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Administrator`s User Manual for OrangeHRM Version 3.0

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1. Figure 11 0 ESS Supervisor Entitlements menu To view his her own leave entitlement the ESS Supervisor has to click on Leave gt gt Entitlements gt gt My Entitlements He she can then search by Leave Type or Leave Period Clicking Search will show all available leave entitlements as shown in Figure 11 1 68 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrRmM My Leave Entitlements Leave Type Leave Feriod All l 2013 01 01 2013 12 31 Leave Type Entitlement Type Valid From Valid To Annual Leave Added 2013 01 01 2013 12 31 20 00 Total SLL Figure 11 1 ESS Supervisor My Entitlements To view a subordinates leave entitlement the Supervisor has to click on Leave gt gt Entitlements gt gt Employee Entitlements and then type in the name of the subordinate under Employee and select the Leave Type and Leave Period as shown in Figure 11 2 Leave Entitlements Employee Leave Type Leave Period James Olsen All A 2013 01 01 2013 12 31 Figure 11 2 ESS Supervisor Subordinate Entitlement Search 69 Copyright 2013 OrangeHRM Inc All Rights Reserved CA QrangeHrM Clicking Search will then show the leave that has been entitled to that subordinate as shown in Figure 11 3 Leave Entitlements Employee Leave Type Leave Feriod James Olsen All 2013 01 01 2013 12 31 Search Leave Type Entitlement Type Valid From Valid To Annual Leave Added
2. Leave Period 2013 01 01 2013 12 31 Entitlement Cancel Figure 10 5 Add Leave Entitlement to an employee If the Admin selects Add to Multiple Employees then the Employee field gets replaced with a Location and Sub Unit field The Admin can now select a specific location and a sub unit and assign a leave entitlement for a certain Leave Type to all employees in that location and sub unit by clicking Save as shown in Figure 10 6 Add Leave Entitlement Add to Multiple No matching employees Employees Location All O Sub Unit All Leave Type Annual Leave neal Operations PESE asia 2013 01 01 2013 12 31 Entitlement A Cancel Figure 10 6 Add Leave Entitlement to Employees by Location and Sub Unit Copyright 2013 OrangeHRM Inc All Rights Reserved 66 Cd QrangeHrM To view an employee s leave entitlement the HR Admin can click on Leave gt gt Entitlements gt gt Employee Entitlements as shown in Figure 10 7 The Admin can type in the Employee name and select the Leave Type from the drop down as well as the Leave Period Leave Entitlements Employee Leave Type Leave Period John Smith All e 2013 01 01 2013 12 31 Annual Leave Maternity Leave Sick Leave Figure 10 7 Search Employee Entitlements Clicking Search will pull up all the leave that that particular employee has been entitled as shown in Figure 10 8 Clicking Add wi
3. 2013 04 03 2013 04 03 2013 04 03 2013 04 03 2013 04 03 2013 04 03 Description Admin marked the offer as declined for Vacancy for Controller Admin offered the job for Vacancy for Controller Admin marked Controller First Interview as passed for Vacancy for Controller Admin scheduled Controller First Interview on 2013 04 05 at 14 00 with Jennifer Brown for Vacancy for Controller shortlisted for Vacancy for Controller by Admin Admin assigned the job vacancy Vacancy for Controller Figure 17 7 Candidate s History 105 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Hire The HR Admin or the Hiring Manager may choose to hire the candidate at this point To hire the candidate click Edit and select Hire from the Action drop down menu and the screen as shown in Figure 17 8 will appear Hire Candidate Name Anne Clinton vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Job Offered Notes Fast track to team lead management potential Figure 17 8 Hire You may add a note and click Hire to confirm the action Click Back and the action will be reflected under Candidate s History as shown in Figure 17 9 Candidate s History Performed Date 2013 04 03 2013 04 03 2013 04 03 2013 03 29 2013 03 29 2013 03 29 Admin hired Anne Clinton for Vacancy for Controller Admin offered the job for Vacancy for Control
4. If the country is United Sates you can select from the drop down or you need to enter it manually ZIP Code Home Telephone Mobile 10 Work Telephone 11 Work Email 12 Other Email See oe ee RS Once you completed this form click Save Emergency Contact Contact details of an employee which will be needed during an emergency can be entered here Select Emergency Contacts from the Employee Details column and the screen as shown in Figure 6 8 will appear Add Emergency Contact Name Michael Olsen Relationship Father Home Telephone 1245 691 4531 Mobile Work Telephone Cancel Figure 6 8 Add Emergency Contact Copyright 2013 OrangeHRM Inc All Rights Reserved 43 a OrangeHrom Enter the Name of the person you wish the company to contact in case of emergency the Relationship of the employee to the contact person provided and a Home Telephone or Mobile Number the company can reach him her Click Save once the fields are added the emergency contact will be listed as shown in Figure 6 9 Assigned Emergency Contacts El Name Relationship Home Telephone Mobile Work Telephone E Michael Olsen Father 1 245 691 4531 Attachments Figure 6 9 Assigned Emergency Contacts You may add multiple entries of emergency contact person To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries a
5. You may view location details by clicking on Location Name a rme oy e Las e ee e Drumer Emane Fr HQ 10 California United States 23156234757 London London United Kingdom 442011134545 0 Figure 2 8 Location List To delete a location click on the check box next to the location name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Structure This feature allows the admin to define the hierarchy of the company by defining sub units Since the parent company is already defined in the General Information it would automatically appear in the Company Structure screen Note You need to define the company name of the parent company before you create the Company Structure 18 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrm To add a sub unit to the company structure go to Admin gt gt Organization gt gt Structure and click on as shown in Figure 2 9 and the screen shown in Figure 3 0 would appear Organization Structure Figure 2 9 Add Sub Unit OrangeHRM Add Unit Unit ld Woo Name IT Division Description ae unit will be added under U001 American Company Pvt t Cancel Figure 3 0 Sub Unit Details Note Company Structure may be defined according to the company s specifications and hierarchy When entering the fields you need to specify if the sub unit
6. gt Configure gt gt Leave Period and a screen as shown in Figure 9 8 will appear Click Edit to enter fields Leave Period start Month January start Date J End Date December 31 Current Leave Period 2013 01 01 to 2013 12 31 Reguired field Figure 9 8 Define Leave Period 61 Copyright 2013 OrangeHRM Inc All Rights Reserved S You can define the Start Month and Start Date from the drop down menus The system will automatically set the End Date as to have a one calendar year leave period Click Save and the current leave period will be stated below the End Date This will be the default leave period Leave Types Through this section the admin and any other user with admin rights will be able to define leave types which are compatible with the HR policies of the company To add leave types go to Leave gt gt Configure gt gt Leave Types and the screen as shown in Figure 9 9 will appear Click Add to enter a field Once the field is added click Save By clicking the Is Entitlement Situational option that leave type will be excluded from reports unless there is some activity e g maternity leave jury duty leave Add Leave Type Name Annual Leave Is entitlement situational Gaal Cancel Figure 9 9 Add Leave Type Once a leave type is added it will be listed as shown in Figure 10 0 You may add multiple entries of leave types You may
7. Attachment and selecting a file from a relevant path and upload the following file by clicking Upload You may also terminate the employment of an employee by clicking Terminate Employment and the screen as shown in Figure 7 5 will appear Terminate Employment Reason Other mma Contract Not Renewed Date Deceased Dismissed Laid off Mote Physically Disabled Compensated Resigned Resigned Company Requested Resigned Self Proposed Retired Confirm Cancel Figure 7 5 Terminate Employment You may select the employment Termination Reason the Date the current date is the default date the employee was terminated and a note regarding the termination of employment The termination reasons have been pre defined under Configuration gt gt Termination Reasons Click Confirm to confirm the termination The employee name will no longer appear in the employee list database Salary Information with regards to salary of an employee is entered here To define the employee s salary information select Salary from the Employee Details column and the screen as shown in Figure 7 6 will appear 48 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Salary Component Pay Grade Level 1 Salary Component Basic Pay Frequency Monthly eal irr rm Currency United States Dollar Amount 40000 Min 40000 Max 50000 Comments Add
8. Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrM Once you click Save the screen as shown in Figure 13 4 would appear and project activities can be added for the particular project To add a project activity Click Add and Save once the field is added Activities Activity Name Figure 13 4 Add Project Activities You may also copy a project activity from another project using the Copy From option To copy a project activity from another project click Copy From fill in the desired Project name that you wish to copy an activity from select the required Activity from the list and then add the activity that needs to be copied by clicking on Copy as shown in Figure 13 5 Copy Activity Project Name Citibank Project A Vendor Management Cancel Figure 5 13 Copy Project Activity The selected project activity will then be added to the list of project activities as shown in Figure 13 6 Activities Copy From Activity Name C Recruitment E Vendor Management Figure 13 6 Copied Project Activity Listed A list of projects for a particular customer will then be listed as shown in Figure 13 7 You may also add multiple entries of projects To delete an entry click on the check box next to the Customer name It is also 83 Copyright 2013 OrangeHRM Inc All Rights Reserved S possible to delete multiple entries at the same time by clicking the che
9. Employment Status The default job title sub unit employment status is All You may also select the date range you want to view the report for Click View and the screen as shown in Figure 16 1 will appear Attendance Total Summary Report Employee Name Kevin Ryan From 2013 04 01 To 2013 04 05 Employee Name Time Hours Kevin Ryan Total Figure 16 1 Attendance Summary Report 96 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 9 0 Recruitment Module The Recruitment Module manages the recruitment process of a company The Admin can create Vacancies which will be listed on the link via jobs php A link has to be made on the website to take the applicant to jobs php When applicants are rejected approved or when interviews are scheduled mails are sent to them Successful applicants are added to the system 9 1 Candidates Here the Admin can view the overall status of employee s applications and search for candidates using the criteria provided To perform a candidate search go to Recruitment Module gt gt Candidates and the screen as shown in Figure 16 2 will appear Candidates Job Title Hiring Manager All A All Candidate Name Date of Application From To yyyy mm dd yyyy mm_ dd Method of Application Figure 16 2 Candidates e Job Title search for the candidates who have applied for a specific job title that may not be necessar
10. Ifan employee is an Admin user or ESS Supervisor or then he she will see an extra menu item under Leave gt gt Entitlements called My Leave Entitlements and Usage Report Figure 11 8 Reports Leave List Assign Leave mn pm es ee LAr os J m m mg m pm m oe eae H el ba 1 ep x il a ee Te ELE Si ee ee i im Baf t i ial it T Sar far ir My Leave Entitlements and Usage Report Figure 11 8 Admin Employee and ESS Supervisor menu view 72 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHRM The user can select the Leave Period under the From dropdown menu and then click on View The following screen will appear as shown in Figure 11 9 My Leave Entitlements and Usage Report From 2013 01 01 2013 12 31 2013 01 01 2013 12 31 2014 01 01 2014 12 31 View Leave Type Leave Entitlements Leave Pending Approval Leave Schedule Leave Taken Leave Balance Days Days Days Days 0 0 00 0 00 d Annual 00 20 00 Leave Sick Leave i 0 00 Figure 11 9 My Leave Entitlements and Usage Report If the user is an ESS User then he will see the following menu Figure 12 0 Figure 12 0 My Leave Entitlements and Usage Report The ESS user can then select the Leave Period under the From dropdown menu and can then click on View as shown in Figure 12 1 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom My Leave Entitlements and Usage Repor
11. Not Writeable Symilony cache Write Permissions for Not Writeable symiony log Maximum Session idle Time OK le before Timeout Register Globals tumed off OK Memory allocated for PHP scnpt ORK Web server allows Maccoss Not enabled This makes Oranga HRM tles vulnerable to security attacks Web server requires write privilege to the following directory Vvanwernw copmiive 2 5 menge 2 6 10Aib conts After Installation 4 A Blank Page Displayed This might be due to several reasons e You might be using an older version of Internet Explorer e JavaScript might be disabled in your browser e You might be using IIS or a different web server We recommend Apache server or you could install xampp wamp package instead e You might have to increase the PHP and MySQL parameters Please visit the following link to change parameter values https wiki orangehrm com index php 38 29 How to increase PHP and MYSQL performance par ameters 3F Take backups of php ini and my ini or my cnf files before making any changes 117 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM While Using OrangeHRM 5 Web Page Time Out A The connection has timed out The server at N is taking too long to respond a The site could be temporarily unavailable or too busy Try again in a few moments If you are unable to iad any pages check your computer s network connection If your computer or network is pro
12. Personal Details Screen American Marital Status Single Date of Birth 7990 03 29 Smoker Copyright 2013 OrangeHRM Inc All Rights Reserved 32 A QrangeHrM Custom Fields This feature allows the Admin to customize and add fields to all the screen of the PIM Module that may be specific and relevant to the company To add a custom field go to PIM gt gt Configuration gt gt Custom Fields click Add and the screen as shown in Figure 5 4 will appear Add Custom Field Field Name Preferred Contact Details Screen Contact Details Pe Drop Down Select Options Email Mobile Landline Enter allowed options separated by co Figure 5 4 Add Custom Field Define the Field Name you want to add the Screen you want the field to appear in the mode of entering the data whether it s a Drop Down selection or Text or Number and the if it s a Drop Down the options the employees can select from Click Save once you have entered the details and the fields defined for a particular screen will then be added The entry added will then be listed as shown in Figure 5 5 You may add a maximum of 10 fields per screen Defined Custom Fields ocreen Field Type Contact Details Drop Down Figure 5 5 Define Custom Fields 33 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may also add multiple entries of custom fields To delete a custom field click o
13. Reserved A QrangeHrM in Figure 14 3 will appear The ESS Supervisor will only see the timesheets submitted by his her subordinate Select Employee Employee Name View Timesheets Pending Action James Olsen 2013 04 01 to 2013 04 07 Figure 14 3 ESS Supervisor View Timesheet Details The supervisor may search and view employee s timesheet through the Select Employee and by entering the employee name and clicking View Timesheet with pending action can also be viewed on the screen Click View to see the details of the timesheet under Timesheets Pending Action and the screen as shown in Figure 14 4 will appear Timesheet for James Olsen for Week 2043 04 01 to 2013 04 07 ir Add Timesheet SS ST A e ae e a o r Citibank Project A Vendor Management 0 00 17 00 UBS Project B Recruitment 4 3 4 3 0 00 18 00 Status Submitted Timesheet Action Comment Figure 14 4 ESS Supervisor View Edit Approve Reject Timesheet 87 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom The supervisor can approve or reject a timesheet and also enter a comment They can also edit the timesheet by clicking Edit if there are any discrepancies before approving or rejecting the timesheet Once approved or rejected the particular employee will also be updated with the status and the status will change from Submitted to either Approved or Rejected The actio
14. Rights Reserved Cd QrangeHrRM Add Employee Full Name Fimer Employee ld 0003 Photograph C Users orangehrm D Create Login Details User Name 3 jolsen Password oeeeee E necu Confirm Password N e Status Enabled Figure 6 2 Add Employee Enter the relevant fields and you may also add a picture of the employee To add a picture click on Choose File and select the picture from the relevant path and click Open Employee code is generated automatically but can be changed if required You may also create a user login for the employee through this screen Note Please note that the maximum file size of the picture cannot exceed 1 megabyte Click Save once completed Employee s Personal Details The following information needs to be obtained from each employee to create a complete employee profile that may be used by the company These features are explained in details as we go on 39 Copyright 2013 OrangeHRM Inc All Rights Reserved Kd OrangeHrmM Personal Details Contact Details Emergency Contacts Dependents Immigration Job Salary Report to Qualimcations Memberships Figure 6 3 Employee Details Column Personal Details One you have added and saved the employee name with his her picture and the user logins the screen as shown in Figure 6 4 will appear You can also edit the personal details listed below by clicking Edit on the bottom of the scre
