mail;

· Contact Location Type: Work;

· Contact Value: your email address;

· Description: Work email

c. Click on the Save and Return icon.

d. Click on the Update icon to save the changes.

2. To Update the personal contact information

Go to Contact Tab

a. Click on the hyperlink to display the Contact Form. Make the required changes.

b. Click on the Update and Return icon.

c. Click on the Update icon to save the changes.

3. To Add New Address:

a. Click on the New icon. The Address form will open.

b. Enter the new Address.

c. Check is Main? Leave blank.

d. Click on the Lookup icon to select the Region.

e. Click on the Find icon.

Example:

· Region: North America

· Country: Canada (from the dropdown menu)

· Address Type: Home

· Address: 100 Rue principale;

· Postal Code: 8999

f. Click on the Save and Return icon.

g. Click on the Update icon to save the changes.

4. To Update the Address information:

Go to Address Tab

a. Click on the hyperlink to display the Address Form will open.

b. Make the required changes.

Example:

· Address Type: Home;

· Address: 125 pie street.

c. Click on the Update and Return icon.

Leave Management

HR Managers use Leave Management to organize employees leave requests. The HR department keeps track of each leave request along with its status to better track the employees and ensure that the time requested for leave is reflected in the Payroll.

Leave Management contains one main component called the Leave Request.

Leave Request

An employee can generally request his/her own leave through the Self-service. However, if an employee does not have access to a computer the employee's direct reporting manager(s) or someone from HR can submit the Leave Request for approval on behalf of the employee. In such case, the employee will be notified when the Leave Request is created and for every status change of the request. The notification includes a link that enables the employee to open up the Leave Request for review and further action (Cancel, Submit, keep editing - Created).

A Leave Request can be generated by someone else than the person requiring the leave or it can be generated through the self service portal where a person is filling out their request.

Leave Request status/state include the following: Created, Approval Requested, Approved, Rejected, and Cancelled.

Leave Request

Overview

Leave Requests are used to organize and control all types of leaves that employees can take within an organization.

The manager approves a variety of Leave requests sent by his employees, like Sick Leave, Maternity Leave and Vacation Leave.

To approve a Leave Request:

Option 1:

Go to Human Resources > Employee Management > Leave Management > Leave Request

1. Click on the Find icon.

2. Select a Leave request with a status of Approval Requested from the list. Note. The user`s number matches the manager`s number. Example: The Leave Request from Riley Smith1 will be assigned to Manager Jordan Tremblay1 and the Leave Request from Riley Smith2 will be assigned to Manager Jordan Tremblay2.

3. Select Approve from the Transition drop down menu

4. Click on the Transition icon. A new window will appear.

5. Click on the Finish icon.

6. A message will confirm that the Workflow Transition has been Executed.

7. Click OK.

Option 2:

1. Go to Internal Message section at the right side of the main screen.

2. The Leave Request will be accessed by clicking on the Green dot.

3. Accessing the Leave Request by clicking on the Update Domain icon beside the Leave Request.

4. The window will display the Record waiting for an action.

5. Select Approve from the Transition drop down menu.

6. Click on the Transition icon. A new window will appear.

7. Click on the Finish icon.

8. A message will confirm that the Workflow Transition has been Executed.

9. Click OK.

Example:

Option 3:

1. Click on the Dashboard icon that is located on the right side panel of the main screen.

2. The window will display the Record waiting for an action.

3. Click on Leave Request button

4. Another window will display more details on the request.

5. On the stage section, select Approval requested stage. The list will display all the leave request pending for your approval.

6. Click on the Update icon. A new window will display the Leave Request form.

7. Select Approve from the Transition drop down list.

8. Click on the Transition icon. A new window will appear.

9. Click on the Finish icon.

10. A message will confirm that the Workflow Transition has been Executed.

11. Click OK.

Cancel a leave request

To cancel a new leave request that’s has just been created

Go to Menu -> Employee Self Service -> Forms and Requests -> Leave Request

1. Click on the New icon. The Employee Number will be populated automatically by the system.

2. Click on the Lookup icon to select the Leave Type. Example: Annual Leave

3. Enter the Start and End Dates.

Notes

o The Number of Days will automatically display. The Length of leave will display also.

o The system will display the Balance Before and the Current Balance at the moment of the request. The Current Balance will be updated ONLY once the request is Saved.

4. Click on the Save icon.

5. The request Workflow Process Status is set to Created.

6. To Cancel the Leave Request, select Cancel from the Transition drop down list.

7. Click on the Transition icon. A new window will appear.

8. Click on the Finish icon.

9. A message will confirm that the Workflow Transition has been Executed. As soon as the transition is performed, the Workflow Process Status is set to Cancelled.

To cancel a leave request that’s has been already sent to the manager for approval

Go to Menu -> Self Service -> Forms and Request -> Leave Request

1. Click on the Find icon.

2. Select the Leave Request to cancelled.

3. Click on the hyperlink of the Leave Request on Approval Requested status workflow.

4. Go to the Transition field at top of the Form, select Cancel from the drop down list.

5. Click on the Transition icon. A new window will display.

6. Click on the Finish icon.

7. A message will confirm that the Workflow Transition has been Executed. As soon as the transition is performed, the Workflow Process Status is set to Cancelled.

