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HRAdmin2 User Manual - Partnership for Reviving Routine

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1. File Nr Title Mr r Initials G Employee Nr 61006 First Name Gideon Second Mame Jacobus Surname Joubert Sex Male M DoB 1977 05 02 Maiden Name Nationality Nigerian Languages English Promotion Date h Disabled Disability Notes Current Appointment Previous Appointments Placement Career Development Career Development Type v Screen clipping 1 Step 2 Deleting a career development for an employee Step 3 Note the bottom half of the screen now has a single white data field with a black open arrow pointing downwards When we click on this black arrow once with a left mouse button we notice that there are 4 different types of Career Development listed as Qualification Course Skill and Training See screen clipping 2 below Page 55 HRAdmin 2 User Manual Current Appointment Previous Appointments Placement Career Development Career Development Type Qualification v ET pw rg Screen clipping 2 Step 3 Deleting a career development for an employee Step 4 Let s select Qualification for our employee by clicking on the black arrow once with a single mouse click with the menu now open hold your mouse over Qualification and notice that it is being highlighted Notice now that the bottom of the screen has changed and it shows that our employee has 2 qualifications See screen clipping 3 below Current Appointment Pr
2. Screen clipping 3 Adding a new employee Page 29 HRAdmin 2 User Manual Edit Save Delete Placement Find Employee personal sheans endoyeere 0 H INN PB ates Ree meme fines 3 o IM dE C Dai pub rene JE meremme O tagranimentoate O meemme O ogni Screen clipping 4 Step 3 Adding a new employee Step 4 Once all the information has entered click on the Save tab within the Employee console by left clicking once with your mouse See screen clipping 5 Home Administration Reporting amp S Add Delete Employee Screen clipping 5 Step 4 Adding a new employee Page 30 HRAdmin 2 User Manual Step 5 Should you have left any important data fields blank that require data and attempt to save the employee or should you have entered the data incorrectly you will experience the following error message informing you where the data was incorrectly captured and what the fault currently is allowing you to correct the captured data See screen clipping 6 Find Employee Personal Subhead Number PSN Employee Nr 0 Title e First Name Joe Second Name Initials Surname Gidean Sex Unknown X DoB 05 09 1981 i vm Current Nationality Languages Hausa Promotion Date X Disabled Disability Broken Knee Joint Open File Number NE First Appointment Date X Phone Number Original LGA EditValue is null Validation
3. 01 Leveli 08 01 2010 08 01 2010 LO2 Level2 08 01 2010 08 01 2010 LO3 Level3 08 01 2010 08 01 2010 LO4 Level4 08 01 2010 08 01 2010 10 03 2009 ected to D Projects HR Admin Dev HRAdminKatsina sdf Screen clipping 2 Step 2 Editing Salary grades Page 127 HRAdmin 2 User Manual Step 3 To edit the Level 1 salary grade hold your mouse cursor over Level 1 in the Description column and left click it once with a single left click of your mouse The whole Level 1 line will now be highlighted in blue Notice that level 1 has salary notches in the window at the bottom See screen clipping 3 below 08 01 2010 08 01 2010 08 01 2010 08 01 2010 08 01 2010 08 01 2010 108 465 08 01 2010 Herbst Kobus kobush 110 821 08 01 2010 113 179 08 01 2010 115 535 08 01 2010 117891 08 01 2010 120 249 08 01 2010 122606 08 01 2010 Screen clipping 3 Step 3 Editing Salary grades Page 128 HRAdmin 2 User Manual Step 4 If you wish to edit the term Level 1 you may delete the name by clicking on the backspace button on your keyboard and typing a new title You may also edit the Grade to a title that you have selected yourself To edit the Grade title hold your mouse over LO1 in the Grade column and click it once with a single left click of your mouse See screen clipping 4 below where I have edited the titles of both the Grade and the description Administration Reporting 08 01 201
4. 0 0 X Ray Technician AssistantChief 0 o o o o X Ray Technician Chef 0 o o 1 o o XRay Attendant Et 0 0 0 0 XRay Attendant Head a o f 1 po Page 71 HRAdmin 2 User Manual 7 2 3 Age Gender Distribution Detail Age Gender Distribution by Post Grouped by Organisational Unit hierarchy Age Gender Distribution by Post 03 July 2011 Level 1 Unit MoH Level 2 Unit Baure LGA Level 3 Unit Muduri Ward Facility Muduri Clinic AwGrup Pst ota Female Mae mus kemen OOO oa a ME TON Sd CI SubTotal OOOO AgeGrup2039 0 2 2 anas Ewememaneamaesum 9 9 40 49 iunior Community Hean Extension wone 9 9 9 sewyGam SS a 9 Senior Community Health Extension Worker Assistant Chief 0 o 1 40 498 Senior Community Health Extension Worker Senior Watchman Il SubTotal AgeGroup 4049 0 6 she enorme meat esten OT SuTod eos o 9 1 Sub Total Facility MuduiCinc 0 2 9 Facility Unguwar Gamji Clinic Age Group Post eta Female Mae Junior Community Health Extension Worker o 1 o 2038 judemd S T 9 ET Sub Total Age Group 20 39 oo 1 1 Senior Community Health Extension Worker Assistant Chief oo o 9 deme a a a SubTotal OOOO AgeGroup 4049 0 1 1 5 uwemea TON ECT ECT Sub Total Age Group 50 54 Lob 43 4 EwTomFa
5. 11 06 201101 28 PM User Roles Available Roles User Roles Administrator Manager End User Capturer Clerk Tester Screen clipping 4 Step 3 Adding Users to the HRAdmin system Page 17 HRAdmin 2 User Manual Step 4 The User name fields can now be filled out and then User Roles must be assigned to the new user by selecting the Available Role needed and pressing the Right facing arrow See screen clipping 5 below UserName First Name Last Name Testing Accountis Active LastLogon 23 12 2009 05 22 PM User Roles Available Roles TANE Screen clipping 5 Step 4 Adding Users to the HRAdmin system The result is shown in screen Clipping 6 below User Nane Prst Nae Last Name Accountis Active LastLogon 23 12 2009 05 22 PM Screen clipping 6 Step 4 Adding Users to the HRAdmin system Page 18 HRAdmin 2 User Manual Step 5 The User can now be saved by clicking the icon at the top left of the main window as shown in screen clipping 7 below SA m I x Y uw z 3 i OIH A Save Ctrl S _ Save changes to current item a Maintenance HB User Module uestem ette lastname last changed_ tasttogon_ Acive le Rp Car Cj sername J d 18 eretnane lastName zd Accountis Active LastLogon 23 12 2009 05 22 PM User Roles Available Roles Screen clipping 7 Step 5 Adding Users to the HRAdmin system Page 19 HRAdmin 2
6. Acknowlegement Human resource management is key to providing quality health care services The understanding of the dynamics and management of human resources is the bedrock around which service delivery revolves The PRRINN MNCH programme has over the last 7 years been actively involved in several ways to solve the challenges of managing human resources in the 4 states of its operations Jigawa Katsina Yobe and Zamfara This manual is one of the modest efforts by the programme to support states to address the challenges of human resource management In the course of its work the programme realised that human resource management as a distinct work stream has been lumped together with personnel management This has led to the neglect of key human resources activities and its attendant effect of overall performance and management of human resources This manual therefore provides key managers with the basic step by step process of managing human resources During the development of this manual several individuals have contributed to this final document I would like to acknowledge the contribution of the Consultants led by Michael Siebert State Teams under the leadership of the STMs State Stakeholders led by Permanent Secretarie and Office of the Head of Service in Jigawa Katsina Yobe and Zamfara States The Directors of Personnel Management and members of the respective states Human Resources for Health Coordinating Committees have
7. User Manual Step 6 The Edit User window can now be closed by holding your mouse over the X at the top right corner of the Edit User window and clicking it once with a single left click of the mouse This will hide the Edit User window See screen clipping 8 below E 15 03 2011 15 03 2011 01 01 1900 29 03 2009 10 06 2011 10 06 2011 v v Screen clipping 8 Step 6 Adding Users to the HRAdmin system Page 20 HRAdmin 2 User Manual Step 7 The last thing to do with the new user is reset the Users password by holding your mouse over the Reset Password icon in the User console and click on it once with a single left mouse click See screen clipping 9 below The User s Password will now be set to the same as the User s name In our example it will be set to Test See screen clipping 9 below Note Make sure you have selected the correct User before clicking on the Reset Password icon as the password gets reset immediately without any confirmation a By Add User Q Edit User Administration Reporting Users ED Reset Password Lue Fre me at cared lia Last Logon gt 0 Test E Tes ter 01 01 1800 B michael Michael Siebert 16 03 2011 11 06 2011 kobush Kobus Herbst 15 03 2011 15 03 2011 Administrator System Administrator 01 01 1900 29 03 2009 B pete Pieter Nellmapius 10 06 2011 10 06 2011 Active Ir Screen clipping 9 Step 7 Adding Users to the HRAdmin system Page 21
8. Page 88 HRAdmin 2 User Manual 8 TIMS Training Information Management System 8 1 Career Item 8 1 1 TIMS Overview of Career Items Career Items are divided into 4 types namely Qualifications Courses and Training which are acquired over a duration of time in a Formal way Normally a certificate diploma or degree is awarded on completion of these Items These are categorised at levels of training which are namely Abroad Federal State and Local There is also a career item called skills which is what the employee actual does and is good at It is an attribute learnt on the job and is not part of Qualifications Courses or Training 8 1 2 TIMS Adding a new Career Item Step 1 Select the TIMS tab and then click the Career Items Icon See screen clipping 1 below Administration Reporting e Add z o Ex Career Post Categories Training jave indo Refresh Items Targets X Delete A E Screen clipping 1 Step 1 TIMS Career Item This will show the Career Items screen as shown in screen clipping 2 below Page 89 HRAdmin 2 User Manual Career Item Type 1003 BA Accountancy test BA Accountancy Test 1119 BA Computer Technology BA Computer Technology 1004 BA Health Education amp Promo BA Health Education amp Promotion 1005 BA Microbiology BA Microbiology 1006 BA Nursing BA Nursing 1122 BA Public Administration BA Public Administration MM
9. Screen clipping 4 Step 4 Editing Career items Page 136 HRAdmin 2 User Manual Step 5 We can also edit the Description by holding our mouse over the current description of the current title and clicking on it once with a single left click of our mouse Our cursor will now flash in this column and we may start editing this title once done press Enter on our keyboard See screen clipping 5 below Administration Reporting TIMS Sw OHI Ny Edit Career Post Categories Training Save Undo Refresh X Delete Description 1003 BA Accountancy test iBA Accountancy Test uor 1119 BA Computer Technology BA Computer Technology 1004 BA Health Education amp Promotion BA Health Education amp Promotion 1005 BA Microbiology BA Microbiology 1006 BA Nursing BA Nursing Screen clipping 5 Step 5 Editing Career items Step 6 We can now also edit the Duration by holding our mouse over the current duration and clicking on it once with a single left click of our mouse Our cursor will now flash in this column and we may start editing this number There are 2 ways to edit the Duration We may either press Backspace on our keyboard and clear the current duration and press a new duration number into this column or we can simply press on the black triangles point up or down and select a new duration number Once done press Enter on our keyboard See screen clipping 6 below Page
10. See screen clipping 5 below Step 4 Note in the middle of the screen there is a black open arrow pointing downwards When we click on this black arrow once with a left mouse button we notice that there are 4 different types of Career Development listed as Qualification Course Skill and Training Let us select Qualification as the career type we want to add to our Training Target by clicking on the black arrow once with the menu now open hold your mouse over Qualification title and click once with your left mouse button See screen clipping 5 below Step 5 Select a Career Item by holding your mouse over BA Nursing in the Item column of the Career Item Grid below and click it once with a single left click of your mouse See screen clipping 5 below Step 6 Now enter the Target Year Target and Remarks as shown in Clipping 5 below Page 112 HRAdmin 2 User Manual Add Training Taraet Select Post Category Default category Default Administrative Production Administrative Supervisor Admin Health Worker Non Clinical Support BA Accountancy test BA Accountancy Test BA Computer Technology BA Computer Technology BA Health Education amp Promotion BA Health Education amp Promotion BA Microbiology BA Microbiology BA Public Administration gt BA Public Administration BA Theatre Nursing BA Theatre Nursing Target Year Remarks 2014 A Remark can go here and
11. 137 HRAdmin 2 User Manual 1119 BA Compite Technology BA Computer Technology 1004 BA Health Education amp Promotion BA Health Education amp Promotion id 1005 BA Microbiology BA Microbiology Screen clipping 6 Step 6 Editing Career items Step 7 We can now also edit the Duration unit by holding our mouse over the current duration unit and clicking on it once with a single left click of our mouse A menu will appear with 4 units listed Year Month Week Day Select one by holding your mouse over the title and clicking on it once with a single left click of your mouse See screen clipping 7 below T En iD E P ore LETS Ad cl Career Item Type Qualification 1003 BA Accountanc y tes IBA Accountan 1119 BA Computer Technology BA Computer an 1004 BA Health Education Promotion BA Health Education Promotion 1005 BA Microbiology BA Microbiology Screen clipping 7 Step 7 Editing Career items Page 138 HRAdmin 2 User Manual Step 8 We can now also edit the Levels by holding our mouse over the current level and clicking on it once with a single left click of our mouse A menu will appear with 5 Levels listed Select all Abroad Federal State and Local Select one by holding your mouse over the title and clicking on it once with a single left click of your mouse To complete the process click on the Ok button at the bottom of the menu with a single left click of yo
12. 4 4 Record80f 137 gt M M a v X 4 Screen clipping 2 Step 1 TIMS Career Item Step 2 Note to the right of Career Item Type a single white data field with a black open arrow pointing downwards When we click on this black arrow once with a left mouse button we notice that there are 4 different types of Career Development listed as Qualification Course Skill and Training See screen clipping 1 below Career Item Type Qualification Course Skill 1003 BA Accountz 1119 BA Computer Te 1004 BA Health Education BA Health Education amp Promotion Screen clipping 2 Step 2 TIMS Add Career Item Select the Career Item Type you want to work with We will use Qualification as an example Once you have selected the Qualification option Qualifications will be listed as shown in clipping 3 below Page 90 HRAdmin 2 User Manual BA Test BA Computer Technology BA Health Education amp Promotion BA Microbiology BA Nursing 1122 BA Public Administration BA Public Administration M4 44 4 Record80f 137 b M v Xi Screen clipping 3 Step 2 TIMS Add Career Item Step 3 Click the Add icon in the Edit console with one left click of the mouse button See screen clipping 4 Administration Reporting Hoa Save Undo Refresh X Delete Screen clipping 4 Step 3 TIMS Add Career Item A blank record will appear as shown in Clipping 5 Page 91 HRAdmin 2