15. Subscription Amount Subscription Commence Date Subscription Renewal Date Company 4000 00 USD 2013 01 01 2013 12 31 Company 1500 00 USD 2012 01 01 2013 12 31 Figure 9 6 Assigned Memberships You may enter multiple entries of memberships To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from a relevant path and upload the following file by clicking Upload 59 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrmM 7 0 Leave Module A comprehensive leave management module with extensive possibilities of defining leave types company holidays applying for and assigning of leave for the employees of the company It caters for all application and approval processes and is able to display information on leave entitlement balance history etc The functionality of the Leave Module differs depending on the rights of the user The Leave Module will be described from the perspective of an administrator an ESS User who is a supervisor and the normal ESS user The Admin can View Leave Entitlements for each employee and entitle leave days of each available type Generate Leave Entitlement
16. as his her subordinates ESS Employee e Has no access to the PIM module but can view his personal details under the My Info Module 6 1 Configuration This allows the HR Admin to add optional fields and custom fields to the module define various termination reasons reporting methods and import data from CSV Optional Fields This feature allows the admin to add fields to the Personal Details screen that may be specific to the company or country To configure the Optional Fields settings go to PIM gt gt Configuration gt gt Optional Fields and the screen as shown in Figure 5 2 will appear 31 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Configure PIM Show Deprecated Fields Show Nick Name Smoker and Military Semice in Personal Details Country Specific Information Show SSW field in Personal Details E Show SIN field in Personal Details E Show US Tax Exemptions menu Figure 5 2 Optional Fields Configuration You may click on the checkbox beside the field you want to add and click Save once the fields are selected The field s selected will then be reflected under the Personal Details screen as shown in Figure 5 3 Personal Details Full Name Employee ld Boucher Other Id Driver s License Number py 9369 4349 License Expiry Date 9020 03 10 Gender Male Female Nationality Nick Name Military Service Figure 5 3 Optional Fields added to
17. details click Save and the following salary components with the direct deposit details will be listed as shown in Figure 7 8 Assigned Salary Components E Basic Monthly United States Dollar 40000 Direct Deposit Details Account Number Account Type Routing Number Amount 67834248911 Savings 15147 40000 00 Attachments Add Figure 7 8 Assigned Salary Components 50 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may enter multiple salary components To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from a relevant path and upload the following file by clicking Upload Report To Here you can define to whom the particular employee will report to or who his subordinates are Once this is done the particular supervisor will be able to view the following when he logs in PIM of the particular employee Leave Summary of his subordinates Leave List of his subordinates Attendance Report of his subordinates Time Sheets of his subordinates You can set an employee to report to more than one supervisor and a supervisor can have many subordinates who report to
18. do so select Reject from the Action drop down menu and click Save and the screen as shown in Figure 16 7 will appear 100 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrmM Reject Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Shortlisted Notes Figure 16 7 Reject Schedule Interview Once a candidate is shortlisted they can now be scheduled for an interview to schedule an interview select Schedule Interview from the Action drop down menu and the screen as shown in Figure 16 8 will appear Schedule Interview Candidate Name Dale Johnson Vacancy Name Vacancy for Controller Current Status Interview Scheduled Interview Title Controller First Interview Interviewer Name Add Another Jennifer Brown aus 2013 04 05 ren ise Please attend the interview on time and in formal attire Thank you Figure 16 8 Schedule Interview 101 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Enter the following fields and click Save Click Back and the following action will then be reflected under Candidate s History as shown in Figure 16 9 Candidate s History 2013 04 03 Admin scheduled Controller First Interview on 2013 04 05 at 14 00 with Jennifer Brown for Vacancy for Controller 2013 04 03 Shortlisted for Vacancy for Controller by Admin 2013 04 03 Admin assigned th
19. gt Configure gt gt Holidays and click Add a screen as shown in Figure 10 2 will appear Add Holiday 1 openi Name Christmas Date 2013 12 25 Repeats Annually Full Day Half Day Full Day Cancel Figure 10 2 Add Holiday Enter the Name of the Holiday the Date it will occur and checking the Repeats Annually will mean that the holiday will occur on the same date in the following years and select whether the holiday stated will be considered as a Full Day Half Day holiday Click Save once you have defined the holiday Once a holiday is added it will be listed as shown in Figure 10 3 You also have the option to also Search for the holidays that are occurring for a particular leave period Holidays 2013 01 01 To 2013 12 31 OS a Ropeas anaan Yes Halloween 2013 08 31 Full Day Christmas 2013 12 25 Full Day Yes Figure 10 3 Holiday List 64 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom You may add multiple entries of holidays You may view edit holidays by clicking on the Holiday name To delete a holiday click on the check box next to the Holiday name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 7 2 Leave Entitlements This feature allows users to add Admin Users only and view employee leave
20. him To define the supervisors and the subordinates of a particular employee select Report to from the Employee Details column and the screen as shown in Figure 7 9 will appear Assigned Supervisors No Records Found Assigned Subordinates No Records Found Attachments Add Figure 7 9 Report to 51 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrM To assign a supervisor subordinate for a particular employee click Add under Assigned Supervisors or Assigned Subordinate and the screen as shown in Figure 8 0 and Figure 8 1 will appear respectively Add Supervisor Name Kevin Ryan Reporting Method Figure 8 0 Add Supervisor Add Subordinate Name John Smith Reporting Method Direct Cancel Figure 8 1 Add Subordinate Enter the Name of the supervisor subordinate and select from the Reporting Method selections Click Save once the fields are entered Once the supervisor subordinates have been defined they will be listed as shown in Figure 8 2 Assigned Supervisors Kevin Ryan Assigned Subordinates John Smith Direct Attachments Add Figure 8 2 Assigned Supervisors Assigned Subordinates 52 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may enter multiple entries of supervisors or subordinates for a particular employee To delete an entry click on the check box next to particular
21. is expired in between requests sent to the web server Increase the session lifetime You may have to contact a system administrator if you are only given limited access 4 Ihave entered the username and password but nothing happens JavaScript is either disabled or unsupported in your browser You need to use a JavaScript enabled browser to use OrangeHRM Please visit http enable javascript com to enable JavaScript in your browser 5 Why can t I access OrangeHRM after I install one click installer e Please check if you have installed other web server software like IIS Sun Web Server etc 119 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom e Ifyou have other servers check the ports used by each server They need to run in different ports Please make sure you are accessing OrangeHRM through the correct port Ex If the port apache server uses for http is 8080 your address should be http localhost 8080 OrangeHrm version e Ifnot you might have given a hostname when installing the exe Ex Say the name given was testserver Then you should try the url http testserver orangehrm e One other option would be to check whether the service is indeed running e Run services msc in windows run dialog box and check in the list whether the service apache is running e Check whether software like Skype is running as it will occasionally prevent startup of web server 6 Howto increase PHP and MY