Example:

Create Attachment

To UPLOAD an Attachment that supports the reason for the leave request, follow the steps below:

1. Click on New under attachment to attach more information. A screen will pop-up.

2. Choose the desired Language from the drop down menu.

3. Enter a Description to the file you'll be attaching.

4. For Attachment click on to choose a file on your computer and upload it.

5. Choose the desired Language from the drop down menu.

6. Click on the Save and Return icon to save the Attachment information and return to the Leave Request, or click on the Discard icon to discard the Attachment entry and return to the Leave Request.

Request 1 week vacation

The Employee can easily request his own Vacation Leave via self-service

Note. Assumption: the Employee gets his or her annual vacation entitlement at the beginning calendar year.

The Employee is entitled to 15 days per calendar year.

To Request a week vacation

Go to Menu > Employee Self Service > Forms and Requests > Leave Request

1. Click on the New icon. The Employee Number will be populated automatically by the system.

2. To select the Leave Type click on the Lookup icon.

3. Click on the Find icon.

4. Select the Annual Leave

5. Enter the Start Date, example 1/2/2019

6. Enter the End Date, example: 9/2/2019

Notes.

o The Number of Days and the Length of leave will be automatically displayed.

o The system will display the Balance Before and the Current Balance at the moment of the request. The Current Balance will be updated ONLY once the request is Saved.

o When the employee requests one week of vacation, the system will keep track of the balance of his remaining vacation.

7. Click on the Save icon.

8. Go to the Transition field at top of the Form, click on Request Approval. (Do not select the option Cancel at this stage).

9. Click on the Transition icon. A new window will appear.

10. Click on the Finish icon. A message will confirm that the Workflow Transition has been Executed.

11. Click OK. As soon as the transition is performed, the workflow will transition to Approval Requested.

Example:

Note. The direct manager will receive an Internal Message prompting him to take action. Once the manager approves the leave request, the Employee will receive an Internal Message stating that his vacation has been approved.

Retirement Benefit Management

Overview

Use Retirement Benefit Management to define a collection of benefits that a government employee and the employee's beneficiaries are entitled to receive upon retirement. Once the employee has finalized one or more particular assignments as a civil servant, he or she may start the retirement process if he or she meets specific criteria related to the process. A civil servant can finalize one or more assignments on different retirement types. For example, a teacher can retire and then work under contract. Also, depending on the type of retirement requested from the employee, the benefits could be applicable or not applicable. Examples include death gratuity, end of contract gratuity, etc. The benefit plan can include specific benefits for employee's beneficiaries, whether the employee has been retired and is still alive or is recently deceased.

Objectives and Benefits

Employee Retirement Benefit Plan (for more information click here)

Use the Employee Retirement Benefit Plan to record information on the particulars of the retirement benefits for a particular employee and the information related to that particular employee's beneficiaries. The screen includes the date the benefit plan was created, as well as the date on which it was approved. Also, the Employee Retirement Benefit Plan illustrates the status of the benefit plan and distinguishes which benefit plan is being administered to that specific employee. There is also a space for approving officers to provide comments related to the Employee Retirement Benefit Plan of a specific employee, in order to improve the flow of information for other employees when viewing this screen. At the bottom of the screen, use the three tabs to add more information to the benefit plan in the forms of Attachments, Retirement Benefits, and Employee Beneficiaries. On the Retirement Benefits tab, the employee must have the full collection of retirement benefits listed, by default. However, the user will be able to add or delete Retirement Benefits manually for a specific employee. In terms of Employee Beneficiaries, if no employee beneficiaries are entered, the benefit plan will be applicable for the employee only.

Retirement Request (for more information click here)

Use the Retirement Request to record and monitor information related to the retirement request process. Information included on the screen are the file number of the request, the status of the request, the issue date, effective date, approved date, and calculation date of the request. Also included are the name of the employee requesting retirement, the type of retirement the employee is requesting, and the ranking officer requesting the retirement on the employee's behalf. Other calculations used during the request process and a space for users to provide comments with regards to the retirement request process can also be found on the screen. At the bottom of the screen, use the Attachments, Retirement Benefits, and Retirement Calculation Results tabs to add more information to the benefit plan.

1.0 Retirement Type

Retirement Types

2.0 Employee Retirement Benefit Plan

Overview

This form is used to update an Employee’s Retirement Benefit Plan along with the details of his/her beneficiaries.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Employee Retirement Benefit Plans, leave all fields blank.
Click on the Find icon .

The Employee Retirement Benefit Plan screen includes the following fields:

Report Fields	Description
ID	Unique identification code of the Employee Retirement Benefit Plan
Created Date	The date when the retirement benefit plan for the employee was created
Approved Date	The date when the employee retirement benefit plan for the employee was approved
Status	The current state of the Employee Retirement Benefit Plan
Employee	Includes all employee-related information. Searches can be performed by using retrieval criteria such as Employee code, name, hire date or value of any field of the Employee screen
Retirement Benefit Plan	A plan tailored specifically towards an employee's retirement compensation
Language	Language used
Comments	Relevant information related to this retirement benefit plan for the employee

Create an Employee Retirement Benefit Plan

The Employee Retirement Benefit Plan screen is used to record the information on the particulars for the Retirement Benefits for a particular employee and the information related to the employee's beneficiaries.