13. Categories Training Items Targets BA Accountancy Test BA Computer Technology BA Health Education Promotion BA Microbiology BA Nursing BA Public Administration or Screen clipping 11 Step 10 Editing Career items Page 141 A HRAdmin 2 User Manual Step 11 When you have completed all the editing in Qualifications hold your mouse over the X atthe top right corner of the menu window and click it once with a single left click of the mouse See screen clipping 12 below for the location of the X BA Accountancy Test BA Computer Technology BA Health Education Promotion BA Microbiology BA Nursing 1122 BA Public Administration BA Public Administration Mt Record 10f 137 M Mis v X 4 o f Screen clipping 12 Step 11 Editing Career items H uor Page 142 HRAdmin 2 User Manual 11 Closing the HRAdmin database application Step 1 Once we have finished working and wish to close the HRAdmin database application ensure that all windows are closed in the appropriate manner Before terminating the application ensure that you have the general screen in front of you See screen clipping 1 below HRAdmin2 Connected to D Projects HR Admin Dev HR AdminKatsina sdf Screen clipping 1 Step 1 Closing the HRAdmin database application Page 143 HRAdmin 2 User Manual Step 2 Hold your mouse over the Exit icon in the Application console and left click it once
14. Description Number ear Senior A Clerical Officer I Dental Surgical Assistant MA Page 81 HRAdmin 2 User Manual 7 2 43 Training and Course Summary List Summary of Training and Course counts for employees Selection by Career Item during a selected date range Grouped by Organisational Unit hierarchy Career Development Report Career Item All Period Selected 01 January 1900 to 08 June 2011 05 July 2011 Level 1 Unit MoH Level 2 Unit Baure LGA Level 3 Unit B Mutum Ward Facility B mutum MCH NbN Trained Cose em Female Male Tota Traditional Birth Attendant Traditional Birth Attendant tt IE total coursef oft Number of Staff Trained Qualification mem Female Tota Certificate in Community Health CERT Community Heat v Dental Surgery Assistant Certificate CERT Dental Surgery Assistant 0 Environmental Health Assistant Certificate Higher National Diploma in Community Health HND Community Health Higher Natonal Diploma in Dental Health HND Dental Health iT SSCE GCE WAEC Secondary School Certificate Sub Total Qualification A EM A 27 27 Sub Total Facility B mutum MCH Facility Daje Clinic M un eo Course em Female Abridgement Course Abridgement Course 0 Page 82 HRAdmin 2 User Manual 7 2 14 Training and Course Employee Details List details of employees Training and Course History Selection by Ca
15. HRAdmin 2 User Manual 3 5 Import Database To Import a database into the master database this option can be used This at present is very tricky so must be done by expert users only Step 1 Select the Administration tab and then click the Import Database Icon See clipping 1 below Fixes Options Impc Screen clipping 1 Step 1 Import Database This will show the Import Database screen as shown in screen clipping 2 below Import Database import Import Errors Import from database Database password NEN Open Database vg Import Acance Import Employees Oof0 Errors 0 Screen clipping 2 Step 1 Import Database Page 22 HRAdmin 2 User Manual Step 2 In this window click on the folder icon to the right of the white space which is right of Import Database This will open your normal windows explorer with the window heading Open Database to Import Go to the folder where the HRIS database was saved select your HRIS database by clicking on it once See screen clipping 2 above Step 3 Click in the block next to Database Password and type in the database password Your administrator should have this password See screen clipping 2 above Step 4 After you have entered your password click the Open Database button This will open up the database and if successful the Import Button will be enabled See screen clipping 2 above See screen clipping 2 above The data from the just opened databas
16. Mother To Child Transmission Of ae Quality Assurance Quality Assurance op 1 Traditional Birth Attendant Traditional Birth Attendant ap 4 Tuberculosis Diagnosis amp Management Tuberculosis Diagnosis amp Management D oo Page 85 HRAdmin 2 User Manual 7 3 Cluster Reports 7 3 1 Overview A cluster can be defined as a pre specified group of facilities based on a set of criteria either by the state program project or service delivery aspect A cluster therefore includes only selective facilities to be reporting on based on the criteria set by the user 7 3 2 Assigning Facilities to Clusters Clusters are assigned in the Facilities definitions Warning This is a very sensitive area of the program and care must be taken not to corrupt the actual facility structures Step 1 Select the Home tab and then click the Facilities Icon See screen clipping 1 below HRAdmin2 Administration Reporting r v Applicaton Connected to E Projects HRAdmin HRAdminKatsina sdf Screen clipping 1 Step 1 Assigning Facilities to Clusters Page 86 HRAdmin 2 User Manual Step 2 Select the Facility that must be assigned to a cluster The Cluster column is on the rightmost position of the Facilities screen See screen clipping 2 below The System allows for 5 Clusters at present Namely Cluster I Cluster IIl Cluster lll Cluster IV Cluster V The Reporter is sensitive to the Names assigned to the Cluster
17. Results Invalid data see validation results Cu spe vee is not disabled Supervisor Subordinates L 3 Screen clipping 6 Step 5 Adding a new employee Step 6 Click on Ok with the left mouse button and enter the required data in the required data field Step 7 Once all the required data fields have been completed click on the Save tab to save the data you have just captured Step 8 Once you have clicked the Save icon the data fields will turn from white to grey and you will not be able to change the data anymore Page 31 HRAdmin 2 User Manual 4 3 Editing an employee s record If you need to change data on an employee s record you can do this by following the steps listed below Step 1 To edit an employee s record we first have to find our employee on our database Follow the steps as shown in 4 1 Finding an Employee on the Database Steps 1 to 5 In our example we are finding an employee named Gideon Jacobus Joubert Page 32 HRAdmin 2 User Manual Step 2 We are now looking at a new window See screen clipping 1 Notice that all the data fields are grey To start editing the data click on the Edit icon in the Employee console with one left click of the mouse See screen clipping 2 Notice that all the data fields have turned white Now that the data fields are white we will be allowed to edit the data in these areas Save Add Terminate Delete Current Nationality Langu
18. Screen clipping 1 Step 1 Editing Career items Page 134 HRAdmin 2 User Manual Step 2 Hold your mouse cursor over the Career Items icon in the View console and click on it once with a single left mouse click A window with a list of career items will appear See screen clipping 2 below Administration Reporting er Post Categories Training Targets Career Items Qualifications Courses Career Item Type Qualification M BEd Nursing 1002 BEd Unspecified BEd Unspecified 1003 BA Accountancy BA Accountancy 1004 BA Health Education amp Pr BA Health Education amp Promotion 1005 BA Microbiology BA Microbiology 1006 BA Nursing BA Nursing 1007 BA Theatre Nursing BA Theatre Nursing 1008 BA Unspecified BA Unspecified 1009 BSc Accountancy BSc Accountancy 1010 BSc Community Health BSc Community Health 1011 BSc Environmental Health BSc Environmental Health 1012 RSr f ahoratoru Terhnnlam d RS fl aharatary Terhnalanvk ld M4 444 Record 10f 137 Mh M h a 2G 4 p Screen clipping 2 Step 2 Editing Career Items Step 3 Take note that there are 4 different Career Items that we may choose and edit For this manual we will only be editing 1 career item as they are all edited on the same technique The 4 different career items are Qualification Course Skill and Training When we click on the Career items icon the menu will automati
19. Technical Assistant II Facity Zamfara Type Permanent Start Date 2010 03 08 e Set Termination Date 2010 05 28 Termination Reason Terminate Cancel status Current A From 2010 0 08 X a Notch el Salary Screen clipping 5 step 5 Terminating an employee s appointment Your employee s appointment has now been terminated Page 50 HRAdmin 2 User Manual 6 Career Development Data Administration 6 1 Addinga career development for an employee In this chapter we will add career development details for our employees in the following simple steps Step 1 To edit an employee s record we first have to find our employee on our database Follow the steps as shown in 4 1 Finding an Employee on the Database Steps 1 to 5 Step 2 Once we have our employee record open make sure the Career Development tab is selected If it is not selected then click on the Career Development tab once with the left mouse button See screen clipping 1 below Home Administration Reporting TIMS 79 S amp S CEES Undo Find Edit Add Delete Merge Edit Save Add Delete Jndo mplo y Personal Subhead Number PSN Employee Nr 21144 me es reste Seandnane 2 a in sex nana se Deb E yo Open Fie Number Prst Appointment Date O03001 gt Phone Number Orignal LGA Career Item Date Remarks Screen clipping 1 Step 2 Adding a career development
20. User Manual Unspecified Professional Qualification Primary School Certificate SSCE GCE WAEC Secondary School Certifica I4 4 Record 138 of 138 gt gt w yv xd Screen clipping 5 Step 3 TIMS Add Career Item The columns Item and Description are compulsory and must be filled in The others are optional The white space below can be used for remarks Step 4 Click on the new record shown in blue under the column you want to write in and it will turn white the cursor will now automatically start flashing in this white box and we may type the name of the Item name here See Clipping 6 1107 PROF QUAL Unspecified Unspecified Professional Qualification 1108 PSC Primary School Certificate Primary School Certificate 1109 SSCE GCE WAEC Secondary Sc SSCE GCE WAEC Secondary School Certifica Screen clipping 6 Step 4 TIMS Add Career Item Do the same with the description column adding a description here In the Duration column a number can be added When you click in the Page 92 HRAdmin 2 User Manual Duration unit column a list of 4 options will appear as shown in clipping 7 Screen clipping 7 Step 4 TIMS Add Career Item When you click in the Levels column a list of 5 options will appear as shown in clipping 8 Duration Duration Unit Screen clipping 8 Step 4 TIMS Add Career Item Page 93 HRAdmin 2 User Manual Step 5 To save the new Career Item click the S
21. column The names have to be exactly the same as above or nothing This is Case Sensitive and the Cluster number is noted as Roman numerals I II Ill IVand V Between the Word Cluster and the Roman Numeral there must be only one underscore character 5 Fadlities HRAdmin2 luz dh Cut be OO en E bi L g3 Copy e u Save Refresh Undo Paste Employees Posts Sy AX Delete Grades _ kb Vie E ae a Home Administration Reporting TIMS Exit 5j Katsina KCLIN136 Daje Clinic Daje Clinic un KCLIN137 Gure Clinic Gure Clinic Bakori LGA 1 KCLIN138 Salai Clinic Salai Clinic e ci B mutum MCH B mutum MCH z Baure LGA z B Mutum Ward Baure Ward pa Dankum Ward Faski Ward pa Garki Ward HUI Ward po Maibara Ward Muduri Ward pa Taramnawa Ward U Rai Ward E Yanduna Ward Yarmaulu Ward Bindawa LGA Charanchi LGA D Mami AA y 4 4 Recod40f4 P te vs X lt Connected to E Projects HRAdmin HRAdminKatsina sdf Screen clipping 2 Step 2 Assigning Facilities to Clusters Page 87 HRAdmin 2 User Manual 7 3 3 Running the Cluster Reports The cluster reports are similar to the other reports except that the selection of Facilities are cluster related A typical prompt for the Cluster is shown in screen clipping 1 below Enter Report Parameters Select Cluster Ee TS SE Select Post All Clusters Screen clipping 1 Selecting Clusters
22. follow different steps Page 121 HRAdmin 2 User Manual Step 7 To edit Category hold your mouse over the OSP title in the Category line and click on it once with a single left mouse click A menu will now appear See screen clipping 5 below Administration See Ext Connect Save R ef esh Undo Reporting Gardener Health Attendant Kitchen Attendant Laboratory Attendant Labourer Laundry Man Messenger Pharmacy Attendant Steward Senior Stores Attendant 4 Record20f 637 gt M Hh vv i Screen clipping 5 Step 7 Editing Posts Page 122 HPPHA HPPHY HPRAD HPSW HWCS Grades Items Unknown HPPHA HPPHY HPRAD HPSW HWCS JCHEW a da 2010 01 28 2010 01 28 2010 01 28 2010 01 28 P fl IAA Herbst Kobus k 28 Herbst Kobus k Abbrev Post Category Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k HRAdmin 2 User Manual Step 8 To select a new Category browse through the option in the menu that has opened and select the appropriate category by clicking on it once with a single left click of your left mouse button See screen clipping 6 below for my new category choice d Save Refresh Undo Application Clipboard 3g a column header here to group by that column 0 Undefine
23. for an employee Page 51 HRAdmin 2 User Manual Step 3 Note the bottom half of the screen now has a single white data field with a black open arrow pointing downwards When we click on this black arrow once with a left mouse button we notice that there are 4 different types of Career Development listed as Qualification Course Skill and Training See screen clipping 2 below Screen clipping 2 Step 3 Adding a career development for an employee Let us select Qualification as the career type we want to add to our employee by clicking on the black arrow once with the menu now open hold your mouse over Qualification title and click once with your left mouse button Step 4 To add the selected Career Development which in our case is Qualification click once with a left button of your mouse on the Add icon in the Career Development console See screen clipping 3 Administration Reporting Career Development Add Add Career Development Item Screen clipping 3 Step 4 Adding a career development Page 52 HRAdmin 2 User Manual Step 5 The bottom half of the screen has just changed our employee has a Blank space in the white data field with the familiar black triangle next to it Click on the black triangle once with a single left mouse click and notice that a menu opens with qualifications See screen clipping 4 below Once we have found our employee s applicable career item hold the mouse over the caree