22. is a Department Division or Team Once you have entered the field click Save and the Sub Unit will appear as shown in Figure 3 1 Organization Structure Figure 3 1 Sub Unit Structure You may also add further sub units by clicking option next to the relevant fields to indicate the hierarchy levels of the company and create a pyramidal structure of your organization as shown in Figure 3 2 19 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom Organization Structure Uog American Company Pvt Ltd E ugg IT Dwision X H Accounts Division X Audit x Figure 3 2 Company Structure Hierarchy To delete an entry you can simply click x next to the relevant sub units Click Done below the screen to save the information You can also collapse expand the sub units by clicking on the and on the right hand side of the sub units to further view the company structure hierarchy 5 4 Qualifications This feature allows you to define all information with regards to employees qualifications The sub menu consists of e Skills e Education e Licenses e Languages Skills You can define various sets of skills which can be later used on the PIM Module To add an entry go to Admin gt gt Qualifications gt gt Skills and click Add and a screen as shown in Figure 3 3 would appear Click Save once the fields are added 20 Copyright 2013 OrangeHR
23. shown under My Records To view details go to Time gt gt Attendance gt gt My Records and the screen as shown in Figure 15 2 will appear 91 Copyright 2013 OrangeHRM Inc All Rights Reserved F OrangeHrom My Attendance Records Date 2013 04 02 Figure 15 2 View My Records Enter the date you want to view the attendance record and the screen as shown in Figure 15 3 will appear Punch In Note Punch Out Note Duration Hours E 2013 04 05 17 26 00 2013 04 05 21 29 00 GMT GMT 5 5 5 5 Total Figure 15 3 My Records in Details If the HR Admin has configured the attendance settings the following options Edit and Delete could be seen and selected To edit the record click Edit and to delete the record click on the checkbox beside the record and click Delete Employee Records This feature is available to both ESS Supervisor can view his her subordinates attendance records and HR Admin can view all employees attendance records To view employee records go to Time gt gt Attendance gt gt Employee Records and the screen as shown in Figure 15 4 will appear View Attendance Record Employee Name Kevin Ryan Date 2013 04 02 Figure 15 4 View Employee Records 92 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may enter the Employee Name and the Date you want to view the attendance record for and the screen as shown in Figur
24. the current resume o Replace Current replace current resume with another resume for which you will be prompted to upload another resume document gt Keywords used to search for candidates with specific qualifications needed for a particular vacancy Comment gt Date of Application date of which the application was created VVVVV WV The default application status is Application Initiated and the HR Admin can perform the following action for the particular candidate e Shortlist e Reject 99 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrM Shortlist The Admin or the Hiring Manager can choose to shortlist a particular candidate Select Shortlist from the Action drop down menu and the screen as shown in Figure 16 5 will appear Shortlist Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Application Initiated Notes For training Figure 16 5 Shortlist Click Shortlist to shortlist the candidate Click Back to shown the candidate s application history The following action will be reflected under Candidate s History as shown in Figure 16 6 Candidate s History 2013 04 03 shortlisted for Vacancy for Controller by Admin 2013 04 03 Admin assigned the job vacancy Vacancy for Controller Figure 16 6 Candidate s History Reject Alternatively the Admin or Hiring Manager can turn down an application To
25. the week period for the timesheet you can now enter the timesheet details by clicking Edit and the screen as shown in Figure 13 9 will appear 84 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrM Edit Timesheet for Week 2013 04 01 SS E E E E E Citibank Project A Vendor Management UBS Project B Recruitment z 4 Figure 13 9 Edit Timesheet Note Project Info needs to be defined first to enable employees to add a timesheet for the projects he she was assigned to They can select from the Project Name and Activity Name that was assigned to him her and enter the number of hours spent for each activity for the whole week You may also add a row by clicking Add Row to enter another timesheet record for another project activity Click on the checkbox beside the project name before you click Save to save the following records and the screen as shown in Figure 14 0 will appear Timesheet for Week 2043 04 01 to 2013 04 07 m Att timesheet a e a Citibank Project A Vendor Management 0 00 17 00 UBS Project B Recruitment 4 s 4 4 3 0 00 18 00 Status Not Submitted Figure 14 0 Save Timesheet You may also remove a particular record after the timesheet has been saved by clicking Edit and the screen as shown in Figure 14 1 will appear Click on the checkbox for the particular row you want removed and click Remove Rows and the record will no longer a
26. view edit leave type by clicking on the Leave Type name 62 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom leave Types Leave Type Annual Leave Maternity Leave sick Leave Figure 10 0 Leave Types List To delete a leave type click on the check box next to the Leave Type name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Work Week The HR Admin and any other users with admin rights will be able to define the work weeks for all employees To define work week go to Leave gt gt Configure gt gt Work Week and the screen as shown in Figure 10 1 will appear Click Edit to define the work week In this feature you can define the days that the company operates whether they are Full Day Half Day Non Working Day Work Week Monday Full Day Tuesday Full Day Wednesday Full Day Thursday Full Day Friday Full Day Saturday Non working Day Sunday Figure 10 1 Define Work Week Non working Day Click Save once you have configured the work week settings 63 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrmM Holidays The HR admin and other users with admin rights can define holidays that will be applicable to the entire company and will be taken into consideration while calculating leave duration To define Holidays go to Leave gt
27. 2 2 Admin ESS Supervisor Leave List Click Save once an action has been selected The following leave request in which an action has been applied will no longer appear in the leave list as shown in Figure 12 3 A mail will be then sent to the employee and he can view the status of his leave application Employee Name Leave Leave Number of Status Comments Actions Type Balance Days IEEE Mo Records Found Figure 12 3 Leave Status Notified to Employee Alternatively you may action the following leave request by selecting an action from the drop down menu of Actions or you may click the Date Status to view the a detailed information of the leave request and action them individually as shown in Figure 12 4 Select necessary actions to the leave request and click Save Leave Request 2013 04 17 to 2013 04 19 Kevin Ryan Leave Duration Sta Comments Actions Balance Hours Days 2013 04 17 Annual 9 00 Pending Approval Select Action Leave 2013 04 18 Annual 00 Pending Approval Select Action e Leave 2013 04 19 Annual Li 9 Pending Approval Select Action Leave Select Action Figure 12 4 Leave Request in Detail 15 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM Once the necessary actions have been made to the leave requests they will no longer appear in the leave list A mail will be then sent to the employee and he can view the status of his leave appl
28. 2013 01 01 2013 12 31 20 00 Figure 11 3 ESS Supervisor View of Subordinate Entitlement ESS Employee View of Leave Entitlements An ESS Employee is only able to View his leave entitlement when he she logs in To view go to Leave gt gt Entitlements gt gt My Entitlements and a screen as shown in Figure 11 4 will appear My Leave Entitlements Leave Type Leave Period 2013 01 01 2013 12 31 Leave Type Entitlement Type Valid From Valid To Annual Leave Added 2013 01 01 2013 12 31 20 00 Total 20 00 Figure 11 4 ESS Employee View of Leave Entitlements 70 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrM 7 3 Reports This feature allows users to generate Leave Entitlements and Usage Reports of employees The HR Admin can select between two main criteria when generating reports Leave Type and Employee Figure 11 5 1 Leave Entitlements and Usage Report Generate For Select Leave Type Employee Figure 11 5 1 Generate Reports For If the HR Admin selects Leave Type he will then be presented with the following fields to select from Figure 11 5 2 Leave Entitlements and Usage Report Generate For Leave Type From Job Title Leave Type Annual Leave 2013 01 01 2013 12 31 i All Location Sub Unit Include Past Employees E All Figure 11 5 2 Leave Type Report Generation view Once the appropriate fields are selected the Admin can then c