To CREATE an Employee Retirement Benefit Plan, follow the steps below:

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Employee Retirement Benefit Plan information. Fields with an asterisk are mandatory fields.
Enter the ID, as required.

ID: Unique identification code of the Employee Retirement Benefit Plan

4. Created Date will be defaulted to the system date.

Created Date: This date will tell us when the retirement benefit plan for the employee was created

5. Status will be automatically set to Created.

Status: The current state of the Employee Retirement Benefit Plan

6. To enter the Employee, if required, click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Employee.

Employee: Includes all employee-related information. Searches can be performed by using retrieval criteria such as Employee code, name, hire date or value of any field of the Employee screen

7. To enter the Retirement Benefit Plan, if required, click on the Lookup icon , click on Find icon to retrieve the Retirement Benefit Plan list, then select the Retirement Benefit Plan.

Retirement Benefit Plan: a plan tailored specifically towards an employee's retirement compensation

8. Select the Language.

Language: Language used

9. Enter Comments.

Comments: Relevant information related to this retirement benefit plan for the employee

To ADD Attachments to the Employee Retirement Benefit Plan, if required:

1. Click on the New icon under to enter the Attachments (refer to Attachments for more information).

2. Click on the Save and Return icon to save the Attachments information and return to the Employee Retirement Benefit Plan screen, or click on the Discard icon to discard the Attachments entry and return to the Employee Retirement Benefit Plan.

4. Click the Remove icon to remove the selected Attachment, if required.

To ADD Retirement Benefits to the Employee Retirement Benefit Plan, if required:

1. Click on the tab and then click on the Lookup icon , and enter the Retirement Benefits information, or leave the Retirement Benefits information blank to retrieve all Retirement Benefits.

2. Click the Find icon

3. Click the individual Select Checkbox (es) to select and de-select the Retirement Benefits, as required.

4. Repeat steps 1, 2 and 3 for all required Retirement Benefits.

5. Click the Remove icon to remove the selected Retirement Benefits information, if required.

6. Click the individual Select Checkbox (es) to select and de-select the Retirement Benefits, as required, or click the Select All icon or Unselect All icon, to select all Retirement Benefits or de-select all Retirement Benefits, if required.

To ADD Employee Beneficiaries to the Employee Retirement Benefit Plan, if required:

1. Click on the New icon under to enter the Employee Beneficiaries (refer to Employee Beneficiaries for more information).

2. Click on the Save and Return icon to save the Employee Beneficiaries information and return to the Employee Retirement Benefit Plan screen, or click on the Discard icon to discard the Employee Beneficiaries entry and return to the Employee Retirement Benefit Plan.

3. Click the individual Select Checkbox (es), under to select and de-select the Employee Beneficiary (s), as required, or click the Select All icon or Unselect All icon, to select or de-select all Employee Beneficiaries, if required.

4. Click the Remove icon to remove the selected Employee Beneficiary, if required.

Click on the Save icon at the bottom of the Retirement Benefit page to save your new Employee Retirement Benefit Plan information. A window will appear to confirm.

Employee Beneficiaries

Navigation click the New Iconunder ,

Create an Employee Beneficiary

Navigation click the New Iconunder ,

1. Enter the Employee Beneficiaries information.

2. Enter the ID, as required.

ID: Unique identification code of the Employee Beneficiary

3. Enter the Correlative Number.

Correlative Number: Determines the priority order for beneficiaries of the same type, this sequence will be required if more than one beneficiary of the same beneficiary type is entered

4. Enter the First Name.

First Name: First name of the beneficiary

5. Enter the Last Name.

Last Name: Last name of the beneficiary

6. Enter the Date of Birth.

Date of Birth: The beneficiary's date of birth

7. Select a Beneficiary Type from the drop-down menu.

Beneficiary Type: The beneficiary type associated to the beneficiary

8. To enter the Employee, if required, click on the Lookup icon , click on the Find icon to retrieve the Employee list, then select the Employee.

Employee: For a benefit plan on execution, this attribute links the beneficiary to an employee entity in order to associate all the benefits for this beneficiary to a beneficiary type employee

9. Click on the Save and Return icon to save the Employee Beneficiary information and return to the Employee Retirement Benefit Plan screen, or click on the Discard icon to discard the Employee Beneficiary entry and return to the Employee Retirement Benefit Plan screen.

Delete an Employee Retirement Benefit Plan

To DELETE an Employee Retirement Benefit Plan, follow the steps below:

Note: the status must be Created in order to delete.

Navigation

By default, you will be in Search Mode.