24. heading Open Database File Go to the folder where the HRIS database was saved select your HRIS database by clicking on it once Step 3 Click on Open at the bottom of that window You will be diverted back to the window with the heading Connect to Sql Ce Database Step 4 Click in the block next to Password and type in the database password Your administrator should have this password Step 5 After you have entered your password click OK This will divert you back to the logon window where you will have to logon again Page 12 HRAdmin 2 User Manual You can follow steps 1 to 5 in Screen clipping 11 below m Administration rhe Exit Connect Save Refresh Undo Annlicaton Connect to Sal Ce Database Database File SQL Ce File D Projects HRAdmin Dev HRAdminKatsina sdf Screen clipping 11 Selecting and Connecting to a Database Page 13 HRA Tela 1inZ HRAdmin 2 User Manual Step 6 You will now be connected to the HRAdmin database to confirm this look at the left bottom message which states that you are connected See screen clipping 12 below Fi Home Administration Oni Connected to D Projects HRAdmin Dev HR AdminKatsina sdf Screen clipping 12 Step 6 Selecting and Connecting to a Database You are now ready to start using the HRAdmin2 for data entry data maintenance and reporting Page 14 HRAdmin 2 User Manual 3 4 Adding Users to the HRAdmin system M
25. our mouse button Once we have clicked on this black triangle we will be given the option of 8 different choices starting with Casual Contract Part Time Permanent Probation Session Temporary Undefined or Volunteer Hold the mouse over your appointment type so that your choice may be highlighted in blue see screen clipping 3 below Once you have decided on your appointment type click it once with a single left click of your mouse Your choice will now be shown in the white data field See screen clipping 4 below This employee has an Appointment Type of a Volunteer Current Appointment Previous Appointments Pk Appointment ID 0 Appointment Type Status Current Post Salary Grade Facility Notes Volunteer Screen clipping 3 Step 4 Adding a new appointment to a current employee Current Appointment Previous Appointments Placement Career Development Appointment ID 0 Appointment Type From 21 11 2011 Post Salary rade Notch Salary racy Medfedon 24 13 2011 gt michae o Ooo Screen clipping 4 Step 4 Adding a new appointment to a current employee Page 40 HRAdmin 2 User Manual Step 5 All white data field s data may be changed this way Now we need to change the date of the appointment Hold the mouse over the upside down black triangle to the right of the word From and left click it once with your mouse button A calendar will appear See screen clipping 5 belo
26. rrrrr Screen clipping 8 Step 7 Editing Salary grades Page 132 2010 01 24 2010 01 24 2010 07 25 2010 07 25 2010 01 24 2010 07 25 2010 07 25 2010 07 25 2010 01 24 2010 01 24 2010 01 24 2010 01 24 2010 01 24 2010 01 24 Herbst Kobus kobush Herbst Kobus kobush Siebert Michael michael Siebert Michael michael 2009 03 08 2010 01 24 2010 01 24 2010 01 24 2010 01 24 2010 01 24 2010 01 24 2009 03 08 2010 01 24 2010 01 24 2010 01 24 2010 01 24 2010 01 24 2010 01 24 Herbst Kobus kobush Siebert Michael michael Siebert Michael michael Siebert Michael michael HRAdmin 2 User Manual Step 8 When you have completed all the editing in Salary grades hold your mouse over the X at the top right corner of the menu window and click it once with a single left click of the mouse See screen clipping 9 below for the location of the X f Y l gt m Level 2 Level 3 Level 4 Tun anonsas Tened Moares mae A 1n 170 amp 7 amp nainiio n1in na in1 n1n Harhet k aebhiieclaebi ich Screen clipping 9 Step 8 Editing Salary grades Page 133 HRAdmin 2 User Manual 10 Editing Career items Step 1 To edit the Career Item we have to start by looking at our main window Make sure the TIMS tab is selected by clicking it once with a single left click of the mouse See screen clipping 1 below HRAdmin2 Connected to D Projects HRAdmin Dev HR Adminkatsina sdf
27. with a single left click of your mouse and the HRAdmin database application will now close See screen clipping 2 below Administration Reporting b Home apol Exit Connect Save Refresh Undo Application boa Exit Ctrl E Terminate and exit application Connected to D Projects HRAdmin Dev HR AdminKatsina sdf Screen clipping 2 Step 2 Closing the HRAdmin database application Page 144 HRAdmin 2 User Manual 12 Documents and Data Forms Look in the Documentation folder on the installation CD for the files mentioned below Print copies of the Employee Profile Master pdf This is used for New Employees and must be filled out so that the appropriate data can be captured on the HRIS system Print Copies of the Monthly HRIS Data Sheet pdf This must be filled in each and every month so that the HRIS system can be updated Page 145 Health Partners International s N LZ Waterside Centre North Street y Z LIS ROYAL NORWEGIAN 7 Lewes East Sussex BN7 2PE UK A ae uKaid Telephone 44 0 1 273 477474 The PRRINN MNCH programme is funded and supported by UK aid from the UK Government and the State Department of the Norwegian Government The programme is managed by a consortium of Health www health pa rtners int co uk Partners International Save the Children and GRID Consulting Nigeria
28. 0 03 08 Post Technical Assistant II M Salary Grade notch 12 sa 2 Notes Screen clipping 2 Step 3 Editing an employee s appointment Page 45 HRAdmin 2 User Manual Step 4 Once you have completed all the editing you may complete the process by clicking once on the Save in the Appointment console at the top of the screen with your left mouse button See Screen clipping 3 below lt Terminate Delet Add Appointment Edit Save Add Delete Find Screen clipping 3 Step 4 Editing an employee s appointment All the white data fields will now turn from white to grey See Screen clipping 4 below Current Appointment Appointment ID 1007 Appointment Type Status Current gt From Salary Grade Notch Ee Salary a Facility Modified On michael Notes Screen clipping 4 Step 4 Editing an employee s appointment Page 46 HRAdmin 2 User Manual 5 3 Terminating an employee s appointment The following steps should be taken when you would like to terminate an employee s appointment Step 1 To edit an employee s record we first have to find our employee on our database Follow the steps as shown in 4 1 Finding an Employee on the Database Steps 1 to 5 Step 2 Once we have our employee record open make sure the Current Appointment tab is selected If it is not selected then click on the Current Appointment tab once with the left mouse b
29. 0 08 01 2010 Level 3 08 01 2010 08 01 2010 Level 4 08 01 2010 08 01 2010 Screen clipping 4 Step 4 Editing Salary grades Page 129 HRAdmin 2 User Manual Step 5 We cannot edit the Notch title but we can edit the salary amount for the notches To change the salary amount hold your mouse cursor over the monetary amount in the Notch salary column and left click it once with a single left click of your mouse The whole line will now be highlighted in blue and your cursor will be flashing next to the amount 120876 36 You may now edit this amount appropriately to whatever to chose and press Enter on your keyboard once you have complete the edit See screen clipping 5 below for the edit that I have made 12 087 600 600 08 01 2010 110821 08 01 2010 113 179 08 01 2010 115 535 08 01 2010 117891 08 01 2010 120 249 08 01 2010 122606 08 01 2010 Screen clipping 5 Step 5 Editing Salary grades Page 130 HRAdmin 2 User Manual Step 6 You may also add more notches to the list To do so scroll to the bottom of the notch list See screen clipping 6 below to see what the bottom of the screen looks like Exit Connect Save Refresh Undo Salary Career Facilities Grades Items 2009 03 08 2010 01 24 2010 01 24 2009 03 08 2010 01 24 2010 01 24 L03 Level 3 2010 01 24 2010 01 24 L04 Level 4 2010 01 24 2010 01 24 LOS Level 5 2010 01 24 2010 01 24 LO6 Level 6 a n Notches a 158 565 2010 01 24 20
30. 10 01 24 Herbst Kobus kobush 15 161 465 2010 01 24 2010 01 24 Herbst Kobus kobush 181 000 2010 07 25 2010 07 25 Siebert Michael michael 191 000 2010 07 25 2010 07 25 Siebert Michael michael v Screen clipping 6 Step 6 Editing Salary grades Step 7 To add another salary notch hold your mouse over the blank cell underneath the cell containing 17 and left click it once with a single left click of your mouse A new line will now appear and be automatically highlighted in blue See screen clipping 7 below The cursor will be flashing in the Notch column underneath 17 so you have to type 18 to start the new notch level and press your Enter button on your keyboard The number 18 will now appear in the new line and your cursor will jump to the Notch salary column You now have to type the appropriate monetary value for the notch in this column and press Enter on your keyboard when done to complete the new notch See screen clipping 8 below Page 131 LO4 LOS LOG Notches Tee ae r RN Level 4 Level 5 Level 6 15 16 158 565 2010 01 24 161 465 2010 01 24 181 000 2010 07 25 191 000 2010 07 25 HRAdmin 2 User Manual Screen clipping 7 Step 7 Editing Salary grades Salary Notches Then emm oem ee tr vi tt tf Grades Unknown level Level 1 edited Level 2 Level 3 Level 4 Level 5 Level 6 16 17 161 465 2010 01 24 181 000 2010 07 25 191 000 2010 07 25 201 000 2010 07 25
31. 5 Step 5 Adding a new appointment to a current employee Page 41 HRAdmin 2 User Manual Step 6 You may add other data in the Notes data field at the bottom of the screen See screen clipping 6 DAA gt e F ient Type Status Promoted From ary Grade Notch 13 Salary E Facility Modified On 2010 Motes Very hard worker needs another promotion soon Screen clipping 6 Step 6 Adding a new appointment to a current employee Page 42 HRAdmin 2 User Manual Step 7 Once you have filled all the data fields with the data required your Current Appointment sheet should look similar to the screen clipping 7 below Current Appointment Previous Appointments Placement Career Development Appointment ID 0 Appointment Type Status From 2009 02 10 X 2010 05 25 X Post Technical Officer Engineering Chief Salary Grade Notch aii Salary 120 876 Facility Bungudu Ward v Modified On 2010 05 25 michael Notes Very hard worker needs another promotion soon Screen clipping 7 Step 7 Adding a new appointment to a current employee Step 8 The final step to be taken is to save all our captured data We have to click on the Save icon in the Appointment console at the top of our screen with a single left click of our mouse See screen clipping 8 Terminate Delete Screen clipping 8 Step 8 Adding a new appointment to a current employee Step 9 Should you find t
32. 994 Phone Number 08085337922 Original LGA Malumfashi LGA Notes No File Number oa 25 gt gt paion JA te n BEEN We eine ne Erro Dave oran paion JA aL Remarks Type lt SSCE GCE WAEC Secondary School Date 01 01 1989 Durston JT te a es Type iain Ite PSC Grimey Sceal Canig Due BUSES Dunto C J te me id Page 8 HRAdmin 2 User Manual 7 2 10 Staff Movement Detail Prints Staff movements over a selected Period With Appointment Type selection and Movement Type selection Grouped by Organisational Unit hierarchy Staff Movement during Selected Period Appointments Appointment Type Casual Staff Movement Type Al Employee Effective Start between 01 January 1900 and 10 June 2011 03 July 2011 Level 1 Unit MoH Level 2 Unit Baure LGA Level 3 Unit B Mutum Ward Facility B mutum MCH Post Description Environmental Health Officer be ie Trnitiats urname sex DoS Appoinmemtype Movement Type Sorbas Sub Total Post Environmental Health Officer LOU Post Description Health Attendant Senior Nr Tide Initials Surname Sex DoB Appointment Type Movement Type StartDate mi jw wo Fema 020071967 Casuaiwoner cumm gt o1o172009 Sub Ta PoR ena Senor Post Description Undefined Nr Te Intials Surmame Sex DoB Appointment Type Movement Type_ Start Date jw adams te 22 1060 casual worker cumm fonono A pass
33. Employees Find Employee ren Te ita 6 empoyeete sec 008 2596 1977 Maidentame Nationality Nigerian M Languages Promotion Date 14 sable Dea O Clerical Assistant Certificate Screen clipping 5 Step 6 Deleting a career development for an employee Page 57 HRAdmin 2 User Manual Fi eNw sd Tile Mr Initials G Employee Nr 21142 sto se e ml xe oane atentas SS Nationality Languages lEnalist Bromotion Date lt BA Health Education amp Promotion Clerical Assistant Certificate 24 11 2010 Screen clipping 6 Step 6 Deleting a career development for an employee Step 7 The record will disappear instantaneously which means that this Qualification has now been deleted See screen clipping 7 below Em plo yees Find Employee FleN Title Mr Initials e Employee Nr 61006 First Name Second Name Surname Sex DoB Maiden Name Nationality Languages Disabled Disability AAA Promotion Date Notes Career Development Type Qualification NC TT RET TT Bachelor of Pharmacy 2010 05 30 Screen clipping 7 Step 7 Deleting a career development for an employee Page 58 HRAdmin 2 User Manual 7 Reports 7 1 Overview and how the reports work This is where we analyze the data in the HRIS system The accuracy of our data is critical to reporting There are fundamental principles in the utilisation of any HR syste
34. Health Attendant Junior Community Health Extension Worker Security Guard Il Senior Community Health Extension Worker Assistant Chief Senior Community Health Extension Worker Senior Undefined Watchman II Sub Total Facility Muduri Clinic Facility Unguwar Gamji Clinic Junior Community Health Extension Worker SubToaFadty UngwarGamiCiic 5 Sub Total Ward Muduri Ward Page 76 HRAdmin 2 User Manual 7 2 8 Employee Details Appointment History Employee Details Appointment History 07 September 2012 Personal Subhead Number PSN Employee Nr 21158 nie rename iui seeds nis mw o H Des E Ree m mt as PIO Lebe Dia My Open Fe amb A Fit Appointment Dat Phone Number Original LGA Notes No File Number sepa T Appointment Type Permanent From Post Nursmg Officer Sister Chief m E Mid Oe Ward Malumfash A Ward Facility Notes Appear D Appointment Type States Salary Grade Non I Satay pas 164 iini Modise On reni Ward Malumfashi A Ward Pai Notes Page HRAdmin 2 User Manual 7 2 9 Employee Details Career Development Employee Details Career Development 07 September 2012 Personal Subhead Number PSN Employee Nr 21158 rate ME Fist Name Rida Second Nane tao A we o sex cai gsm ngu Cue Da EOTS Dh Diab Open File Number lt First Appointment Date 14 11 1
35. Mae arvorroos Casualwoner curen gt owow2oos Ju fra wate 00727962 Casualwonker curen ovowa00e ju tats ate owosrese Casuatwoner cumm ovova00e CL du fran e T armarios Casuatwonker eurem Joveuzoos Swap a Facility Daje Clinic Post Description Environmental Health Assistant ie Te mia Sumame Sex DoB Appointment Type Movement Type Star Dat Sub Total Post Total Post Environmental Health Assistant oe Page 9 HRAdmin 2 User Manual 7 2 11 Staff Turn Over Detail Staff Turn Over Appointments over a Selected Period with Appointment Type Selection Grouped by Organisational Unit hierarchy Staff Turnover for Selected Period Appointments Appointment Type All Employee Effective Start between 01 September 1990 and 21 September 2010 03 July 2011 182 Sallau Habu H Male 07 02 1959 Permanent appointment 0170171991 Sub Total Post Watchman Senior Sub Total Facility B mutum MCH Facility Daje Clinic Post Description Dental Health Assistant e Tue Surname FirstName iniials Sex DoB Appointment Type Start Date PT Trama Kamu WK Male 0202 1964 Temporary appoinment 91042007 Post Description Environmental Health Assistant Mr Te Surname FirstName iniials Sex DoS Appointment Type Start Date P e jAunaa aa vae aser casual worier oroas Su Ta PoR menta amas 7 Post Description Health Attendant Senior Nr Tue Surname First