29. Direct Deposit Details E Figure 7 6 Add Salary Component Enter the following fields e Pay Grade the pay grade category that the employee falls under Pre defined under Admin Module e Salary Component The different compensation that an employee obtains from the company e Pay Frequency The frequency that an employee is paid his her salary e Currency The currency that employee is paid in pre defined under Admin Module e Amount based on an employee s pay grade category a minimum and maximum salary amount is specified Pre defined under Admin Module and cannot be less than or greater than the specified amount e Comment you may enter any important comment regarding the salary information 49 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom gt Direct Deposit If salaries of employees are to be transferred or deposited into accounts those details can be specified here Add Direct Deposit Details Account Number 67834242911 Account Type Savings Routing Number 15147 Amount 40000 Figure 7 7 Add Direct Deposit Details Click on the Add Direct Deposit Details check box and enter the following details o Account Number o Account Type Savings Checking Others If Others is selected you need to specify other account types that an employee may have o Routing Number routing number of the checks o Amount the amount to be deposited Once you have entered the following
30. Fay Grade Currency Level 1 United States Dollar Utd Arab Emir Dirham E Level United States Dollar Figure 1 9 Pay Grades List To delete a Pay Grade click on the check box next to the Pay Grade name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Employment Status Employment Status allows you to define the status of employment employees are hired for or if they are terminated To add an entry go to Admin gt gt Job gt gt Employment Status and click Add and a screen as shown in Figure 2 0 would appear Click Save once the field is added 13 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Add Employment Status Name Regular Contract Save Cancel Figure 2 0 Add Employment Status A list of Employment Status as shown in Figure 2 1 would appear once an Employment Status is added To edit an employment status click on the Employment Status name Employment Status Employment Status Freelance Full time Contract Full Time Permernent Full Time Probation Part Time Contract Part Time Internshi Figure 2 1 Employment Status List To delete an Employment Status click on the check box next to the Employment Status name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clic
31. Licenses You can define various types of licenses which can be later used in the PIM Module To add an entry go to Admin gt gt Qualifications gt gt Licenses and click Add a screen as shown in Figure 3 7 would appear Click Save once the field is added 22 Copyright 2013 OrangeHRM Inc All Rights Reserved F OrangeHrom Add License Name Certiied Management Accountant Cw Figure 3 7 Add License Type A list of license type s as shown in Figure 3 8 would appear once a License type is added You may also add multiple entries of licenses Licenses Figure 3 8 Licenses List To delete a license type click on the check box next to the License name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Languages Different types of languages that employees in your company speak can be defined here and can be used in The PIM Module later To add an entry go to Admin gt gt Qualifications gt gt Languages and click Add a screen as shown in Figure 3 9 would appear Click Save once the field is added 23 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrmM Add Language palace English Figure 3 9 Add Language A list of languages as shown in Figure 4 0 would appear once a Language type is added You may also add multiple entries of languages Langu
32. M You may add multiple entries of immigration documents To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from a relevant path and upload the following file by clicking Upload Job You could describe the role of the employee in the company through this feature To define the employee s job select Job from the Employee Details column and the screen as shown in Figure 7 4 will appear Click Edit to enter the job details of the employee Enter the following fields and click Save once done Job Category Job Job Tithe Operatons Execute Job Specification Not Defined Empl int Status da a acta Full Teme Permanent Professionals Joined Date 3010 04 01 Sub Unit Operations eam New York Headquarters Employment Contract Start Date 2010 02 09 SIL ine 2013 04 30 Contact Details Mot Defined Terminate Employment Attachments Figure 7 4 Job Copyright 2013 OrangeHRM Inc All Rights Reserved 47 a QrangeHrmM You may also upload any attachment that would support the details you have entered on the form by clicking Add under the
33. M register yourself to receive additional support and services from OrangeHRM Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Step 3 Login to the OrangeHRM System Login to the OrangeHRM system by using the Administrator account that you created during the installation process 4 0 The System Log in to the OrangeHRM System using the Administrator account that you created d QrangeHrM OPEN SOURCE HR MANAGEMENT Username t Password Forgot your password OrangeHRM ver 3 0 1 OrangeHRM Inc 2005 2013 All rights reserved in T a Figure 1 0 Login Panel Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 5 0 Admin Module The Admin Module provides you with full control of all settings that affect the action of your OrangeHRM implementation Through the Admin Module you can Define the company hierarchy pay grades work shifts projects memberships qualifications etc Add other administrators and set access levels for each user Handle security issues Configure email notifications Configure language localization and date format that will be reflected throughout the whole system Enable Disable Module display The Admin Module is the central control of the system and setting it up accurately is important for smooth operation Admin User Management Job Organization Qualifications Nationalities Configuration Figure 1 1 Admin Module The Admin M
34. M Inc All Rights Reserved OrangeHrom gt License Here you can enter the licenses an employee can have To enter an employee s licenses select Qualification under the Employee Details column and click Add under License and the screen as shown in Figure 9 1 will appear Add License License Type Certified Management Accountar iw License Number 67564 Issued Date 3010 04 01 rm Expiry Date 2017 04 01 rm Required field Save Cancel Figure 9 1 Add License Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 9 2 License eg r cr E Certified Management Accountant CMA 2010 04 01 2017 04 01 Figure 9 2 Licenses You may enter multiple entries of licenses To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete gt Attachments Supporting documents of a particular employee that might be needed by the management can be attached here For example you can attach documents like personal profile certificates or the resume of an employee 57 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom Please note that each document cannot exceed 1 megabyte but you can attach more than one document To attach click Browse select the file and
35. M Inc All Rights Reserved Cd QrangeHrmM Add Skill Name Description Save Cancel Figure 3 3 Add Skill A list of skill s as shown in Figure 3 4 would appear once a Skill is added You may also add multiple entries of skills Skills C Adobe Software Suite AutoCAD Leadership Marketing Microsoft Visio SE Figure 3 4 Skills List To delete a skill click on the check box next to the skill name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Education You can define various types of educational qualifications which can be later used in the PIM Module To add an entry select Admin gt gt Qualifications gt gt Education and click Add a screen as shown in Figure 3 5 would appear Click Save once the field is added 21 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd OrangeHrom Add Education Level Figure 3 5 Add Education A list of education as shown in Figure 3 6 would appear once an Education entry is added You may also add multiple entries of skills Education Figure 3 6 Education List To delete education type click on the check box next to the Education name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete
36. Performance Review Submissions Click on a notification type to add subscribers Click on Edit button to enable notifications Figure 4 6 HR Admin Notification Subscription The HR Admin may also add other subscribers to the following notifications by clicking on the notification types and you will be directed to the screen as shown in Figure 4 7 Once the fields are added click Save Add Subscriber Name Lisa Jones Email lias jones gmail com Cancel Figure 4 7 Add Subscriber The entry will then be listed as shown in Figure 4 8 and multiple entries of subscribers for a particular notification type may also be added or deleted subscribers Leave Applications Name Email Lisa Jones lias_jones qmail com Figure 4 8 Subscriber List for a Notification Type 28 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom When you click Back you will be directed to the Email Notification screen as shown in Figure 4 9 with the added notification subscriber reflected on the screen Email Notification Notification Type Subscribers Leave Applications Lisa Jones lt lias jones gmail com Leave Assignments Leave Approvals Leave Cancellations Leave Rejections Performance Review Submissions Figure 4 9 Email Notification List of Subscribers Localization Language Localization This feature enables the HR Admin to configure the language settings and translate the O