Find the Employee Retirement Benefit Plan you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Employee Retirement Benefit Plans, leave all fields blank.
Click Find
Select the Employee Retirement Benefit Plan you want to Delete

Click on the Delete icon
A window will appear asking you to confirm
Click OK to confirm and delete the Employee Retirement Benefit Plan.
A window will be displayed confirming the Employee Retirement Benefit Plan has been deleted

To Verify that the Employee Retirement Benefit Plan has been Deleted:

Click on the Search icon
Enter the Employee Retirement Benefit Plan information
Click on the Find icon
The window will appear

Modify an Employee Retirement Benefit Plan

To MODIFY an Employee Retirement Benefit Plan, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field(s).
If you prefer to see the list of all Employee Retirement Benefit Plans, leave all fields blank.
Click on the Find icon . The list of Employee Retirement Benefit Plans meeting the retrieval criteria will appear.
Click on the Employee Retirement Benefit Plan you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modifications. To add or remove Attachments, refer to Attachments. Too add or remove Employee Beneficiaries, refer to Employee Beneficiaries.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Note:If an Employee Benefit Retirement Plan has the status Approved, the changes will not be saved immediately. A change request will be generated and if the request is approved, then the changes will be saved.

Workflow Transitions for Employee Retirement Benefit Plan

This screen is used to record the information on the particulars for the Retirement Benefits for a particular employee and the information related to the employee's beneficiaries.

Navigation

To REQUEST APPROVAL, APPROVE, REJECT, or CANCEL an Employee Retirement Benefit Plan, follow the steps below:

By default, you will be in Search Mode.

1. Find the Employee Retirement Benefit Plan which you would like to make a status change on.

Enter Code, Description or other Attributes of the Employee Retirement Benefit Plan
Click on the Find icon

2. Select the Employee Retirement Benefit Plan you would like to Request for Approval, Approve, Reject, or Cancel.

3. Select your choice from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. Add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Employee Retirement Benefit Plan Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Employee Retirement Benefit Plan status is now set to whichever choice was selected.

Retirement Request

Overview

This form is used to apply for retirement. It is the first part of the retirement process. The user must enter and select all required information to complete the Retirement Request. At the bottom of the form, the user can click on the tab titled View Calculation Results to analyze the results administered through the Retirement Request process.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Retirement Requests, leave all fields blank.
Click on the Find icon .

The Retirement Request screen includes the following fields:

Report Fields	Description
ID	Unique identification code of the Retirement Request
File Number	Physical File Number associated to this request
Retirement Status	The current state of the Retirement Request. The first step is to request validation of the Retirement Request from the HR officer. If approved, the Retirement Request continues to the next workflow step. If it is not approved, the Retirement Request is cancelled
Retirement Request Mode	Allows the user to view whether the Retirement Request was generated by a batch file (Automatic) or added manually (Manual) by a user
Issue Date	Automatically assigned by the System, this is the date when this retirement request has been issued
Effective Date	The effective date for this retirement request
Approved Date	The date when this retirement request has been approved. System generated when it returns as approved
Calculation Date	Default value is left blank and will be automatically updated with the System date
Retirement Type	The retirement type is a way of defining different retirements. As an example, an employee may retire because of death so there will be a death retirement type. Also, the employee may retire because he/she has reached the retirement age, which would be a mandatory retirement type
Applicant	The employee that is applying for this retirement request
Effective Assignment	When adding a new request, this will default to the last assignment of this employee. The user can change and select a different assignment. When selecting a new assignment, Salary Transition should change automatically and display the cost item scale step of the latest salary transition of the new assignment selected
Salary Transition	Should default to the last effective salary transitions of the assignment from Effective Assignment. This is a read-only function. The user needs to see group-subgroup-level, step, and the amount from salary transition is not the primary key
Requested By	The employee who requested this retirement request
Retirement Pay Code	The retirement pay code selected will be used when the employee assignment is created, once the retirement request is approved. Also, the pay code is used to group employees for payroll purposes
Calculated Consecutive Periods	The value which was calculated by the system for the Retirement Request. This value includes the periods of service that the employee has worked consecutively
Manual Consecutive Periods	The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used
Calculated Periods	The value which was calculated by the system for the Retirement Request. This value includes the periods of service that the employee has worked
Manual Periods	The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used
Language	Language used
Comments	Comments related to this retirement request

Create a Retirement Request (2nd proposal)

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

Navigation

By default, you will be in Search Mode.

To CREATE a Retirement Request, follow the steps below:

Click on the New icon (you will then be in Insert Mode.)
Enter the new Retirement Request information (fields with an asterisk are mandatory fields. See additional instructions for Fields/Tabs in the next section.)
To ADD Attachments to the Retirement Request, when required:

i. Click on the New icon under to enter the Attachments (refer to Attachments for more information.)

ii. Click on the Save and Return icon to save the Attachments information and return to the Retirement Request screen, or click on the Discard icon to discard the Attachments entry and return to the Retirement Request screen.

iii. Click the individual Select Checkbox(es), under to select and de-select the Attachment(s), as required, or click the Select All icon or Unselect All icon, to select or de-select all Attachments, when required.

iv. Click the Remove icon to remove the selected Attachment, if required.

v. Repeat steps (i) to (iv) for all additional Attachments.

4. Click on the Save icon at the bottom of the Retirement Request page to save
your new Retirement Request information. A window will appear to confirm.