36. Name inivals Sex DoB Appointment Type Start Date owe ata pv Mae 25011971 casualworer ____owo7ao07 CL ee mana wi Mate 03057967 Casual worer ovosanos s ma ea Aena Sena 2 Post Description Junior Community Health Extension Worker Mr Tue Surname FirstName inials Sex DoB Appointment Type Start Date m fa HS Femae 17047967 Casual worker ovorraor wm wem ww Mae 1107970 casuatworser vos005 Turan me ue rema 031067974 Casual worser ovosanos Sub Total Post Junior Community Health Extension Worker Post Description Junior Community Health Extension Worker Higher Nr Title Surname FirstName Initils Sex_ DoB Appointmentlype Start Date Kata jtaws jke Mae 2108 1977 Permanent appointment 25 04 2002 Sub Total Post Junior Community Health Extension Worker Higher o F Page 80 HRAdmin 2 User Manual 7 2 12 Staff Turn Over State Summary Staff Turn Over Appointments over a Selected Period With Appointment Type Selection State Totals grouped by appointment type are listed Appointments for Selected Period State Summary Appointments Appointment Type All Employee Effective Start between 01 September 2000 and 27 October 2010 05 July 2011 Appointment Type Appointment of a volunteer PostDesciptom Number mme 4 Environmental Heat As A Technical Omer Engineemng met e CS Appointment Type Appointment type not defined Post
37. Parameters Select Level 1 Unit Select Level 2 Unit Bakori LGA Batagarawa L Select Level 3 Unit Abdallawa Ward Abukur Select Facility Abasawa Dispensary Ab Select Post Accountant Chief Accou Select Appointment Type Temporary Select Movement Reason Appointed After Date Screen clipping 8 Step 8 Reports Page 66 HRAdmin 2 User Manual Step 9 The different reports have date ranges that can be selected and as shown in the screen clipping 9 below the appointment dates are set at After 01 01 1900 and Before 01 08 2012 Any date range can be selected here Now that all the Parameters are set as we want them to be Click with the Left mouse the OK button once Enter Report Parameters Select Level 1 Unit Select Level 2 Unit Bakori LGA Batagarawa L Select Level 3 Unit Abdallawa Ward Abukur Select Facility Abasawa Dispensary Ab Select Post Accountant Chief Accou Select Appointment Type Temporary Select Movement Reason Appointed After Date 01 01 1990 Appointed before Date 01 08 2012 poker Cancel Screen clipping 9 Step 9 Reports Page 67 HRAdmin 2 User Manual Step 10 The Report preview screen appears with the data we requested displayed in the report starting at the beginning There are many options here that can be used We can zoom in or out Page down to the next page or go and view the end of the report See screen clipping 10 belo
38. Races Career Post Categories Training Save Undo Refresh Items Targets X Delete DES E Screen clipping 3 Step 2 TIMS Edit Training Targets This will show the Update Training Targets screen as shown in screen clipping 4 Page 115 HRAdmin 2 User Manual Update Training Target Health Professional Social Work Health Worker Clinical Support Worker Junior Community Health Worker Worker Operational Support Production Operational Operational Support Supervisor Operational Select Career Item BA Accountancy test BA Accountancy Test BA Computer Technology BA Computer Technology BA Health Education amp Promotion BA Health Education amp Promotion BA Microbiology BA Microbiology BA Nursing BA Public Administration BA Public Administration BA Theatre Nursing BA Theatre Nursing Target Year Remarks Need Qualified Nurses Badly Target Screen clipping 4 Step 2 TIMS Edit Training Targets Step 3 By Clicking in the appropriate grid make the changes that are needed Step 4 Now click the Save button that is at the bottom of the Update Training Target screen This will save the Edited Updated Training Target record Page 116 HRAdmin 2 User Manual 8 3 4 TIMS Deleting a Training Target Step 1 Select the TIMS tab and then click the Training Targets Icon See clipping 1 below Administration Report
39. See screen clipping 9 below Page 124 HRAdmin 2 User Manual Step 12 When you have completed all the editing in Posts hold your mouse over the X at the top right corner of the menu window and click it once with a single left click of the mouse See screen clipping 9 below for the location of the X marked in red Administration Reporting Jar s S HC OSP Toii Head m 1 2010 Herbst Kobus k Cleaner Senior 08 01 2010 Herbst Kobus k Clerical Assistant 08 01 2010 Herbst Kobus k Clerical Officer Chief 08 01 2010 Herbst Kobus k Clerical Officer I 08 01 2010 Herbst Kobus k Clerical Officer II 08 01 2010 Herbst Kobus k Clerical Officer Senior 08 01 2010 Herbst Kobus k Clinical Assistant 08 01 2010 Herbst Kobus k 4 4 Record510f672 gt M Mis v X Lo1 8 01 2010 pues t Kobus k Connected to D e uei HRAdmin Dev l Cancel edit Screen clipping 9 Step 11 Editing Posts Page 125 HRAdmin 2 User Manual 9 Editing Salary grades Step 1 To edit a Salary Grade we have to start by looking at our main window See screen clipping 1 below Screen clipping 1 Step 1 Editing salary grades Page 126 HRAdmin 2 User Manual Step 2 Hold your mouse cursor over the Salary grades icon in the View console and click on it once with a single left mouse click A window with a list of salary grades will appear See screen clipping 2 below Reporting TIMS
40. ages Engish Fulani Hausa Promotion Date E Disabled pabiy O Qnem id primates s Porere tr er or ee Appointment From Date 01 07 2002 Sry Gode Sa recy Mei o vias Screen clipping 1 Step 2 Editing an employee s record Page 33 HRAdmin 2 User Manual Add Delete Merge Personal Subhead Number PSN Employee Nr 40818 me fue rete anen Secan nanes Moharned its Surname sex EAS z Current Navona Languages Engish Flan Hausa gt Aene OO T Disabled JEN 7 Peweemenbte EA Original LGA EditValue is null v Screen clipping 2 Step 2 Editing an employee s record Please note When you select this option it is to edit the employee s personal record only which can be found in the top half of the screen not the employee s appointment placement or career development in the bottom half of the screen We will be dealing with the editing of an employee s appointment placement or career development in a later chapter Page 34 HRAdmin 2 User Manual Step 3 To edit your employee s data record click with one left click of the mouse in any of the white data fields and change the data I have added a disability to my employee and noted the type of disability See screen clipping 3 Once you have completed all the editing and want to finalize the record hold your mouse over the Save icon in the Employee console and left click it once with your mouse See sc
41. all played significant role in refining this document and its adoption by the states Also worthy of mention is the Programme s HR LECs who have been responsible for the day to day Follow up in the development of the manual It is my hope and prayers that Human Resources Units of the respective states SMOH and other agencies will utilise this document to improve the quality of their work would also like to acknowledge the funding for this document by UK and Norwegian Government through DFID Dr Ahmad Abdulwahab National Programme Manager PRRINN MNCH Human Resources Administrator Software Manual Foreword This manual supports the use of HRAdmin2 software for effective management and administration of human resources HRAdmin 2 is part of various Human Resources package management tools developed by Health Partners Southern Africa and Health Partners International These tools were developed for health planners and managers to plan and manage human resources effectively within the health system as a whole and within individual health facilities It can help solve some of the acute problems from the current shortage in skilled motivated health workers HRSoftware is adapted to the specific needs of each project and country and for Nigeria already incorporates national affordability guidelines and principles of management decentralisation There are two main HR tool groups which can be used together or separately Human Resou
42. anagers To Add or Edit Users the logged in person needs to be a Manager or an Administrator of the System Step 1 To edit the Users we have to start by looking at our main window Make sure the Administration tab is selected by clicking it once with a single left click of the mouse See screen clipping 1 below HRAdmin2 AGT Reporting Maintenance Screen clipping 1 Step 1 Adding Users to the HRAdmin system Page 15 HRAdmin 2 User Manual Step 2 Hold your mouse cursor over the Users icon in the User console and click on it once with a single left mouse click A window with a list of user names will appear See screen clipping 2 below Home ini j TIMS u Add User Q Edit User Ha Reset Password E crrr 16 03 2011 11 06 2011 Kobus Herbst 15 03 2011 15 03 2011 Administrator System Administrator 01 01 1900 29 03 2009 8 pete Pieter Nellmapius 10 06 2011 10 06 2011 s S E Screen clipping 2 Step 2 Adding Users to the HRAdmin system Step 3 Hold your mouse cursor over the Add User icon in the User console and click on it once with a single left mouse click See screen clipping 3 below TIMS Screen clipping 3 Step 3 Adding Users to the HRAdmin system Page 16 HRAdmin 2 User Manual A window with a new blank user will appear See screen clipping 4 below username restname asta v Accountis Active LastLogon
43. ant logistics procurement etc The TIMS Post Categories should be exactly the same as the post categories in HRAdmin BUT it adds an even higher grouping to the hierarchy Admin Operational Professional and Worker This higher level grouping is what they use Post Cadre or Posts illustrate the Scheme of service description linked to a range of specific salary grades levels e g Accountant range between Lo8 L13 Each salary level is linked to a specific post or post cadre See Screen clipping 1 Page 99 HRAdmin 2 User Manual 7 P MC CR a None Default Default category Administrative Production Administrative Supervisor Pi fessional Health Worker Non Clinical Support M Health Professional Community Health Professio Health Professional Dentist 4M4 44 4 Record 20f 27 Fh hM x 4 Drag a column header here to group by that col 347 583 08 01 2010 359 522 08 01 2010 Herbst Kobus kobush 08 0 1 2010 Herbst Kobus kobush 383 397 08 01 2010 Herbst Kobus kobush Screen clipping 1 TIMS Post Category Page 100 HRAdmin 2 User Manual 8 2 2 TIMS Adding a new Post Category Step 1 Select the TIMS tab and then click the Post Categories Icon See clipping 1 below Training Save Undo Refresh Targets X lt Delete Screen clipping 1 Step 1 TIMS Add Post Category This will show the Career Items screen as shown in screen clipping 2 below Default category Administrative Pro
44. ave icon in the Edit console with one left click of the mouse button See screen clipping 9 v 2 Edit Undo Refresh b X Delete Edit Fj AAA Save Ctrl s Save changes to current item Career Item Type A description of the Item M4 44 4 Record 138 of 138 bk PM v X 4 Here is where we put the remarks if we need any Screen clipping 9 Step 5 TIMS Add Career Item Page 94 HRAdmin 2 User Manual 8 1 3 TIMS Editing a Career Item Step 1 To select the Career Item Type you want to edit go to the Career Items screen See 8 1 2 Adding a new career Item Step 1and Step 2 which shows you how to select the Career Item Type you want to edit Step 2 Select the Career Item you want to edit See screen clipping 1 1028 CERT Environmental Environmental Health Assistant Certificate 1048 HND Environmental Environmental Health Assistant Higher National Diploma 44 I l L P oll hei wt Screen clipping 1 Step 2 TIMS Edit a Career Item Page 95 HRAdmin 2 User Manual Step 3 To edit the selected Career Item click the Edit icon in the Edit console with one left click of the mouse button See screen clipping 2 Administration Reporting S y Qu Career Post Categories Training Save Undo Refresh X Delete Items Targets Screen clipping 2 Step 3 TIMS Edit a Career Item Step 4 Edit the data by clicking
45. cally open on the Qualification career item To change this to another career item hold you mouse over the black triangle pointing downwards on the right hand side of the Qualification title and click on it once with a single left click of the mouse See screen clipping 3 below for its location Once the window is open displaying the 4 different career items move your mouse down to your career item you wish to edit and select it by click on it with a single left click of the mouse Page 135 HRAdmin 2 User Manual Administration Reporting Qualihcation 1001 Tie 1002 BEd Unspecifiec 1003 BA Accountancy BA Accountancy 1004 BA Health Education amp Pr BA Health Education amp Promotion 1005 BA Microbiology BA Microbiology Screen clipping 3 Step 3 Editing Career items Step 4 The first item that we can edit is the certification type in the Item column by holding our mouse over the current name and clicking on it once with a single left click of our mouse The whole line will now be highlighted blue with our cursor flashing next to the current certification We may now proceed and edit appropriately and press Enter once complete See screen clipping 4 below Home Administration HBA Accountancy 1119 BA Computer Technology BA Computer Technology 1004 BA Health Education amp Promotion BA Health Education amp Promotion 1005 BA Microbiology BA Microbiology 1006 BA Nursing BA Nursing
46. can have Reasons for the shortage and anything pertaining to the Target amouhts Target Screen clipping 5 Steps 3 4 5 6 7 TIMS Add Training Targets Step 7 Now click the Save button that is at the bottom of the Add Training Target screen This will save a new Training Target record Page 113 HRAdmin 2 User Manual 8 3 3 TIMS Editing a Training Target Step 1 Select the TIMS tab and then click the Training Targets Icon See clipping 1 below Administration Reporting Screen clipping 1 Step 1 TIMS Edit Training Targets This will show the Training Targets screen as shown in screen clipping 2 below Drag a column header here to group by that column BA did Administration 2 Health Professional Social Work 3 Health Worker Clinical Support Integrated Management of Childhood Illnesses 4 Default category Integrated Management of Childhood Illnesses 5 Health Worker Clinical Support Integrated Management of Childhood Illnesses 6 Administrative Supervisor Certificate in JCHEW 7 Administrative Production SSCE GCE WAEC Secondary School Certific 2 text representing aremark about this Training target needed by end 2012 Screen clipping 2 Step 1 TIMS Edit Training Targets Page 114 HRAdmin 2 User Manual Step 2 Click the Edit icon in the Edit console with one left click of the mouse button See screen clipping 3 Administration Reporting TIMS m MAC O v WP Add HA
47. click on today with a single left click of the mouse Title Second Name Initials Employee Nr 61006 1977 05 02 Maiden Mame O O O OO OOO OO O OUOU O OO Terminate Appointment DoB Languages Post Technical Assistant II Facility Zamfara Type Permanent Start Date 2010 03 08 X Set Termination Date 9999 12 31 Termination Reason Terminate Cancel Status Current From 2010 03 08 Disability Screen clipping 3 Step 4 Terminating an employee s appointment Page 48 HRAdmin 2 User Manual B 1977105102 Maiden Name Terminate Appointment Post Technical Assistant II Facility Zamfara Type Permanent Start Date 2010 03 08 Screen clipping 4 Step 4 Terminating an employee s appointment Page 49 HRAdmin 2 User Manual Step 5 When you have completed the termination date you have to supply the termination reason Click on the black upside down triangle next to termination Reason to view the drop down menu See screen clipping 5 below Choose a termination reason and select it by clicking on it once with a single left mouse click To complete the termination process click on the Terminate button once with a single left click of the mouse button Name Jacobus Surname Joubert _ __ _ DoB ILS ILIA Maiden Name Terminate Appointment Post