37. SQL performance parameters Please refer https wiki orangehrm com index php 38 29 How to increase PHP and MYSQL performance paramete rs 3F 7 Unable to click on buttons in the OrangeHRM application The error is encountered when JavaScript and other active scripting components are disabled in your Browser Please visit http enable javascript com to enable JavaScript in your browser For more information please visit https wiki orangehrm com index php Orange FAQ Please contact us on sales orangehrm com for more information 120 Copyright 2013 OrangeHRM Inc All Rights Reserved
38. V V WV 107 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom gt Publish in RSS Feed and Webpage you may publish the vacancy of RSS feed and on the company s webpage The following links will appear to show the pathway of the job that was posted as shown in Figure 18 1 Figure 18 1 RSS Feed Click Save once you have defined the job vacancy and it will be listed as shown in Figure 18 2 Sa iE E Post of Accountant Accountant Jennifer Brown Active Controller Russel Hamilton Active IT Manager Anthony Nolan Active Figure 18 2 Job Vacancy List Applying for a Vacancy Both internal and external applicants can apply for a vacancy through jobs php When an applicant visits the company s website or through the RSS feed they will be directed to the job vacancy portal in jobs php where they will see all the active vacancies of the company as shown in Figure 18 3 Active Job Vacancies Expand all Collaps Senior Sales Executive Responsibilities Develop sales strategy business plans account management marketing activities business development Figure 18 3 Active Job Vacancies 108 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM The applicant may click Apply under the particular Job title and they will be directed to the screen as shown in Figure 18 4 Apply for Senior Sales Executive Description Full Name iai Email ksmith 15 gmail com
39. Y CC E A E O TAA O E AA E E T E O EA E A 38 TOL EOE A N TA A 60 P O MT E cng ct E E E T nce E E A E E A E A E E E E E A E T 61 TLEN e TNUC E ES n ccs cc cee ca outer asus ses snat eases cacyas cake c oe ence entnataegecsnscuseesseessasiuneeesanuatsvassanesueapeeencosseadecestearnaees 65 Ts Re OTS E E E E E E ene enn A N ain Reade EE anne 71 rE EE nE o E EE E E E E E EA E A A E E E E E 74 TEEDE AV P A AE A E E E E E AE E A AAE AE A E E E A 76 FQ MY CAV C saisssinasanaanasataaassavedanaasannaneaanaanaasanaaacuaeadanniantaansauanannasaasaanesasoansasaanaaduaasaaaiaaaasanaasaadanaausa sauaunannantacasanaasaaTRAnNaniNaRANTATARTNIONEAST 78 OT ONY E E E E accented pecs E E E A E E casa sau ances becsessunesease 79 DO Fine MONTI si E a deebecesdceviges cesececccestenadcuieuscgcesdiveiveteseeesanes 80 SA e E E E E E E E E E E E E E 81 SRAT E cc N N E E E E E cv PE E ven en sca E PE E vs L E E E E E 89 Co REMOT a E E AA E ER E 93 Oe RR US OE a a a 97 EEE aa E E E E S E A E E E A A A E E E 97 EAE e E gs ccs E E cece E S IE capa ce oaks oi A sm A A E EE A EE E E peeceaantocare 107 10 0 Periormance Montieri aN a 110 WO ded gS ee ee ee ee ee ee ee ee ee ee 110 MZ FOG Pl r E E E E E E E 111 LO CODY IE i RIN 112 E eM i E A E E T co E E E E T E E E E seinen aes 113 S a E E E A E A E A A E 114 LLO TPDC DOO ai E E OE AENEA A 116 120 Frequently Asked QUESTIONS reipi nienn in an anaE ETa E ERAADA aio 119 Copyright 2013 OrangeHRM Inc All Rights Reserved A O
40. a OrangeHrmM Administrator s User Manual for OrangeHRM Version 3 0 yt thy t All Rights Reserved Published in the United States of America This publication is protected by copyright and permission must be obtained from the publisher prior to any prohibited reproduction storage in retrieval system or transmission in any form or by any means electronic mechanical photocopying and recording or likewise For more information please contact us on info orangehrm com Copyright 2013 OrangeHRM Inc All Rights Reserved Granger Contents OU PU asc acess eee nec gs cette pn ese at eae nea stem ee sees ea acind an obec ae ca nuise cs en ecacens ce cones anenaces sues anata send at eeeaneueseceueessesduenesteneeesteanes 3 20 S pported Tg Oh WB NY ing cps rnana ape cag puget cence eo ee vacua cence eu calen svn AAEE Eaa NS VAARASSA a EEEE 3 2 1 Minimum Hardware Requirements sisi csksesscticcesscedsnxscehcsssscstsnxatedustncasaudsnsavebestencstenntnaduntasnceidentateicsasaussenssaossu asuchidsnsaisbesieacs 3 LA UN AE WU TIONIS aiia a A Aaaa Ea a aa 3 POTRO a E E aa E A E E S 4 E E E E E A TRUTNaMATANATRE 7 SUP PMU UN E in A N A ene cca aa 8 DELUSE MADIER 9 SA o a E E E E E E E A E E E E E E 10 Seep OPENA A EAE OAO I EA 17 E O a E AA 20 N O TE a A a a a 25 EPELE LT r T E EE EE A A E E A E E A E E curate 27 COPS E oare E E E E 31 OLC Coni UB AOI iaaa e a a EAO EEEE 31 CEPO E A a A rer rer en E A 38 Ors DOO PINO
41. a 809512351 Resume C Users orangehrmiDes Accepts docx doc odt pdf if tt up to 1MB Keywords Sales Business Development Notes Back to Job List Figure 18 4 Apply for Job Vacancy The applicant needs to enter the following fields and click Submit to submit the application and the candidate will appear under the candidate database Recruitment Module gt gt Candidates as shown in Figure 18 5 Click on a candidate to perform actions vacancy Candidate Hiring Manager Date of Application s status Resume Senior Sales Executive Kevin Smith John Smith 2013 04 03 Application Initiated Download Figure 18 5 Candidate List 109 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM 10 0 Performance Module This module manages and reviews the performance of all employees where a company can understand how well an employee is performing in relation to their strategic goals and objectives 10 1 KPI List This feature enlists all Key Performance Indicator KPI for all job titles To view KPI List go to Performance gt gt KPI List and the screen as shown in Figure 18 6 will appear search Key Performance Indicators Job Title Key Performance Indicator Job Title Min Rate Max Rate Is Default Program Manager 40 7 Accountant 10 Yes Program Manager 10 E Quota goals Pre Sales Executive 10 Figure 18 6 Key Performance Indicators 110 Copyright 2013 Or
42. acancy for Manager IT Lucas Nolan Anthony Nolan 2013 03 29 Interview Scheduled Vacancy for Controller Ryan Parker Russel Hamilton 2013 03 21 Hired Download Vacancy fpr Finance Manager Harsha Silva Russel Hamilton 2013 03 21 Hired Download Vacancy fpr Finance Manager daniel Pigera Russel Hamilton 2013 03 20 Interview Scheduled Vacancy for Controller Anne Clinton Russel Hamilton 2013 03 14 Interview Scheduled Download Vacancy for Controller Jenny Mathews Russel Hamilton 2012 12 18 Interview Failed Download Figure 16 3 Candidates List To view candidate s application status details and perform an action click on the Candidate name and the screen as shown in Figure 16 4 will appear Click Edit to select perform an action 98 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Edit Candidate Full Name Dale Johnson Email dj123 ymail com Contact No Job Vacancy Vacancy for Coniroller C Celec Acton Status Application Initiated Select Action Resume CV docx shortlist Reject Keep Current Delete Current Replace Current Keywords Controller Comment Figure 16 4 Candidate s Application Status Details The following information will be populated on the screen Full Name Email Contact No Job Vacancy Status You may Select if you want to shortlist or reject the particular candidate Resume o Keep Current You may retain the current resume o Delete Current delete
43. ages Figure 4 0 Language List To delete language types click on the check box next to the Language name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Memberships This feature allows the HR Admin to define different membership details of the employees which can be later used in the PIM Module To add a membership go to Admin gt gt Qualifications gt gt Membership and click Add a screen as shown in Figure 4 1 would appear Click Save once the field is added 24 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Add Membership Name oe i Associaton of International Accountan Cancel Figure 4 1 Add Membership A list of membership s as shown in Figure 4 2 would appear once a Membership is added To view membership details click on Membership name You may also add multiple entries of memberships Memberships Membership Figure 4 2 Memberships List yy To delete a membership click on the check box next to the Membership name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 5 5 Nationalities This feature allows the HR Admin to define the different nationalities that present in the company which can later be used in the PIM Module Various na