ADDITIONAL INSTRUCTIONS FOR FIELDS/TABS

ID: Unique identification code of the Retirement Request.
File Number: Physical File Number associated to this request.
Retirement Status will be set to Created by default.
Retirement Request Mode (set to Manual automatically): Allows the user to view whether the Retirement Request was generated by a batch file (Automatic) or added manually (Manual) by a user.
Issue Date: Automatically assigned by the System, this is the date when this Retirement Request has been issued.
Effective Date: Effective date for the Retirement Request. This indicates when the retirement should start.
Approved Date (read only): It will stay empty until it the Retirement Request is Approved.
Calculation Date (read only): Default value is left blank and will be automatically updated with the System date.
Applicant: The employee that is applying for this Retirement Request. If required, click on the Lookup icon , click on the Find icon to retrieve the Applicant list, then select the Applicant.
Employee Assignment (read only): It will be updated with the assignment that is System generated.
Effective Assignment: When adding a new request, this will default to the last assignment of this employee. The user can change and select a different assignment. When selecting a new assignment, Salary Transition should change automatically and display the cost item scale step of the latest salary transition of the new assignment selected. If required, click on the Lookup icon , click on the Find icon to retrieve the Effective Assignment list, then select the Effective Assignment.
Salary Transition (read only): It will default to the last effective salary transition of the assignment from Effective Assignment. The user needs to see group-subgroup-level, step, and the amount from salary transition is not the primary key.
Retirement Type: The retirement type applicable for this particular retirement request. Pick one retirement type from pick list. If required, click on the Lookup icon , click on the Find icon to retrieve the Retirement Type list, then select the Retirement Type.
Requested By (read only): This will be the employee who requested this Retirement Request.
Pay Code: The pay code to be used in order to issue the payments for this benefit plan.
Calculated Consecutive Periods (read only): The value which was calculated by the System for the Retirement Request. This value includes the periods of service that the employee has worked consecutively.
Manual Consecutive Periods: The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used.
Calculated Periods (read only): The value which was calculated by the System for the Retirement Request. This value includes the periods of service that the employee has worked.
Manual Periods: The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used.
Language: Language used.
Comments: Comments related to this retirement request.
Retirement Benefits is a read only tab. It will display the employee's retirement benefits according to their plan.
Retirement Calculation Results is a read only tab. It will display the results once the request has been calculated.

Create a Retirement Request

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

To CREATE a Retirement Request, follow the steps below:

Navigation

By default, you will be in Search Mode.

Click on the New icon (you will then be in Insert Mode).
Enter the new Retirement Request information. Fields with an asterisk are mandatory fields.
Enter the ID, as required.

ID: Unique identification code of the Retirement Request

Enter the File Number.

File Number: Physical File Number associated to this request

Retirement Status will be set to Created by default.
Retirement Request Mode is set to Manual automatically.

Retirement Request Mode: allows the user to view whether the Retirement Request was generated by a batch file (Automatic) or added manually (Manual) by a user

Enter the Issue Date.

Issue Date: Automatically assigned by the system, this is the date when this retirement request has been issued

Enter the Effective Date.

Effective Date: The effective date for this retirement request. This indicates when the retirement should start.

Approved Date will stay empty until it is Approved.

Approved Date: The approved date is read only

Calculation Date is read only.

Calculation Date: Default value is left blank and will be automatically updated with the System date

To enter the Applicant, if required, click on the Lookup icon , click on the Find icon to retrieve the Applicant list, then select the Applicant.

Applicant: The employee that is applying for this retirement request

Employee Assignment is read only and will be updated with the assignment that is System generated.

To enter the Effective Assignment, if required, click on the Lookup icon , click on the Find icon to retrieve the Effective Assignment list, then select the Effective Assignment.

Effective Assignment: When adding a new request, this will default to the last assignment of this employee. The user can change and select a different assignment. When selecting a new assignment, Salary Transition should change automatically and display the cost item scale step of the latest salary transition of the new assignment selected

To enter the Salary Transition it will default to the last effective salary transition of the assignment.

Salary Transition: Should default to the last effective salary transitions of the assignment from Effective Assignment. This is a read-only function. The user needs to see group-subgroup-level, step, and the amount from salary transition is not the primary key

To enter the Retirement Type, if required, click on the Lookup icon , click on the Find icon to retrieve the Retirement Type list, then select the Retirement Type.

Retirement Type: The retirement type applicable for this particular retirement request. Pick one retirement type from pick list

Requested By, is read only

Requested By: This will be the employee who requested this retirement request

Select a Pay Code from the drop-down menu.

Pay Code: The pay code to be used in order to issue the payments for this benefit plan

Calculated Consecutive Periods is read only.

Calculated Consecutive Periods: The value which was calculated by the System for the Retirement Request. This value includes the periods of service that the employee has worked consecutively

Enter Manual Consecutive Periods.

Manual Consecutive Periods: The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used

Calculated Periods is read only

Calculated Periods: The value which was calculated by the system for the Retirement Request. This value includes the periods of service that the employee has worked

Enter Manual Periods.

Manual Periods: The value which can be manually entered to override the Calculated Consecutive Periods value. If not entered, the calculated amount will be used

Select a Language.

Language: Language used

Enter the Comments.