48. d y UgweGmjOmc 9 2 3 SuToaWad Mara 9 SeTmlga ea 9 gt Ta CIS p ET Page 72 HRAdmin 2 User Manual 7 2 4 Age Gender Distribution State Summary Age Gender Distribution by Post Totals per age group are listed Age Gender Distribution by Post State Summary 05 July 2011 Tage Group PA Mo Data Female Male m Heathatendant 9 m freman Senora 9 20 Pharmacy Tecmican wssawGue JoJo 3 20 Senior Community Heath Extension Worker Hare o o 7 rs 1 j 4 y Age Group Post oa Female Male 20 30 AmanumerWederCapemersc essum a 9 mm a MT 5 ENT 0x Geme ead ECT 3 32 Page 73 HRAdmin 2 User Manual 7 2 5 Current Appointments Detail List details of employees appointed Grouped by Organisational Unit hierarchy Appointment Details with Selected Posts 03 July 2011 Level 1 Unit MoH Level 2 Unit Baure LGA Level 3 Unit Muduri Ward Facility Muduri Clinic initiats Surname sex DoB Grade Post DM Dankum M 23 09 950 Los Environmental Health Assistant 9 Shuaibu M 01 04 1969 Unknown Environmental Health Assistant MB Badamasi M 12 10 1979 Unknown Health Attendant MM Mohammed M 05 12 7982 Unknown Health Attendant BM ESE seo Cw samzmero 104 Junior Com
49. d None Uremoen 3 Cook OSP Lot 4 Gardener OSP LO1 Screen clipping 6 Step 8 Editing Posts Step 9 To select a new Salary grade for your cleaner follow the same method used in step 8 above See screen clipping 7 below for my new Salary grade Application Clipboard Drag a column header here to group by that column 2010 0 Screen clipping 7 Step 9 Editing Posts Page 123 HRAdmin 2 User Manual Step 10 Once you are happy and all editing is done you have to click on the Save changes tick at the bottom of the screen See screen clipping PostID Abbrev Salary Grade Modifier AE EC 51 CLEAN 08 01 2010 Herbst Kobus praem Head 08 0 1 2010 Cleaner Senior 08 01 2010 Clerical Assistant 08 01 2010 Clerical Officer Chief 08 01 2010 Clerical Officer I 08 01 2010 Clerical Officer II 08 01 2010 Clerical Officer Senior 08 01 2010 Clinical Assistant 08 01 2010 4 444 Record 510f672 gt M Wa w X 1 Save Tum es Connected to D Projects HRAdmin Dev HRAdmininc con hanges Screen clipping 8 Step 10 Editing Posts Step 11 Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k Herbst Kobus k If you are unhappy with your editing and would like to cancel it hold your mouse over the Cancel edit cross at the bottom of the screen and left click it once with a single left click of your mouse
50. d below is one way of finding an employee In order to find our employee on the database we are going to enter the employees name in the 3rd box from the top This box is called First name Hold your mouse over the white square just before the title First name and left click over the white block The grey box to the right of First name will now turn white and the cursor will automatically start flashing in this white box We can now type our employees name in this box See screen clipping 3 To start the search process press the Enter button on the keyboard once or click the Find button as shown in the screen clipping below 288 Edit Add Delete Once the computer has found all the employees on the database with the name you have entered they will be displayed at the bottom half of the screen Page 25 HRAdmin 2 User Manual O Current Appointment No Current Undefined Abasawa Dispensar y Y 20004 Ahmed Male 23 08 1978 Male 17 10 1964 20053 Badamasi Abdulmumini Male 09 02 1964 20150 Haru Abdulsalam Male 02 09 1962 d Mica Mira Ahe dr alarmar Mala NE ME 1070 Screen clipping 3 Step 3 Finding an employee on the database Step 4 Select the Employee you want See screen clipping 4 Elgmemee Ri em L__ O Post Undefined O Facility Abasawa Dispensar y 20053 Badamasi Abdulmumini Male m 20150 Haru VO Abdulsalam Male m 20154 Musa Abdulrahman Male Scre
51. d our employee on our database Follow the steps as shown in 4 1 Finding an Employee on the Database Steps 1 to 5 Step 2 Once we have our employee record open click on the Add button in the Appointment console at the top middle of the screen with a single left click of the mouse button See screen clipping 1 LEGE SLT Jndo Find Edit Save Add Delete Edit Screen clipping 1 Step 2 Adding a new appointment to a current employee Page 38 HRAdmin 2 User Manual Step 3 Once we click Add notice how all the data fields change colour from grey to white The white data field means that this area may now be edited We may now add data to these fields See the white data fields in the screen clipping 2 below We may now add an Appointment type Status From The date the Appointment starts Post Salary grade Notch Facility and Notes Current Appointment Previous Appointments Placement Career Development Appointment ID O Appointment Type Status Current y From 2010 05 25 v Post Undefined v Salary Grade Unknown level X Notch Salary Facility Unknown Level 1 unit v Modified On 2010 05 25 michael Notes Screen clipping 2 Step 3 Adding a new appointment to a current employee Page 39 HRAdmin 2 User Manual Step 4 To add data to the data field Appointment Type we have to move our mouse over the upside down black triangle and click it once with a single click of
52. duction Administrative Supervisor Health Worker Non Clinical Support Health Professional Community Health Health Professional Dentist Health Professional Dietetics amp Nutrition 4 44 4 Record 10f27 gt hh hav X 4 Screen clipping 2 Step 1 TIMS Add Post Category Page 101 HRAdmin 2 User Manual Step 2 Click the Add icon in the Edit console with one left click of the mouse button See screen clipping 3 pe Administration Reporting Screen clipping 3 Step 2 TIMS Add Post Category A blank record will appear as shown in Clipping 4 Junior Community Health Worker Operational Support Production Operational Support Supervisor Senior Community Health Extension Worker Technical Professional Screen clipping 4 Step 2 TIMS Add Post Category Page 102 HRAdmin 2 User Manual Step 3 Enter the Abbreviation representing this new Post Category We entered xx as an example Note in the Group column to the right of the xx which we just entered there is a single white data Field with a black arrow pointing downwards When we click on this black arrow once with a left mouse button 5 different group types are listed as Admin Default Operational Professional and Worker See Screen clipping 5 below Health Worker Clinical Support Junior Community Health Worker Default category Operational Support Production Operational Support Supervisor Senior Community Health Extension Worker T
53. e Officer Senior AS L10 08 01 2010 Herbst Kobus k 13 Assistant Field Officer Senior I HNCS LOG 08 01 2010 Herbst Kobus k 4 44 04 Record 1 of 672 em m X 4 msn Fo ride mp Screen clipping 2 Step 2 Editing Posts Step 3 To edit a current post left click once with your mouse on the post called Cleaner which can be found 2nd from the top Once it is selected it will be highlighted in a blue line from the left side of the screen to the right side Page 120 HRAdmin 2 User Manual Step 4 To add an abbreviation to our post left click on the Abbrev column once with a single click of the mouse Notice that the block is white and there is a cursor flashing in the abbreviation column See screen clipping 3 below Grades Items Application Clipboard Drag a column header here to group by that column Modified 2009 03 2010 01 Crank nSP in anininit Screen clipping 3 Step 4 Editing Posts Step 5 Type an abbreviation into this block for this step I have chosen to use CLEAN as my abbreviation You as the program user may use your own abbreviation See screen clipping 4 below Connect Save ica Undo Paste E Application Clipboar Drag a column header here to group by that column Undefined Cnnk Screen clipping 4 Step 5 Editing Posts Step 6 You may also edit the post title Cleaner in this same manner To edit or change the Category and Salary grade title we will have to
54. e tab is divided into 4 main blocks Application Clipboard View and Help These blocks are below the three main tabs Depending on which selection you make these blocks will change into a more detailed group of buttons for section groups related to your selection At the bottom of the screen it tells you to which database you are connected to Make sure that you are connected to the correct database If not call your administrator See Screen clipping 1 HRAdmin2 Interface Window below y YE Wu Administration Reporting B ui gi Connected to D Projects HR Admin Dev HR AdminKatsina sdf Screen clipping 1 HRAdmin2 User Interface Window Page 5 HRAdmin 2 User Manual 3 Starting HRAdmin2 3 1 Logon Steps Step 1 To start the HRAdmin database application we have to look for the icon on our computer desktop screen To start the program you have to hold the mouse over the HRAdmin icon and double left click it with your mouse as illustrated in screen clipping 1 To start the HRAdmin2 double click on the HRAdmin2 icon which is situated on your desktop screen HRAdmin2 HRAdmin2 Icon oe gt ex 3 gw y EN 4 to Le f 45 Start Etg Og NE QUNM E A o LESER Screen clipping 1 Starting the HRAdmin database application HRAdmin2 will open with the Logon window requesting Username and Password Page 6 HRAdmin 2 User Manual Step 2 The HRAdmin database application will now sta
55. e will now be imported into the master database that is open Any errors will be reported and this is where the advanced user is needed tosolve the errors indicated Page 23 HRAdmin 2 User Manual 4 Employee Data Administration 4 1 Finding an employee on the database Step 1 Take the following steps to find our employee in our database First we have to click on the Employees icon in the View console with one left click of the mouse button See screen clipping 1 Administration Reporting Grades Employees Manage employee information and appointments Screen clipping 1 Step 1 Finding an employee on the database Step 2 Once we have followed step 1 the Employees window will open it has 2 tab headings Find and Employee You have to ensure that you are looking at the Find window See screen clipping 2 Home Administration Reporting L Current Appointment No Current O Type O Post Undefined M O redit Appointment Screen clipping 2 Step 2 Finding an employee on the database Page 24 HRAdmin 2 User Manual Any of the following Criteria can be used to find our employee 1 Employee Number 2 Surname 3 First Name 4 Sex 5 Year month or day of birth We can also filter the employees by the following appointment criteria 1 A current Appointment or someone who has not yet been appointed to a post 2 Appointment Type 3 Post 4 Facility Step 3 The example describe
56. echnical Professional r n r rrorrrrrorrrrrrrrrrrr r ersos Professional Professional Worker Screen clipping 5 Step 3 TIMS Add Post Category Select the group you want this Post Category to fall under We will use Professional as an example Page 103 HRAdmin 2 User Manual Click in the blue data field just right of the just added Professional Group It will turn white Type the description of the new Post Category here See Clipping 6 below Junior Community Health Worker Default category Operational Support Production Operational Support Supervisor Senior Community Health Extension Worker Professional M4 4 Record280f28 b M Mw X lt Screen clipping 6 Step 3 TIMS Add Post Category Step 4 To save the New added Post Category click the Save icon in the Edit console with one left click of the mouse button See screen clipping 7 Administration Reporting lae wet ig Undo Refresh X Delete Screen clipping 7 Step 4 TIMS Add Post Category Page 104 HRAdmin 2 User Manual 8 2 3 TIMS Editing a Post Category Step 1 To select the Post Category you want to edit go to the Post Categories screen See 8 2 2 Adding a new Post Category Step Step 2 Select the Post Category you want to edit See screen clipping 1 Operational Support Supervisor Senior Community Health Extension Worker Technical Professional M4 44 4 Reco
57. efresh Undo Connected to D Projects HRAdmin Dev HR AdminKatsina sdf Screen clipping 5 Step 4 Starting the HRAdmin database application Page 8 HRAdmin 2 User Manual 3 2 Changing the HRAdmin User Password Changing the HRAdmin user password is done from the Log On screen that appears when HRAdmin2 is started e S 6 A HRAdmin2 Home Administration Reporting Log On Screen clipping 6 Changing the HRAdmin User Password Step 1 Left click once with your mouse on the Change button in the Log on menu A new menu will appear titled Change password See screen clipping 7 below bof Change Password p New Password Screen clipping 7 Step 1 Changing the HRAdmin User Password Page 9 HRAdmin 2 User Manual Step 2 Hold your mouse over the New Password data field and click once with a single left click of your mouse Once your cursor appears in the New password data field type your new password Once you have typed the new password you will notice the password is written as several stars See screen clipping 8 below Change Password J New Password possi Repeat New PW Ok Cane Screen clipping 8 Step 2 Changing the HRAdmin User Password Step 3 Now hold your mouse over the Repeat New PW data field and click once with a single left click of your mouse Once your cursor appears in the Repeat new PW data field type your new password again Once you ha
58. en clipping 4 Step 4 Selection an employee from the list Page 26 HRAdmin 2 User Manual Step 5 The last step is to click on the Employee tab once with the left mouse button to start working with data relating to your employee See screen clipping 5 UIT NN Home Administration Reporting TIMS Add Delete Merge i ave Personal Subhead Number PSN Employee Nr 40818 Surrane sec VU z Current voten Languages Engish Fenaa femoionoate E Dsstld SSS onmens dpe tronetanber Sr ES ee Appointment From Date sm recy wed On ni I 0 Screen clipping 5 Step 5 Finding an employee on the database After you have changed added or removed data from this employee and now wish to work on another employee s profile you have to hold your mouse over the Find tab and left click it once with your left mouse button You will find yourself back at the original window where you found your first employee Remember to clear any fields you used to search for your employee In our case the name Abdul must be cleared Page 27 HRAdmin 2 User Manual 4 2 Adding a new employee Step 1 Looking at the main console select the Employees icon within the View console by left clicking it once with your mouse See screen clipping 1 Administration Reporting Manage employee information and appointments Screen clipping 1 Step 1 Adding a new employee Step 2 When the
59. erview of HRAdmin2 Welcome to HRAdmin2 user manual The effective management of human resources for health hinges on the availability of timely accessible and relevant information A management system on human resources or human resource information system HRIS improves the decision making capability of research managers as it captures the following aspects of human resources personal details post details salary details tracking deployment training plans and monitoring career development etc The primary focus of an HRIS is to assist managers in ensuring that the goals and objectives of the state health systems are met Data on current staff MoH MoLG PHCA SHMB etc is generated collected organized combined processed and reported in ways that inform managers about the status of human resources in their organization HRIS is a stand alone system of current human resources in health It is primarily designed to effectively collect systematize process and retrieve relevant and updated information pertaining to human resources in health The system will pave the way for improved planning implementation monitoring and evaluation of human resource development The system aims to 1 Collect and maintain an up to date inventory of human resources in the health 2 Provide relevant information to both national state and regional level management for an effective human resources policy and program formulation 3 Provide a tool i