44. an entry go to Admin gt gt Job gt gt Pay Grades and click Add and a screen as shown in Figure 1 6 would appear Click Save once the field is added 11 Copyright 2013 OrangeHRM Inc All Rights Reserved CA QrangeHrm Add Pay Grade Name Save Cancel Figure 1 6 Add Pay Grade Once you click Save the screen in Figure 1 7 would appear and you can now define the currency and the minimum maximum salary for each pay grade created You can define the pay grade by clicking Add under Assigned Currencies and then providing the pay details under Add Currency Click Save to save the currency for the Pay Grade Edit Pay Grade Name Level 3 Add Currency Currency USD United States Dollar Minimum Salary 40000 Maximum Salary 50000 Cancel Figure 1 7 Assign Pay Grade You can assign multiple currencies here and each currency defined will be listed as shown in Figure 1 8 12 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Edit Pay Grade Name Assigned Currencies a Fr El United States Dollar 40 000 00 50 000 00 E Utd Arab Emir Dirham 100 000 00 110 000 00 Figure 1 8 Pay Grade Currency List You can edit details of a particular currency by clicking on the Currency name All pay grades added will be listed as shown in figure in 1 9 To view Pay Grade details click on Pay Grade name Pay Grades Delete e
45. and simply clicking Delete 5 2 Job All job related information can be defined in this feature The sub menu consists of the following items Job Titles Pay Grades Employment Status Job Categories Work Shifts Job Titles The job titles specific to the company can be defined in this option To add an entry go to Admin gt gt Job gt gt Job Titles and click Add A screen as shown in Figure 1 4 would appear Click Save once the fields are added 10 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Job Title Job Title Job Description Job Specification Figure 1 4 Add Job Title A list of job title s will appear as shown in Figure 1 5 You may also enter multiple job titles You may view Job Title details by clicking on the name of the Job Title Job Titles Add Delete a Job Title Job Description Accountant Audit Trainee Cheif Executive Office Chief Operating Office The leader and head of the organization Controller Company budgets and expenditures Figure 1 5 Job Title List To delete a Job Title click on the check box next to the Job Title name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Pay Grade The HR Admin can define the pay grade by setting a minimum salary maximum salary step increase and the currency to be paid in To add
46. and you can add a comment if necessary The system also shows the remaining leave balance for the specific leave type Click Assign when you are done and the employee and the admin will be notified via e mail The leave balance will also be deducted When the employee logs in to the system and checks his her leave by going to Leave gt gt My Leave he she will see the leave that was assigned to him her as shown in Figure 12 7 T Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrmM Employee Name Leave Leave Number of Comments Actions Type Balance Days Days 2013 04 17 to Kevin Ryan Annual j Pending Select Action 2013 04 19 Leave Approval 3 00 2015 04 03 to Kevin Ryan Annual 3 Taken 3 00 2013 04 05 Leave Save Figure 12 7 ESS Employee My Leave View 7 6 My Leave This menu item is available for ESS Users and ESS Supervisors Personal leave details can be viewed here To view My Leave go to Leave gt gt My Leave and the screen as shown in Figure 12 8 will appear Employee Name Number of Comments Days 2013 04 17 to Kevin Ryan Annual 3 00 Pending select Action 2013 04 13 Leave Approval 3 00 2013 04 03 to Kevin Ryan Annual 3 00 Taken 3_00 2013 04 05 Leave Save Figure 12 8 My Leave View An employee can choose to cancel a pending approval leave or a scheduled leave however he cannot make any changes to any other leave status He she can view complete details of l
47. angeHRM Inc All Rights Reserved Cd QrangeHrM 10 2 Add KPI The HR Admin can define a KPI for a specific job title To do so go to Performance gt gt Add KPI and the screen as shown in Figure 18 7 will appear Add Key Performance Indicator Job Title Customer Relationship Ma nager Key Performance psa gets Indicator Quota goal Minimum Rating Maximum Rating Make Default Scale Figure 18 7 Add Kep Performance Indicator Enter the Job Title you wish to define a KPI for define the KPI and define the Minimum and Maximum rating for the KPI If you select Make Default Scale the defined minimum and maximum rating will be pre populated for all KPIs added in the future Click Save once all the fields are entered The following Key Performance Indicator will then be listed under KPI List see Figure 18 6 111 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM 10 3 Copy KPI You may copy a KPI from one job title to another through this feature To do so go to Performance gt gt Copy KPI and the screen as shown in Figure 18 8 will appear Copy Key Performance Indicators KPI Already Exists This Operation Deletes Existing KPI Ok Cancel Copy From Program Manager Copy To Accountant l Click Save once you have selected the fields Figure 18 8 Copy Key Performance Indicators Note Once you copy a KPI from one job title to another j
48. ated to the operations performed within the OrangeHRM application Ex leave management Mail Configuration Mail Sent As sending Method donotreply orangeHRMLive com SMTP Hast OMTP Port smtp gmail com Use SMTP Authentication No Yes SMTP User SMTP Password donotreply orangeHRMLive com eeeceeeeeees User Secure Connection No S5L TLS Send Test Email Test Email Address Figure 4 5 Mail Configuration To configure the mail settings go to Admin gt gt Configuration gt gt Email Configuration a screen as shown in Figure 4 5 would appear Enter the fields accurately by clicking Edit and then a test mail to an email address of your choice could be sent to check functionality Click Save when you have entered all the settings and you may check the email account if you specified an address to receive the test mail Email Subscriptions This feature will allow the admin to subscribe to email notifications that will be sent to the employees and Supervisors in the system A copy of the mail will be sent to the email address specified by the Admin He she can also select what copies of notifications he should receive To subscribe to a notification type go to Admin gt gt Configuration gt gt Email Subscriptions and a screen a shown in Figure 4 6 would appear 2 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Email Notification Subscribers Leave Cancellations Leave Rejections
49. ck box entries you wish to delete and simply clicking Delete Customers cl Customer Description A A Figure 13 7 Project List Entering and Submitting a Timesheet This feature functions in different ways depending on the user type The Admin will be able to view timesheets of employees while a Supervisor can also do the same and in addition can enter his timesheet details however a normal ESS User can only enter his timesheet details When an ESS Employee or an ESS Supervisor wants to enter his her timesheet they can go to Time gt gt Timesheet gt gt My Timesheets and the screen as shown in Figure 13 8 will appear This option is not available to the Admin Timesheet for Week 2013 04 01 to 2013 04 07 m tt Himesheet TT No Records Found Status Not Submitted Figure 13 8 Enter Timesheet The current week will populate under the Timesheet for week You may also add a timesheet for another week period by clicking Add Timesheet and another field Select a Day to Create Timesheet will appear in which you can select the first day of the week from the drop down menu and the system will automatically calculate a one week time period from the date entered as shown in Figure 13 0 Note Once you have added a timesheet for a specific week you cannot move from one timesheet of a specific week period to another unless you have entered the details for the current one Once you have determined
50. click Upload to upload it as shown in Figure 9 3 Add Attachment Select File C Usersiorangeh rmiDes Browse Accepts up to 1MB Comment University Certificates Upload Cancel Figure 9 3 Add Attachments Once you have uploaded the file the file will be listed as shown in Figure 9 4 Attachments E Uni Certificates docx University Certificates 993k applicationvnd openxmiformats 2013 04 02 Admin officedocument wordprocessingml document Figure 9 4 Manage Attachments To delete an entry click on the check box next to the particular entry and click Delete Multiple selections can be deleted simultaneously Membership If employees are members of any committee institute etc those details can be entered here To enter employee s membership details select Membership from the Employee Details column and click Add and the screen as shown in Figure 9 5 will appear 58 Copyright 2013 OrangeHRM Inc All Rights Reserved A OrangeHrom Add Membership Membership Association for Financial Professie subscription Paid By Company mam Subscription Amount 4000 SERT United States Dollar his cription Commence 2013 01 01 Subscription Renewal Date 3013 12 31 Figure 9 5 Add Membership Details Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 9 6 Assigned Memberships ri Membership Subscription Paid By