Comments: Comments related to this retirement request

To ADD Attachments to the Retirement Request, if required:

1. Click on the New icon under to enter the Attachments (refer to Attachments for more information).

2. Click on the Save and Return icon to save the Attachments information and return to the Retirement Request screen, or click on the Discard icon to discard the Attachments entry and return to the Retirement Request screen.

4. Click the Remove icon to remove the selected Attachment, if required.

5. Repeat steps 1 to 4 for all required Attachments.

Retirement Benefits is a read only tab. It will display the employee's Retirement Benefits according to their plan.

Retirement Calculation Results is a read only tab. It will display the results once the request has been calculated.

Click on the Save icon at the bottom of the Retirement Request page to save your new Retirement Request information. A window will appear to confirm.

Retirement Calculation Results

Navigation click the New Iconunder ,

Note:The results can be viewed with this form. The pension amount is modifiable if it is set as a manual benefit.

Delete a Retirement Request

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

Note: Only a Retirement Request that has the status Created is allowed to be deleted. If you need to eliminate a Retirement Request once it has started its workflow, the only option is to change its Retirement Status to Cancelled.

To DELETE a Retirement Request, follow the steps below:

Navigation

By default, you will be in Search Mode.

Find the Retirement Request you want to Delete

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see all Retirement Requests, leave all fields blank.
Click Find
Select the Retirement Request you want to Delete

Click on the Delete icon
A window will appear asking you to confirm:
Click OK to confirm and delete the Retirement Request.
A window will be displayed confirming the Retirement Request has been deleted:

To Verify that the Retirement Request has been Deleted:

Click on the Search icon
Enter the Retirement Request information
Click on the Find icon
The window will appear:

Modify a Retirement Request

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

To MODIFY a Retirement Request, follow the steps below:

Note:A Retirement Request can only be modified if the status is set to Created or Validation Approved. Depending on the status, certain fields will be read only.

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field(s).
If you prefer to see the list of all Retirement Requests, leave all fields blank.
Click on the Find icon . The list of Retirement Requests meeting the retrieval criteria will appear.
Click on the Retirement Request you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modifications. To add or remove Attachments, refer to Attachments. Too add or remove Retirement Calculation Results, refer to Retirement Calculation Results.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Once a Retirement Request is Approved, the retiree will have a new assignment and automatic cost items created for payroll purposes. The results also appear in Retirement Summary and Details.

Workflow Transitions for Retirement Request

Validation of Retirement Request

Overview

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

Navigation

To Request Validation to a Retirement Request, follow the steps below:

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Validation Requested.

Note: In order to Request Validation for a Retirement Request Status must be Created.

Note: Once Validation Requested, changes to the Retirement Request are no longer permitted.

Note: Once Validation is Requested there are two possibilities, Approve Validation, Reverse Validation Approval, Reject Validation, or Cancel Validation.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to VALIDATE.

3. Select "Request Validation" from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. If necessary add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Retirement Request Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Retirement Request status is now set to Validation Requested.

To APPROVE a VALIDATION REQUEST, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Validation Approved.

Note: In order to Approve Validation for a Retirement Request Status must be Validation Requested.

Note: Once Retirement Request Validation is Approved, the next action is to either Reverse Validation Approval or Calculate Pension.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change APPROVE VALIDATION.

3. Select "Approve Validation" from the drop down list in the Transition field.

4. Repeat Steps 4-7, from above. The Retirement Request status is now set to Validation Approved.

To REVERSE VALIDATION APPROVAL, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Request Validation.

Note: In order to Reverse Validation Approval the Retirement Request Status must be Validation Approved.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change VALIDATION REQUESTED.

3. Select "Reverse Validation Approval" from the drop down list in the Transition field.

4. Repeat Steps 4-7, from above. The Retirement Request status is now set to Validation Requested.

To REJECT a VALIDATION REQUEST, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Validation Rejected.

Note: In order to Reject Validation for a Retirement Request Status must be Validation Requested.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change REJECT VALIDATION.

3. Select "Reject Validation" from the drop down list in the Transition field.

4. Repeat Steps 4-7, from above. The Retirement Request status is now set to Validation Rejected.

Calculate Pension

Overview

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

Navigation

To Calculate Pension to a Retirement Request, follow the steps below:

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Calculated.

Note: In order to calculated pension retirement request status must be: Validation Approved, or Calculated.

Note: Once Pension is Calculated, the next step is to REQUEST APPROVAL. Following, the Request for Approval maybe: APPROVED, REJECTED, or CANCELED.

Note: Once validated, calculation is done according to the formulas. Calculations can be preformed automatically calculation or entered manually. In addition, records are created in retirement calculation results or users can enter manual amounts.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to CALCULATE.

3. Select "Calculate Pension" from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. If necessary add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Retirement Request Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Retirement Request status is now set to Calculated.

To MODIFY a Pensions Calculation, follow the steps below:

1. Select to Pension you wish to calculate from the list available.

2. Make desired changes in the appropriate fields.

3. Click the CALCULATE icon to calculate results.

3. Select the tab. Select the Pension to View. The following screen will appear:

The changes are reflected in the Results window.

To Request Approval to a Pensions Calculation, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Validation Requested.