60. ets refer to the number target number that the MoH wants to train in a specific post cadre category by a certain year Target Year See Screen clipping 1 Drag a column header here to group by that column Administrative Management BA Public Administration 2 Health Professional Social Work BA Nursing 3 Health Worker Clinical Support Integrated Management of Childhood Illnesses 4 Default category Integrated Management of Childhood Illnesses 5 Health Worker Clinical Support Integrated Management of Childhood Illnesses 6 Administrative Supervisor Certificate in JCHEW 7 Administrative Production SSCE GCE WAEC Secondary School Certificate some text representing a remark about this Training target 10 needed by end 2012 Screen clipping 1 Step 1 TIMS Add Training Targets Page 108 HRAdmin 2 User Manual 8 3 2 TIMS Adding a new Training Target Step 1 Select the TIMS tab and then click the Training Targets Icon See clipping 1 below Administration Reporting w 9 Career Post Categories Items Screen clipping 1 Step 1 TIMS Add Training Targets This will show the Training Targets screen as shown in screen clipping 2 below Drag a column header here to group by that column BA Public Administration 2 Health Professional Social Work BA Nursing 3 Health Worker Clinical Support Integrated Management of Childhood Illnesses 4 Default category Integrated Management of Childhood Illnesses 5 Health Worker Cli
61. evious Appointments Career Development Career Development Type Qualification v mr r Tt Assistant Executive Officer Admin certificate 2010 05 30 Screen clipping 3 Step 4 Deleting a career development for an employee Step 5 To select a qualification before deleting it click on the specific qualification title with a single left click of the mouse button Notice that once we have selected the Qualification the Date and Remarks data fields will be highlighted in blue See screen clipping 4 below Current Appointment Previous Appointments Placement Career Development Career Development Type Qualification b m a emm Assistant Executive Officer Admin certificate 2010 05 30 Screen clipping 4 Step 5 Deleting a career development for an employee Page 56 HRAdmin 2 User Manual Step 6 Once you have highlighted the Qualification to be deleted you need to move your mouse to the Delete icon in the Career development console Once you are ready to delete the Qualification click on Delete icon once with a single left mouse click See screen clipping 5 below A new window titled Confirm will appear see screen clipping 6 below If you are sure that you would like to delete this Qualification then click on the Yes with a single left mouse click Home Administration Reporting Career Development 1 Delete Delete Career Development Item HR
62. g 3 Record Not Selected Page 97 HRAdmin 2 User Manual Career Item Type Qualification LL 1070 ND Dental Technician ici a TBE the Item Namel g 1028 CERT Environmental Environmental H 1048 HND Environmental Environmental Hi Screen clipping 4 Record in Edit Mode Career Item Type Qualification 1070 ND Dental Technician Brey The Item Name Ds 3 CERT Environmental Environmental He 1048 HND Environmental Environmental He Screen clipping 5 Record in Selected Mode Selected Mode is the desired mode for deleting a record and to do this you need to click the mouse pointer where the is shown in clipping 5 above Step 2 To delete the selected Career Item click the Delete icon in the Edit console with one left click of the mouse button See screen clipping 2 If the Career Item has not been used by any Employee it will be deleted Administration Reporting uw 8 2 3 Edit Career Post Categories Training Items Targets Save Undo Refresh Screen clipping 2 Step 2 TIMS Delete a Career Item Page 98 HRAdmin 2 User Manual 8 2 Post Category 8 2 1 TIMS Overview of Post Category Post Categories groups various posts or post cadres into groups which makes reporting easier E g AM Administrative Management will include all the posts related to Admin a management for administrative related functions e g executive officer account
63. hat you have captured the employee s data incorrectly and have not clicked the save icon you may click on the Undo icon in the Undo console at the top of the screen with a single left click of your mouse to undo all the work you have done See screen clipping 9 Screen clipping 9 Step 9 Adding a new appointment to a current employee Page 43 HRAdmin 2 User Manual 5 2 Editing an employee s appointment In a previous chapter we looked how to go about editing an employee s personal details Now we will look at how to go about editing an employee s appointment particulars Step 1 To edit an employee s record we first have to find our employee on our database Follow the steps as shown in 4 1 Finding an Employee on the Database Steps 1 to 5 Step 2 Once we have found our employee on the database we need to click on the Edit icon in the Appointment console to the middle of the screen with a single click of our left mouse button See screen clipping 1 below iudi be Screen clipping 1 Step 2 Editing an employee s appointment Page 44 HRAdmin 2 User Manual Step 3 Once we have done this the data fields at the bottom of the screen will change from grey to white This is an indication that the data in these areas may now be edited See screen clipping 2 below Current Appointment Previous Appointments Placement Career Development Appointment ID 1007 Appointment Type Status Current y From 201
64. her in categories within each folder The report categories are as follows Page 60 HRAdmin 2 User Manual Age and Gender Employee Data Appointments Data Utilities Training HR Indicators St c An Se Report Explorer HRAdmin2 w Home Administration Reporting TIMS Y Qo si gt 3 Imported Reports ay Employee Data J Appointments 23 Data Utilities Staff Movement Details Description It gives the details of the appointment and movement type of staffs in facilities by selected criteria LGA Ward amp Facility Selection LGA Ward Facility Post Cadre Appointment Type Movement Reason Date Range Target Facility In charge LGA Managers Uses 1 Track the staff movement by appointment type 2 Analysis of staff movement trends and reasons Screen clipping 3 Step 2 Reports Note There is a short description below the list of report names that describes the currently selected report In the screen clipping 3 above note that the report Staff Movement Detail is selected Page 61 HRAdmin 2 User Manual Step 4 Let s produce this report as it is a good example and incorporates what all the other reports have Hold your mouse cursor over the Preview icon in the Print console and click on it once with a single left mouse click See screen clipping 4 below HRAdmin2 Imported Reports 0 Employee Data O Data Utilities Ey HR indicators
65. hool Page 84 HRAdmin 2 User Manual 7 2 16 Training and Course State Summary List Summary of Training and Course counts for employees Selection by Career Item during a selected date range Total counts per course over the whole state are listed Training and Course Career Development State Summary Report Career Item All Period Selected 01 January 2000 to 11 January 2011 03 July 2011 UU Versand Cows tem Female mate Total PowgemenCome arameo f m 27 Accent amp Emergency accident Emgesa Adult Antrerovkal Thera aaa way 1 1 fone Spacing oWdSmao O O a Community Imowement Management Communtyinvowementa Management 5 w Community ventar tean ComwntMemapeam 2 1 Drug inventor Management ri vento Management 9 3 7 FamyPamm rm Parsing 2 e morrow re pavas coma jmvaaeoma a 7 8 HIVIAIDS Counseling Tesing MVADSComsewno amp Tenm Indust Reaton O Rating A Inieston Safety amp Precaom WeconSaey amp Pcados A Wawacom aco 9 Management game 3 3 35 Matemal CridHeath ECT TS FA A 1 5 Nursing Process ores A Nurton s Dieters O ona es AA Nutrtonar AMS monas A n A 3 8 8 Post Abortion Care 0 Abortion Care Post Abortion Care Prevention Of Mother To Child Transmission Of HIV AIDS dpi Of
66. in a column on the record and changing the text or selection The Id cannot be changed The Item s text must be unique otherwise an error message will be shown Step 5 To save the changes made to the Career Item click the Save icon in the Edit console with one left click of the mouse button See screen clipping 3 V a WP Add Qj Edit Undo Refresh Xx Delete Career Post Categories Training Items Targets Screen clipping 3 Step 5 TIMS Edit a Career Item Page 96 HRAdmin 2 User Manual 8 1 4 TIMS Deleting a Career Item Step 1 To select the Career Item you want to delete follow the instructions above See 8 1 3 TIMS Editing a Career Item Step 1 and Step 2 The result will be as shown in Clipping 1 Career Item Type Qualification M ume emm om emm em mE 1070 ND Dental Technician Dental Technician National Diploma EEE Secon of ve er oe er IE CI E 1028 CERT Environmental Environmental Health Assistant Certificate 1048 HND Environmental Environmental Health Assistant Higher National Diploma 44 rm li L Polla cambian Screen clipping 1 Step 1 TIMS Delete a Career Item Note A record which in this case is Id 2122 can be in different modes Not selected Edit and Selected The clippings 3 4 and 5 below show the different modes 1028 CERT Environmental Environmental 1048 HND Environmental Environmental t Screen clippin
67. ing Screen clipping 1 Step 1 TIMS Edit Training Targets This will show the Training Targets screen as shown in screen clipping 2 below Drag a column header here to group by that column BA did Administration 2 Health Professional Social Work 3 Health Worker Clinical Support Integrated Management of Childhood Illnesses 4 Default category Integrated Management of Childhood Illnesses 5 Health Worker Clinical Support Integrated Management of Childhood Illnesses 6 Administrative Supervisor Certificate in JCHEW 7 Administrative Production SSCE GCE WAEC Secondary School Certific 2 text representing aremark about this Training target needed by end 2012 Screen clipping 2 Step 1 TIMS Edit Training Targets Page 117 HRAdmin 2 User Manual Step 2 Select the Training Target Record you want to delete by holding your mouse over the row of the Training Target you want to delete and then click once with the left mouse button This will select the record to delete Step 3 Click the Delete icon in the Edit console with one left click of the mouse button See screen clipping 3 Career Post Categories Training Items Targets Screen clipping 3 Step 3 TIMS Edit Training Targets A confirmation dialog will be shown as in Clipping 4 Confirm 2 Are you sure you wish to delete the selected target Screen clipping 4 Step 3 TIMS Edit Training Targets Step 4 Click the Yes button to proceed with deleting
68. j ooo SE Cluster Reports eses 73 Age and Gender Description It gives the details of the appointment and rm re movement type of staffs in facilities by selected criteria Staff Movement Details LGA Ward amp Facility gm Appointments Selection LGA Ward Facility Post Cadre Appointment Type Movement Reason Date Range Target Facility In charge LGA Managers Uses 1 Track the staff movement by appointment type 2 Analysis of staff movement trends and reasons Reporting cyde Quarterly O Training n Screen clipping 4 Step 4 Reports Page 62 HRAdmin 2 User Manual Step 5 The report Parameters screen will appear Sometimes this takes a while to appear so just wait for it to appear The Parameters are where we select what type of data we want to create a report of See screen clipping 5 below Enter Report Parameters Select Level 1 Unit Select Level 2 Unit Bakori LGA Batagarawa L Select Level 3 Unit Abdallawa Ward Abukur Select Facility Abasawa Dispensary Ab Select Post Accountant Chief Accou v Select Appointment Type All Types Select Movement Reason All Reasons Appointed After Date 01 01 1998 Appointed before Date 01 08 2012 Screen clipping 5 Step 5 Reports Page 63 HRAdmin 2 User Manual Step 6 In the screen clipping 6 below we have selected the down arrow of the Select Level2 Unit which is the list of LGA s available Here you can
69. ly click on the Undo icon in the Undo console to remove all the information we have added See screen clipping 5 below Note The Undo icon can only be used before the Save icon is clicked Administration Reporting at PEN D e O J UN TA MTS Find Employee Screen clipping 5 Step 8 Adding a career development for an employee Save Career Development Item changes Step 9 If there are more qualifications to add click on the Add icon in the Career development console to do so and follow Step 4 to Step 9 to add more qualifications Note We can also add Course Skill and Training to our employee s record See screen clipping 2 in Step 3 Select what development type you want to add then click the Add button as described in Step 4 and follow the instructions from there on through to Step 9 Page 54 HRAdmin 2 User Manual 6 2 Deleting a career development for an employee If a career development item was added to an employee by mistake the following steps must be carried out to delete that entry Step 1 To delete an employee career development we first have to find our employee on our database Follow the steps as shown in 4 1 Finding an Employee on the Database Steps 1 to 5 Step 2 To delete an employee career development click on the Career Development tab in the middle right of the screen with a single left click of the mouse See screen clipping 1 below
70. m The most important principal is the garbage in garbage out principal If this HRAdmin2 is not maintained well e g if employee details transfers movements etc are not updated on a monthly basis the reporting from the system will be inaccurate This will result in miss informed decision making Step 1 To produce reports we have to start by looking at our main window Make sure the Reporting tab is selected by clicking it once with a single left click of the mouse See screen clipping 1 below Administration norton tn Fe l Ornioctc WHD Admin WHD Admin atcina cat innected to E Projects HH Admin HR AdminKatslr Ne Screen clipping 1 Step 1 Reports Page 59 HRAdmin 2 User Manual Step 2 Hold your mouse cursor over the Reports icon in the Report console and click on it once with a single left mouse click A window with a list of report Folders Will appear on the left with the reports shown in the right pane See screen clipping 2 below e Se Report Explorer HRAdmin2 Home Administration Description Provides an age distribution profile of selecte and Ward Selection LGA Ward Facility Post Cadre Target Facility in charge LGA Managers Uses 1 Succession Planning 2 Recruitment Planning Reporting Cycle Bi annually irojecte mi om nr 13 if y JJ Lis yi RA IRA am nKatsir 1a gt Screen clipping 2 Step 2 Reports The reports are grouped toget