Note: In order to Request Approval for a Pensions Calculation the Retirement Request Status must be Calculated.

Note: Once Validation is Requested there are two possibilities, Approved, Rejected, or Cancel.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to Request an Approval for.

3. Select "Request Approval" from the drop down list in the Transition field.

4. Repeat steps 4-7. The Retirement Request status is now set to Approval Requested.

To APPROVE an APPROVAL REQUEST for a PENSION CALCULATION, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Approved.

Note: In order to Approve a Pension Calculation a Retirement Request Status must be Approval Requested.

Note: Once Pensions Calculated is APPROVED, there are no further steps.

Note: Once Retirement Request is approved, the follow will occur:

Records are created in the following entities Retirement Summary, Employee Assignment.
The system will create Automatic Cost Items and Automatic Deductions. This retirement benefit will be included in the payroll calculation.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change APPROVAL REQUESTED.

3. Select "Request Approval" from the drop down list in the Transition field.

4. Repeat Steps 4-7. The Retirement Request status is now set to Approved.

To REJECT APPROVAL REQUEST for a PENSION CALCULATION, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Rejected.

Note: To Reject an Approval Request for a Pension Calculation, Retirement Request Status must be Approval Requested.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change REJECTED.

3. Select "Reject " from the drop down list in the Transition field.

4. Repeat Steps 4-7 above. The Retirement Request status is now set to Rejected.

Cancel a Retirement Request

Overview

The Retirement Request screen requires the user to manually add a Retirement Request to a specific employee within the organization.

To CANCEL a Retirement Request, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Find the Retirement Request which you would like to change status to Canceled.

Note: To Cancel a Retirement Request Status must be Request Validation, Validation Approved, Calculated, and Approval Requested.

Enter Code, Description or other Attributes of the Retirement Request.
Click on the Find icon

2. Select the Retirement Request you would like to change to CANCELED.

3. Select "Cancel " from the drop down list in the Transition field.

4. A Transition Window will be displayed confirming the Transition. If necessary add a description in the Step Note in the Transition Window.

5. Click on the Finish Icon to complete the Transition transaction, or click the Discard Icon to abort the transition.

6. Upon clicking the Finish Icon a window will be displayed confirming the Retirement Request Workflow Transition was executed.

7. Click Okay on the Workflow Transition Executed window. The Retirement Request status is now set to Canceled.

Generate Automatic Retirement Request

Overview

The System has a batch process that is scheduled to run on a specific date which detects ahead of time, the employees who will reach the mandatory age of retirement. This process will create automatically a retirement request that will then be processed the same way as a manual request. The menu option, is there so a user can force this batch process to be executed at any given moment.

The user must specify the period the System should check to see if any employees will reach the age of retirement. As an example if the user enters start date as August 1, 2011 and an end date August 31, 2011, The System will check for anyone who will be the age of retirement and is not already retired.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field(s). If you prefer to see a list of all Automatic Retirement Requests Generated, leave all fields blank.
Click on the Find icon .

The Generate Automatic Retirement Request screen includes the following fields:

Report Fields	Description
Start Date	Start Date that the System will use for searching employees that have retirement age, but haven't retired yet.
End Date	End Date that the System will use for searching employees that have retirement age, but haven't retired yet.

Retirement Summary

Overview

Retirement Summary shows the results of the retirement request along with the results of the calculation.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Retirement Summary, leave all fields blank
Click on the Find icon

The Retirement Summary screen includes the following fields:

Field	Definition
Code	This code is System generated when a retirement request has gone through all the stages and the calculations have been approved
Recalculate	If changes occur such as a life certicate is renewed, the System needs to recalculate but does not need to get it approved again, so no manual intervention is required. The field Recalculate will then be automatically set by the System to let the application know that the retirement details attached to this summary need to be recalculated
Effective Date	The effective date for the retirement request
Retirement Summary Status	Describes the status assigned to a retirement summary. The status can be cancelled, pending, completed, etc.
Pensioner	The employee that is applying for the retirement request
Retirement Assignment	This retirement assignment displays the assignment that was created by the retirement module in order to pay the retirement benefits
Retirement Type	Contains a catalogue of the different retirement types available for a particular implementation
Calculated Consecutive Periods	Automatically calculated retirement consecutive periods
Manual Consecutive Periods	Manually calculated retirement consecutive periods
Calculated Periods	The number of periods being calculated
Manual Periods	These are the periods of service that a user can enter if they do not agree with the periods of service that were calculated by the System
Last Calculation Date	This date displays the last time the retirement was calculated
Language	This is the language of the description entered
Comments	These are comments added in regards to the retirement request

Termination of Employment

Termination of employment is the end of an employee's employment duration with an employer. Depending on the case, the decision may be made by the employees, the employer, or mutually agreed upon by both. Termination of Employment contains one main component called the Exit Interview.

Termination of Employment encompasses all activities in respect of the termination of employees’ services. It is common to perform personal exit interviews with staff members who intend to terminate service. The results of these interviews are captured in summary form into the system along with the standard exit data. It is envisaged that existing data be complete and sufficient to enable an analysis of people leaving the civil service and their reasons for leaving.