71. mployee Details List details of employees Training and Course History for the whole state Employee Career Development State Report Career Item All Period Selected 27 October 1900 to 28 October 2010 03 July 2011 DOB Grade Pos 10 11 1959 L 13 Environmental Health Officer Assistant Chief Type Dae Description e oo Qualification 28 06 1978 SSCE GCE WAEC Secondary School Certificate MAS CR EODEM EORUM Qualification 26 06 1983 Health Assistant Certificate CERT Health Assistant Qualification 09 03 2002 Environmental Health Assistant Certificate CERT Environmental Health Assistant Nr Initials Surname Sex DOB Grade Post N 13104 AM Abba M 04 05 1976 Senior Community Health Extension Worker Higher Tye Date Description ftom oyo Qualification 02 12 1988 Primary School Certificate PSC Primary School Certificate Qualification 26 11 1999 Certificate in JCHEW CERT JCHEW Qualification 07 07 2000 SSCE GCE WAEC Secondary School Certificate arai WAEC Secondary School 31 07 2009 Abridgement Course Abridgement Course Nr Tinitials Surname sex DOB Grade Ps OC oooO KTLG 00177 01 12 1977 Senior Community Health Extension Worker Type Dae Description ea Oooo Qualification 25 01 1989 Primary School Certificate PSC Primary School Certificate Qualification 01 06 1996 SSCE GCE WAEC Secondary School Certificate nied WAEC Secondary Sc
72. munity Heath Extension Worker Baas m oamane7o um ETE ado m tamanses 112 Senior Community Heath Extension Worker Assistant Che sk suman m Twomees io Senior Communty Heath Extension Worker Senor x gana asar ono Waterman OOS Sub Total Facility Muduri Clinic Facility Unguwar Ganji Clinic Habu M osiinars Lt2 Senior Community Heath Extension Worker Assistant Chief Nau m rara unimos Undefined SSCS Sub Total Facility Unguwar Gamji Clinic Sub Total Ward Muduri Ward Total Sub Total LGA Baure LGA Page 4 HRAdmin 2 User Manual 7 2 6 Current Appointments State Summary Prints number of appointments by post State Totals are listed Current Appointments by Post State Summary 05 July 2011 Artisan Plumber Welder Carpenter etc Assistant 28 Cleaner Head Cleaner Senior Clerical Assistant Clerical Officer Clerical Officer I Clerical Officer Senior X Ray Technician Assistant Chief o J X Ray Technician Chief D ww I X Ray Attendant Lo 4b X Ray Attendant Head Total Posts 1138 Page 75 HRAdmin 2 User Manual 7 2 7 Current Appointments Summary Prints number of appointments by post in selected facilities Grouped by Organisational Unit hierarchy Appointments Summary by Facility 05 July 2011 Level 1 Unit MoH Level 2 Unit Baure LGA Level 3 Unit Muduri Ward Facility Muduri Clinic Environmental Health Assistant
73. n studying the utilization and distribution of available manpower resources in the health by geographical area or department and come up with recommendations to improve the situation when necessary 4 Assist in the appraisal of staffing requirements needs to formulate the human resource development program Page 3 HRAdmin 2 User Manual This manual is designed to ensure that end users can operate the HRAdmin2 system without technical inputs or assistance The key to successful utilisation of the system is to fully understand its design its structure and its utilities To enable you to utilise the HRAdmin2 effectively you need to 1 Complete HRAdmin2 training course practical and theoretical 2 Study the HRAdmin2 procedure manual 3 Study the HRAdmin2 user manual 4 Practice practice practice There are fundamental principles in the utilisation of any HR system The most important principal is the garbage in garbage out principal If this HRAdmin2 is not maintained well e g if employee details transfers movements etc are not updated on a monthly basis the reporting from the system will be inaccurate This will result in miss informed decision making Page 4 HRAdmin 2 User Manual 2 HRAdmin2 User Interface Window The HRAdmin2 user interface screen is designed with tabs and selection buttons The four main tabs are Home Administration Reporting and TIMS and are situated at the top of the screen The Hom
74. new window opens select the Add icon within the Employee console at the top left of the screen by left clicking it once with your mouse See screen clipping 2 Home Administration Reporting 22223 Find Edit Save Delete Screen clipping 2 Step 2 Adding a new employee Page 28 HRAdmin 2 User Manual Step 3 The new window that has just opened is divided into 2 screens We have to enter all the relevant data into the top half first See screen clipping 3 Should a data field be left blank where data is required a little yellow triangle with a red exclamation mark will appear As an example the employee created has had his first name left out See screen clipping 4 This data field is mandatory and must be added Note It is very important to enter the correct First Name and Surname here This is to ensure that the correct person can be found when searching for an employee Home Administration Reporting Delete Merge Employee pie CUR Employees Add a new employee record Find Employee Personal Subhead Number PSN Employee Nr 0 Te irstName SecndName Imitials wwe 0 se pe Natorait languages e Disabled AM Open FleIamber O PtApenmettee phonenumber dS ral o Current Appointment Previous Appointments Placement Career Development UU N In A SS p prats SS E poten SY Redeployable Retrainable Post Convertable Supervisor Subordinates zs
75. nical Support Integrated Management of Childhood Illnesses 6 Administrative Supervisor Certificate in JCHEW 7 Administrative Production SSCE GCE WAEC Secondary School Certific ome text representing a remark about this Training target needed by end 2012 Screen clipping 2 Step 1 TIMS Add Training Targets Page 109 HRAdmin 2 User Manual Step 2 Click the Add icon in the Edit console with one left click of the mouse button See screen clipping 3 y Home Career Post Categories Training Save Undo Refresh Items Targets sw p Screen clipping 3 Step 2 TIMS Add Training Targets This will show the Add Training Targets screen as shown in screen clipping 4 Page 110 HRAdmin 2 User Manual Default category Administrative Management Administrative Production Administrative Supervisor Health Worker Non Clinical Support BA Accountancy Test BA Computer Technology BA Health Education amp Promotion BA Microbiology BA Nursing BA Public Administration BA Theatre Nursing Screen clipping 4 Step 2 TIMS Add Training Targets Note Now we need to select the Course Target Year and Number of people we need trained by that Target Year Page 111 HRAdmin 2 User Manual Step 3 Select a Post Category by holding your mouse over AM in the Abbreviation column of the Post Category Grid above and click it once with a single left click of your mouse
76. nnnnnnnnonnnnnnonanononncnononanonnnnnnonns 89 8 13 TIMS Editing a Career emisario 95 8 1 4 TIMS Deleting a Career lleM oooccncnnccioncnnoncnnonannnonnnonnncnonnnnonnnconanoonnnnonancconnnnnns 97 Sac POSC CALCIO E m 99 8 2 1 TIMS Overview of Post Category cooccccncccnoncncnnnnnoonnnonnncnonnnnnonanonnncnonnnnonannconnanono 99 8 2 2 TIMS Adding a new Post Category eene enne nenne sentina eus 101 8 2 3 TIMS Editing a Post Category iuit ticis ttt copre rite eS Pe eae edet 105 8 2 4 TIMS Deleting a POSECaLEegOTy uoo ip Ep EH ida 107 83 Training Tarde Sida 108 8 3 1 TIMS Overview of Training Targets coccncccnonccnonnnnnonnnnnnnnnonnnnnnnanonnnconnnanonanons 108 8 3 2 TIMS Adding a new Training Targetc eese nnne nnne ennnn nen 109 8 3 3 TIMS Editing a Training Target Edite 114 8 3 4 TIMS Deleting a Training Target eese ener nnnnnn 117 Tel Cluster ROD Sua Error Bookmark not defined 9 Editing Salary grades rin 126 10 Editing Careers sas 134 11 Closing the HRAdmin database application eere 143 12 Documents and Data FOSA 145 Appendix HRIS Data Flow Process Employee Profile Form EPF 146 Appendix II HRIS Data Flow Process Monthly Return Sheet MRS 147 Appendix III HRIS Process amp DATA Flowchart eese eene ennt 148 Page 2 HRAdmin 2 User Manual 1 Ov
77. onancnonanonnnanonnnnonnenonnss 9 3 3 Selecting and Connecting to a Database eene 12 3 4 Adding Users to the HRAdmin system Managers eee 15 55 IMPOR DataSet its 22 4 Employee Data AdimimistEablOTics erige aie e pages Usb vsu p rete e E REN ERE ee cir rv ee dos 24 4 1 Finding an employee on the database eene eene 24 42 JAddibgarnewemployB68 saunenditteieieeti ord di 28 4 3 Editing an employee s record aie cotta eo pesanti PY ae in 32 4 4 Deleting an emploVBB A 36 5 Appointment Data AdministraLiOn esee eene nnnnn eene nnne ne 38 5 1 Adding a new appointment to a current employee eren 38 5 2 Editing an employee s appointment eese eene enne nnne ennnn nnns 44 5 3 Terminating an employee s appointMenNt occcncccncnnncnonnnonnncninnaninnnconnnanonancnonannnno 47 6 Career Development Data Administration eee nnns 51 6 1 Adding a career development for an employee eere 51 6 2 Deleting a career development for an employee eee 55 HRAdmin 2 User Manual ONES inse gcc REN 59 7 1 Overview and how the reports work eese ennnnnns 59 TAZ a Sesar esie teet eei statute tes toros teet RS 70 72 1 Age Distribution DECI ldissrsrns nadia 70 7 2 2 Age Distribution State Summary eese nennen enne nenn
78. p right of the screen Page 69 9 Preview 0 A HRAdmin 2 User Manual 7 2 Report Examples Below are some examples of report outputs Reports are broken up into Detail Summary and State Summary reports 7 2 1 Age Distribution Detail Age Distribution by Post Grouped by Organisational Unit hierarchy Age Distribution by Post 03 July 2011 Level 1 Unit MoH Level 2 Unit Baure LGA Level 3 Unit Muduri Ward Facility Muduri Clinic Age Group ea m m 2039 os soso eosa es aa j Bemuei RECI waman o 9 oo SubTotal Facility MudwiCinc 0 4 6 0 1 0 Facility Unguwar Gamji Clinic Age Group ge Group yO A E Junior Community Heath Extension Worer o 9 EA 5 5 48 RI Undemmes SS 9 IRC A E E a MECHA MICA UCI ER e T Pee E Sub Total LGA 3 BamliGA 0o 6 8 1 ee tt et Page 0 HRAdmin 2 User Manual 7 2 2 Age Distribution State Summary Age Distribution by Post State Totals are listed Age Distribution by Post State Summary 03 July 2011 Age Group Post Description Artisan Plumber Welder Carpenter etc Assistant 1 a 3 I fo Cmm a emea a 3 5 3 1 3 canes Senor 9 3 pa a pa terca Assistant OO a pa Ls 3 p fo terca omeer GO a Co 3 o fo AAA Community Heath Omer Presea o a 9 9 Ray Technician Et 0 0
79. r and click the left mouse button once Current Appointment Previous Appointments Placement Career Development i Career Development Type m CTN x Clerical Assistant Certificate 09 06 2011 BSc Sociology BSc Unspecified Certificate in Accountancy Certificate in Anaesthetic Nursing Clinical Assistant Certificate Certificate in Community Health NL See screen clipping 4 Step 5 Adding a career development for an employee Step 6 To add the date move your mouse over the date next to the qualification and click it once with the left mouse button The date will change colour from blue to white and we once again have our familiar black triangle next to it You can now click on the black triangle to open our calendar We can change the month and the year by clicking on the black arrows next to the month and the year Once we have the correct month and year we can click on the date with a single left click of the mouse button Step 7 To add a remark move your mouse over the blue area below the Remarks heading and click it once with the left mouse button The Remark area will change colour from blue to white and the remark or comment can be typed into the white area Page 53 HRAdmin 2 User Manual Step 8 Now that all the information is completed we can click on the Save icon at the top of the screen in the Career Development console Should we have entered incorrect data we can simp
80. rces Planning and Human Resources Administration HRAdmin is part of the second group revolving around Human Resource administration This manual was revised by PRRINN MNCH in northern Nigeria the Partnership for Reviving Routine Immunisation in Northern Nigeria Maternal Newborn and Child Health programme funded by the UK Government and State Department of the Norwegian Government for the benefit of the Nigerian people Many staff and officials in the states where PRRINN MNCH works and team members of PRRINN MNCH have helped to develop adapt this manual their contributions are gratefully acknowledged PRRINN MNCH works with Federal state and local governments and local communities to improve the quality and availability of maternal newborn and child health care This HRAdmin Software Manual does not necessarily reflect the views or policies of the UK Norwegian or Nigerian Governments or any of the state governments with which we work However we hope it will provide useful practical assistance and guidance for human resources managers in their work Bryan Haddon Chair Health Partners International UK February 2014 Table of Contents T OVERVIEW OF HRAdMIN Zi 3 2 HRAdmin2 User Interface WiINdOW cscsccscssessssscssesssssessssssesssseesscsssessesssssessesseeees 5 3 Sbartihig RACIMOS tee muou eo vide voe das 6 Beh MAO COM SEC DS E TE E 6 3 2 Changing the HRAdmin User PassWoTO ccooccnnccccconncninnaninnnncnnnnn
81. rd280f28 bk Mh how X Screen clipping 1 Step 2 TIMS Edit a Post Category Step 3 Change the Abbreviation Group or Description as needed See clipping 2 as an example of an edited Post Category Page 105 HRAdmin 2 User Manual M4 4 4 Record280f28 bk M M Xx Screen clipping 2 Step 3 TIMS Edit a Post Category Step 4 To save the edited Post Category click the Save icon in the Edit console with one left click of the mouse button See screen clipping 7 v s TIMS ow L 23 d Y Edit Home Administration Reporting Career Post Categories Training Undo Refresh Items Targets X Delete View rj Screen clipping 7 Step 4 TIMS Edit a Post Category Page 106 HRAdmin 2 User Manual 8 2 4 TIMS Deleting a Post Category Step 1 To select the Post Category you want to delete go to the Post Categories screen See 8 2 3 Editing a Post Category Step 1 and Step 2 Step 2 To delete the selected Post Category click the Delete icon in the Edit console with one left click of the mouse button See screen clipping 1 If the Post Category has not been used by any Employee it will be deleted Administration Reporting e i Career Post Categories Training Save Undo Refresh Items Targets XX Delete Screen clipping 1 Step 2 TIMS Delete a Post Category Page 107 HRAdmin 2 User Manual 8 3 Training Targets 8 3 1 TIMS Overview of Training Targets Training targ
82. reen clipping 4 At any time before saving the changes you can clear all the changes you have made by clicking the Undo icon in the Undo console to reverse and remove all editing that you have done see screen clipping 5 perra Subhead Number PSN me ar stones n sende idum Rae Hi ee DE p 7 Current natal rome puram E Disabled Disability Open File Number First Appointment Date EE meeMmbe O ogni Notes Screen clipping 3 Step 3 Editing an employee s record i 8 undo Empove Save Add Delete Screen clipping 5 Undo changes made so far Page 35 HRAdmin 2 User Manual 4 4 Deleting an employee Should you wish to remove an employee s record permanently from the database you will have to follow the following steps Step 1 To edit an employee s record we first have to find our employee on our database Follow the steps as shown in 4 1 Finding an Employee on the Database Steps 1 to 5 In our example we are finding an employee named Gideon Jacobus Joubert Step 2 We are now looking at a new window in which we will find the employee record we wish to delete See screen clipping 1 To now delete the record we are looking at click on the Delete icon in the Employee tab at the top with a single left click of your mouse See screen clipping 2 Employees Employee File Nr Title Initials I Employee Nr 61005 First Name Second Name Surname Jouber
83. reer Item during a selected date range Grouped by Organisational Unit hierarchy Employee Career Development Report Career Item All Period Selected 27 October 1900 to 28 October 2010 03 July 2011 Nr lniials Surname Sex DOB Grade Post 1662 AA Abashe M 10 11 1959 Environmental Health Officer Assistant Chief Type Date Description stem O Qualification 28 06 1978 SSCE GCE WAEC Secondary School Certificate DR WAEC Socondary School Qualification 26 06 1983 Health Assistant Certificate CERT Health Assistant Qualification 09 03 2002 Environmental Health Assistant Certificate CERT Environmental Health Assistant Nr initials Surname Sex DOB Grade Post N 13104 AM Abba Mo 04 05 1976 Senior Community Health Extension Worker Higher Type Date Description em Qualification 02 12 1988 Primary School Certificate PSC Primary School Certificate Qualification 26 11 1999 Certificate in JCHEW CERT JCHEW Qualification 07 07 2000 SSCE GCE WAEC Secondary School Certificate a WAEC Secondary School Course 31 07 2009 Abridgement Course Abridgement Course Initials Surname sex DOB Gad Pot Type Date Description em SSS Qualification 01 06 1996 SSCE GCE WAEC Secondary School Certificate asii E DEN ONERE CERT CHEN Page 83 HRAdmin 2 User Manual 7 2 15 Training and Course State E
84. rt and a new window will appear asking you to enter a username and password See screen clipping 2 Take note in the screen clipping below that the username is automatically highlighted If this is not your username type your username in the Username block Te S 6 HRAdmin2 L Home Administration Reporting eee Exit Connect Save Refresh Undo Paste Log On Screen clipping 2 Step 2 Starting the HRAdmin2 database application Step 3 Enter your password by holding your mouse over the password data field and left clicking once with your mouse Notice in screen clipping 3 below that your mouse cursor is now in the password data field Type your password and once done click on the OK button just below the password data field with a single left click of your mouse button Password Change o j cancel Screen clipping 3 Step 3 Starting the HRAdmin2 database application Page 7 HRAdmin 2 User Manual Should you enter a wrong password you will see the following error message in screen clipping 4 below Warning A Invalid user name or password Screen clipping4 Step 3 Invalid password Step 4 Once the HRAdmin program is running and ready to be used you will notice the Connected message the left bottom corner See screen clipping 5 below Your HRAdmin database program is now ready to be used P tci fi Bb Home Administration Re LL 8 ui 29 Exit Connect Save R
85. rt to the default printer See screen clipping 11 below The last page of the report is shown to display an example of the Sub Totals at the end of a report View Background TA 100 gt AAA ada ae sorom e E TT id pe Sub Total Facility Hamcheta MCH Sub Total Ward Hicheta Ward Level 3 Unit X Jani Ward Facility Jani MCH Post Description Health Assistant Nr PSN Title initiats Sumame Sex AppointmentType Movement Type a881 Mr he Gara __ Temporary appointment 21 10 2010 Sub Total Post Health Assistant Post Description Health Attendant PSN Tine nitiats Surname sex Appointment Type Movement Type Star Date 41885 Mrs Z Abdullahi __ Temporary appointment 24 04 1992 Sub Total Facility Jani MCH Sub Total Ward Jani Ward Level 3 Unit Mani Ward Facility Mani PHC Post Description Cleaner Nr PSN Title Initials Surname Sex Appointment Type Movement Type Start Date 41903 Mr jan jNaramu M Temporary appointment Current 05 06 2010 SubTotal Post 1 1 LK 6 Sub Total LGA Mani LGA Level 2 Unit Rimi LGA Level 3 Unit Tsagero Ward Facility Tsagero PHC Post Description Undefined Title Initials Surname Appointment Type Nr 41899 Mr fis Shusitu M Temporary appointment Current 20 10 2010 Staff Movement Detail Page 5 6 i Re Vor 01 Page 5 of 6 Screen clipping 11 Step 11 Reports To go back to the report screen click the red X at the to
86. select the first one which will result in them all being selected Otherwise individual LGA s can be selected Enter Report Parameters Select Level 1 Un Select Level 2 Unit Select Level 3 Unit Select All Bakori LGA iS Batagarawa LGA Select Post Batsari LGA Baure LGA Bindawa LGA Select Movement Reason Charanchi LGA Appointed After Date Dandume LGA Appointed before Date Select Appointment Type Screen clipping 6 Step 6 Reports Page 64 HRAdmin 2 User Manual Step 7 In the screen clipping 7 below we have selected the down arrow of the Select Appointment Type which contains a list Appointment Types available We selected Temporary as we only want to see the Movement of the Temporary staff Enter Report Parameters Select Level 1 Unit Select Level 2 Unit Bakori LGA Batagarawa L Select Level 3 Unit wa Ward Abukur Select Facility Abasawa Dispensary Ab Select Post Accountant Chief Accou Select Appointment Type Select Movement Reason Part Time Permanent Appointed After Date Probation Session Undefined Volunteer v Screen clipping 7 Step 7 Reports Page 65 HRAdmin 2 User Manual Step 8 In the screen clipping 8 below we have selected the down arrow of the Select Movement Reason which contains a list of Movement Reasons available We selected All Reasons as we want to see all the Reasons staff moved Enter Report
87. t Sex DoB Maiden Name Nationality Languages Promotion Date 2003 05 14 v Disability Screen clipping 2 Step 3 Deleting an employee Page 36 HRAdmin 2 User Manual Step 3 Once you have done this a message will appear in the middle of the screen The message will be titled Confirm and it serves to warn you that once you select Yes to delete the record the action will be final and cannot be reversed Have a look at the screen clipping 3 below for an example of the Confirm warning dialog Personal Subhead Number PSN Employee Nr 21154 sr xe BRE Are you sure you wish to delete all the employee information The deletion cannot be undone Current Appointment AppointmentID 7303 Appointment Type Status c Appointment From Date ie SS Screen clipping 3 Step3 Deleting an employee Step 4 If you are sure that you want to delete this record press Yes with a single left click of the mouse to complete the process But if you are not sure that you want to delete this record press the No button to cancel the entire delete process Your Employee record once deleted will now be gone permanently Page 37 HRAdmin 2 User Manual 5 Appointment Data Administration 5 1 Adding a new appointment to a current employee In this chapter we are going to add a new appointment to an employee who is currently on our database Step 1 To edit an employee s record we first have to fin
88. t etta seen 71 7 2 3 Age Gender Distribution Detail eese nnne ennt 72 7 2 4 Age Gender Distribution State Summary eeeeeeeeeeeee eene 73 125 Current Appointments DEUS iieri ii ii 74 7 2 6 Current Appointments State SUMIMATY cccccccocnnccnonononannanonononanannnanonanananananononos 15 7 2 7 Current Appointments Summary ccccccssctscesesessscessccssessssssseccsscssssesecesees 76 7 2 8 Employee Details Appointment History eere enne TT 7 2 9 Employee Details Career Development eere 78 75210 Staf Movement Detallada 79 2 13 Stab Turn Over Dedica 80 1 2 12 Staff FUN Over State SUMMA Visits 81 7 2 13 Training and Course SUMIMN TVs lit 82 7 2 14 Training and Course Employee Details eere 83 7 2 15 Training and Course State Employee Details eee 84 7 2 16 Training and Course State Summary eese eere ennt ennn nenne 85 fa GCUSEOPRODOFLSunsasi d eue Mt nre lso 86 A O PE 86 7 3 2 ASSIGNING Facilities to Clusters eese eene enne ns 86 Page 1 HRAdmin 2 User Manual 8 TIMS Training Information Management System eeeeeeeeeee eene 89 St Career Ms in 89 8 1 1 TIMS Overview of Career ItemMS sseseseeseseseeseseseesesessesessesesessesesesseseseeseseseess 89 8 1 2 TIMS Adding a new Career lleM oooooccnnccnnnonunononn
89. the selected Record or Click the No button to abort deleting the record If you clicked Yes the record will disappear from the grid Page 118 HRAdmin 2 User Manual Editing a Posts Cadre Step 1 To edit a Post we have to start by looking at our main window See screen clipping 1 below Administration Reporting Application Screen clipping 1 Step 1 Editing Posts Page 119 HRAdmin 2 User Manual Step 2 Hold your mouse cursor over the Posts icon in the View console and click on it once with a single left mouse click A window with a list of posts will appear See screen clipping 2 below Administration ssi const Salary Facilities Grades Unknow n Undefin led l lone 08 03 2009 Herbs st Kobus k gt 2 Accountant Chief AM L13 03 0 1 2010 Herbst Kobus k ni 3 Accountant I AM L09 08 01 2010 Herbst Kobus k 4 Accountant II AM L08 08 01 2010 Herbst Kobus k 5 Accountant Principal AM L12 08 01 2010 Herbst Kobus k B 6 Accountant Senior AM L10 08 01 2010 Herbst Kobus k m 7 Administrative Officer Assistant AS L13 08 01 2010 Herbst Kobus k 8 Administrative Officer Chief AS L14 08 01 2010 Herbst Kobus k 9 Administrative Officer I AS L09 08 01 2010 Herbst Kobus k B 10 Administrative Officer II AS Los 08 01 2010 Herbst Kobus k 11 Administrative Officer Principal AS L12 08 01 2010 Herbst Kobus k mi 12 Administrativ
90. ur mouse See screen clipping 8 amp 9 below 1003 BA Accountancy test BA Accountancy Test 1119 BA Computer Technology BA Computer Technology 1004 BA Health Education amp Promotion BA Health Education amp Promotion 1005 BA Microbiology BA Microbiology 1006 BA Nursing BA Nursing 1122 BA Public Administration BA Public Administration ox 1007 BA Theatre Nursing BA Theatre Nursing Screen clipping 8 Step 8 Editing Career items Test 1003 IET Accountancy test ESTE countancy 1119 RA fC nmniiter Technnlnav RA fCnmniiter Technalnanv Screen clipping 9 Step 8 Editing Career items Page 139 HRAdmin 2 User Manual Step 9 Once you have finished editing the qualification you may select the End edit tick at the bottom of the screen by left clicking it once with a single left click of your mouse See screen clipping 10 below BA Computer Technology BA Health Education amp Promotion BA Microbiology BA Nursing 1122 BA Public Administration BA Public Administration m Record 1 of 137 7 End Edit l Screen clipping 10 Step 9 Editing Career items Page 140 HRAdmin 2 User Manual Step 10 If you are unhappy with your editing and would like to cancel it hold your mouse over the Cancel edit cross at the bottom of the screen and left click it once with a single left click of your mouse See screen clipping 11 below Career Post
91. utton See screen clipping 1 Employee Personal Subhead Number PSN Employee Nr 21154 Tite mr Frstname Natu semdwme rita e Surname sex Des 2 Current Nationality Languages mamoten Date L 7 E Disabled Disability Open Ple Number FestAppontmentDte 22 02 2012 Phone Number Original LGA Notes No PSN A Current Appointment Previous Appointments Placement Career Development AppointmentID 7303 Appointment Type Status Appointment From Date post Slory Grade Noth 12 Seay rod Hodfed On me gt Screen clipping 1 Step 2 Terminating an employee s appointment Page 47 HRAdmin 2 User Manual Step 3 Now you can click on the Terminate icon in the Appointment console at the top middle of the screen with a single left click of the mouse See screen clipping 2 below Add Appointment Screen clipping 2 Step 3 Terminating an employee s appointment Step 4 You will now find the Terminate Appointment menu appear in the middle of your screen See screen clipping 3 below You will now have to set the date of termination for your employee Click on the upside down black triangle next to termination Date to open the calendar See screen clipping 4 below To change the termination month click once with the left mouse button of the black triangles on the left or right of the month You can do the same with the year To terminate the employees appointment right now
92. ve re typed the new password you will notice this password is also written as several stars See screen clipping 9 below You now have to click on the OK button with a single click of your left mouse button Change Password New Password eese Repeat New PW trette OK Cancel Screen clipping 9 Step 3 Changing the HRAdmin User Password Note The password must be at least 6 characters long Step 4 You should now look at your Log on menu again See screen clipping 7 below Hold your mouse over the Password data field and click in it once with a single click of your left mouse button Once your cursor flashes in the Password data field type the new password in and click on the Ok button with a single click of your left mouse button Page 10 HRAdmin 2 User Manual ow cone Screen clipping 10 Step 4 Changing the HRAdmin User Password Page 11 HRAdmin 2 User Manual 3 3 Selecting and Connecting to a Database On installation your administrator will load and open the correct HRIS database If this was not done follow the steps below to ensure that you are working on the correct HRIS database Step 1 Click on the Connect icon in the Application group This will open a window with the heading Connect to Sql Ce Database Step 2 In this window click on the folder icon next to the File C V This will open your normal windows explorer with the window
93. w 9 Preview File View Background Staff Movement during Selected Period 7 Appointments Appointment Type Temporary Staff Movement Type All Reasons Employee Effective Start between 01 January 199 and 01 August2012 04 June 2013 Level 1 Unit MoH Level 2 Unit Baure LGA Level 3 Unit B Mutum Ward Facility Daje Clinic Post Description Dental Health Assistant Nr PSN Title initiats Surname Sex AppointmentType Movement Type Start Date secs ES MK Muhammad M Temporary appointment 01 04 2007 Level 3 Unit Baure Ward Facility Baure General Hospital Post Description Nursing Officer Nursing Superitendent Sister Nr Title Initials Surname 34214 0t mr far Jame M_ Temporaryappointment Current 14 10 2008 34215 09 IMG Tsavwan M_ Temporaryappoiniment Current 24 08 2009 Level 2 Unit Dandume LGA Level 3 Unit Dandume A Ward Facility Dandume PHC Post Description Health Attendant Sub Total Post Health Attendant 7 Page 1 of 6 Screen clipping 10 Step 10 Reports Page 68 HRAdmin 2 User Manual Step 11 When the print button is clicked the Printer selection dialog will appear You can then select a printer and other options available according to the printer available The report will be printed to the printer selected The button next to the print button is called the quick print button and will automatically print the repo
94. w which shows two calendars depending which operating system is used The description that follows is for Windows XP With the month in the top left corner the year in the top right corner the day to day calendar in the centre a button titled Today in the bottom left corner and a button titled Clear in the bottom right corner Should the employees appointment be from today onwards we may press the Today button in the bottom left corner by holding our mouse over the button and pressing it with a single left click of our mouse Should the appointment month be different from the current month displayed we should go to the previous month by clicking on the triangle in front of the month or we should go a month in advance click on the triangle behind the month The same rule applies to changing the appointment Year button found in the top right corner See screen clipping 8 for a change in day month and year Windows Vista and Windows 7 use different methods of selecting month and year selections Windows XP Windows 7 From EE OS 01 Iei From 35j06 2011 E June k 4 2005 gt c 77 7 03 June 2011 MTWTFSS Do 4 June 2011 k eee 6 7 8 910111 a Sun Mon Tue Wed Thu Fri Sat 13 14 15 16 17 18 19 Mika 20 21 22 23 24 25 265 1 27 28 29 30 5 6 7 8 11 12 13 14 15 18 19 20 21 2 23 24 25 Today Clear EN 26 27 28 29 30 d Screen clipping

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