Exit Interview (For an Overview of the Exit Interview application click here)

Exit Interviews are created by the HR or the direct managers for the Employee who is exiting the civil service. This interview takes place before the employee’s termination of employment date. During the Exit Interview the HR or the managers determine the last working day, the departure reason, write interview comments, and attach additional information about the exit interview.

Exit Interview

Overview

Exit Interviews are created by the HR or the direct managers for the Employee who is exiting the civil service. This interview takes place before the employee’s termination of employment date. During the Exit Interview the HR or the managers determine the last working day, the departure reason, write interview comments and attach additional information about the exit interview.

Navigation

Human Resources ► Employee Management ► Termination of Employment ► Exit Interview

The Exit Interview screen includes the following fields:

Field	Definition
ID	Unique identification number describing the Exit Interview
Workflow Status	Workflow status of the Exit Interview.
Create Pay Change Report	Describes a checkbox that creates a pay change report when checked
Interview Date	Defines the date where the exit interview will take place
Last Working Day	The last day the employee will be working
Employee	The person responsible for completing work tasks
Interviewed Employee	The employee who is being interviewed for the exit interview
Departure Reason	The reason the employee is departing his/her job
Interview Notes	HR managers notes regarding the exit interview
Return Remarks	If returned, submitter and approver can provide comments (ex. move the date in/out, provide reference doc, etc.)
Attachment Tab	The Attachment Tab is used to attach any necessary documents related to Exit Interview.

Attachments

Navigation click the New Icon under

Create Attachments

To UPLOAD an Attachment that holds more information about the Exit Interview, follow the steps below:

1. Click on New under attachment to attach more information. A screen will pop-up.

2. Choose the desired Language from the drop down menu.

3. Enter a Title, and a Description to the file you'll be attaching.

4. For Attachment click on to choose a file on your computer and upload it.

5. Choose the desired Language from the drop down menu.

Travel & Subsistence Management

Business Trip

Overview

The Business Trip application is filled and submitted by the employee requesting the Business Trip, the employee inputs the start and end Dates, the Purpose, the Logistics, estimated costs and submit them to the managers responsible for approving the business trip.

Navigation

Human Resources ► Employee Management ► Travel and Subsistence Management ► Business Trip

The Business Trip screen includes the following fields:

Field	Definition
Foreign Trip	Identifies if the trip is outside the country
Group Trip	Identifies if this trip will be attended by one or by multiple parties
Actual Return Date	The date the employee will return from the business trip
Currency	Contains the central repository for all currencies used throughout the system
Purpose	Describes the purpose of the business trip
Traveling Employee	The employee leaving on a business trip
Cost Coding Block	This entity has the information of every coding block with the structure (number of elements and order of concepts) of the Group
Requesting Employee	The employee requesting the business trip
Estimated Cost	The estimated cost (budget) for the trip
Miscellaneous Cost	Indicates any miscellaneous amounts
Actual Cost	The actual total cost of the trip
Advanced Amount	Indicates the advanced funds amount the employee is requesting in order to undertake the trip
Trip Remarks	Provides for a brief remark on the trip outside of the trip description
Attachment tab	Any Attachment to support the business trip
Business Trip Logistic Tab	This tab contains the list of logistical and agenda items and other details of a business trip such as activities and proposed budget figures relating to an individual employee’s trip

Attachment tab

Overview

The Attachment Tab is used to attach any necessary documents related to business trip.

Attachment Tab screen Fields

Field	Description
ID	Unique identification code manually entered by users or automatically generated based on parameters.
Language	Country Specific Language used to register the description.
Title	Title of attachment uploaded.
Description	Any description of the attachment or additional information not included in the uploaded document can be included here.
Attachment	Choose respective file to upload.
Date Time	The date and time the attachment was uploaded.
User	The name of users uploading the attachment.
Language	Language used in the Attachment file.

Business Trip Logistic

Overview

The entity contains the list of logistical and agenda items and other details of a business trip such as activities and proposed budget figures relating to an individual employee’s trip. The Employee may have multiple trips scheduled with each Business Trip ID being unique for each distinct business trip.

Business Trip Logistic tab screen fields

Fields	Description
Sequence Number	A trip consists of 1 or more stops. Autonumber generated starting at 1 for every business trip.
Destination	Indicates if this trip step is a destination(s) or a stopover. Default is True. A business trip may contain multiple destinations (e.g. a multi-city visit) so multiple destinations can exist. The combination of sequence and destination(s) will reflect the ‘itinerary’ of the trip.
Number Of Days	Number of days at this location
Country	Country of this trip stage
Currency	The foreign exchange currency associated with the trip.
Exchange Rate	The exchange rate of the currency
Accommodation Rate(Dc/Fc)	The accommodation (hotel) rate per night stay. Is filled out by the user. This amount (accommodation rate times number of days) is included in the trip's total amount.
Per Diem Amount(Dc/Fc)	Looks up to the per diem rate table for the currency related the monetary amount
Language	Language used to enter the description fields.
City	Stopover or Destination city
Housing	Indicates the Housing (e.g. hotel) where the traveler(s) will be staying, if required, for this city
Attachments	The Attachment Tab is used to attach any necessary documents related to the Business Trip Logistic.