51. d Timesheet Action Comment Figure 14 7 HR Admin View Edit Approve Reject Timesheet The HR Admin can approve or reject a timesheet and also enter a comment They can also edit the timesheet by clicking Edit if there are any discrepancies before approving or rejecting the timesheet Once approved or rejected the particular employee will also be updated with the status and the status will change from Submitted to either Approved or Rejected The action performed by the HR Admin will then be listed under Actions Performed on the Timesheet as shown in Figure 14 8 Actions Performed on the Timesheet submitted Kevin Ryan 2013 04 02 Approved Admin 2013 04 02 Figure 14 8 Actions Performed on the Timesheet by HR Admin 8 2 Attendance All attendance records are maintained and recorded under Attendance menu Depending on the user the attendance functions vary The Admin can e Generate project attendance and employee reports for all the employees e Configure user rights with regards to attendance 89 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom The ESS Supervisor can e Punch In Out e View personal reports e Generate project attendance and employee reports for subordinates The ESS User can e Punch In Out e View personal time reports Configuration The admin can select what privileges the employees and supervisors will have on the punch in out a
52. e Project Name he she was assigned to and the Activity Name he she took part in and define the Project Date Range by selecting from the dates The default project name and project activity is All You may also click on the Only Include Approved Timesheets if you want to view only employee reports with approved timesheets Click View once completed and the screen as shown in Figure 15 9 Employee Report Employee Name James Olsen Citibank Project A Vendor Management 17 00 UBS Project B Recruitment 18 00 Figure 15 9 Employee Report Attendance Summary These reports are available to both HR Admin and ESS Supervisor The Admin can view can the attendance summary of all employees while an ESS Supervisors can view the attendance summary of his her 95 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrRM subordinates Here the Admin and ESS Supervisor can track the time employees have spent working in the company To view an employee s attendance summary go to Time gt gt Reports gt gt Attendance Summary and the screen as shown in Figure 16 0 will appear Attendance Total Summary Report Employee Name Kevin Ryan Sub Unit All Employment Status All From 2013 04 01 To 2013 04 05 Figure 16 0 View Attendance Summary Report Select the Employee Name from the drop down list his her Job Title and Sub Unit he she falls under and his her
53. e 15 5 will appear Add Attendance Records a TS CC Kevin Ryan 2013 04 02 16 59 00 2013 04 02 17 02 00 Figure 15 5 Employee Record in Detail If the HR Admin has configured the attendance settings the following options Edit Delete and Add Attendance Record could be seen and selected To edit the record click Edit enter the appropriate data and click Save To delete the record click on the checkbox beside the record and click Delete To add another attendance record click Add Attendance Records and enter the appropriate details Note To add another attendance record click on the Add Attendance Records twice once to punch in and once again to punch out 8 3 Reports This feature is only available to both an ESS Supervisor and the HR Admin They can view the following in details e Project Report e Employee Report e Attendance Summary Project Report This feature is available to the Admin and ESS Supervisors The Admin can view can reports for all projects and the ESS Supervisors can view reports of projects administered by them or projects assigned to them To view project reports go to Time gt gt Reports gt gt Project Reports and the screen as shown in Figure 15 6 will appear 93 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Project Report Project Name Citibank Project A e Project Date Range From gt 913 04 02
54. e details click Apply and a mail will be sent to the Supervisor as well as the Admin if configured under Notifications for approval The status of your leave application can be seen in My Leave as shown in Figure 13 0 19 Copyright 2013 OrangeHRM Inc All Rights Reserved d QrangeHrRM Date Employee Name Leave Number of Status Comments Actions Type Balance Days Days 2013 04 26 Kevin Ryan Annual 13 67 0 33 Pending Half day leave Select Action Leave Approval 0_ 33 2013 04 17 to Kevin Ryan Annual 13 3 00 Pending Go to Detailed View 2013 04 19 Leave Approval 2_00 Scheduled 1 00 2013 04 05 to Kevin Ryan Annual 3 5 3 00 Taken 3_00 2013 04 05 Leave Save Figure 13 0 My Leave View 8 0 Time Module The Time Module automates attendance maintenance and punch in out The functionality of the module allows the employees of the company to create and submit weekly timesheets and the Supervisors to modify approve and reject the timesheets These timesheets are created based on Activities within Projects that are being done for various Customers While attendance is tracked through punch in out employees can specify the time spent of projects assigned to them Depending on each user the functions vary The Admin can Add Project Information Customers Projects and Activities View Edit Approve Reject Employee Timesheets View any employee s attendance records Configure attendance settings fo
55. e entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Termination Reasons This feature allows the HR Admin to define various termination reasons that is used by the company To add a termination reason go to PIM gt gt Configuration gt gt Termination Reason and click Add the screen as shown in Figure 5 9 would appear Click Save once the fields are added Add Termination Reason Name llIness Figure 5 9 Add Termination Reason 36 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom The entry will then be added to the list as shown in Figure 6 0 Termination Reasons Contract Not Renewed Deceased Dismissed Laid off Other Physically Disabled Compensated Resigned Resigned Company Requested Resigned Self Proposed Retired Figure 6 0 Termination Reasons The following are default termination reasons e Contract not renewed e Deceased e Dismissed e Laid off e Other e Physically Disabled Compensated e Resigned e Resigned Company Requested e Resigned Self Proposed e Retired You may also add multiple entries of termination reasons To delete a termination reason click on the check box next to the Termination Reason name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 3 Copyright 2013 Orang
56. e job vacancy Vacancy for Controller Figure 16 9 Candidate s History Mark Interview Passed Once a candidate has completed his interview the HR Admin or the Hiring Manager may pass or fail the candidate based on the interview To mark interview as passed select Mark Interview Passed from the Action drop down menu and the screen as shown in Figure 17 0 will appear Mark Interview Passed Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Interview Scheduled Notes istinterview passed Mark Interview Passed Figure 17 0 Mark Interview Passed You may write a note and click Mark Interview Passed to confirm action Click Back and the following action will be reflected under Candidate s History as shown in Figure 17 1 102 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Candidate s History 2013 04 03 2013 04 03 2013 04 03 2013 04 03 Admin marked Controller First Interview as passed for Vacancy for Controller Admin scheduled Controller First Interview on 2013 04 05 at 14 00 with Jennifer Brown for Vacancy for Controller shortlisted for Vacancy for Controller by Admin Admin assigned the job vacancy Vacancy for Controller Figure 17 1 Candidate s History Mark Interview Failed The HR Admin or the Hiring Manager can also mark the interview failed To do so select Mark Interview Failed
57. eHRM Inc All Rights Reserved OrangeHrom 6 2 Employee List Lists all the employees entered and imported into the PIM You can view edit details of a particular employee by clicking on the employee s name or ID To view the employee list go to PIM gt gt Employee List and the screen as shown Figure 6 1 would appear k k Employment ie ie Es Last Name Job Title Status sub Unit Location Supenisor Boucher Finance Full Time Finance HQ Manager Permanent Division Brown Audit Trainee Fulltime Finance Mark Boucher Contract Division Clinton Controller Hamilton HR Admin Full Time Kevin Permanent Mathews Nick Silverstone Mathews IT Manager Part Time IT Division Contract Figure 6 1 Employee List You may add multiple entries of employees by clicking Add through the screen as shown in Figure 6 1 or you may go to PIM gt gt Add Employee to enter employee details See Figure 6 2 To delete an employee click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 6 3 Add Employee A new employee is added to the system here Other than importing details this feature allows to add an employee and define a very informative profile To add an employee go to PIM gt gt Add Employee and the screen as shown in Figure 6 2 will appear 38 Copyright 2013 OrangeHRM Inc All
58. eaves by clicking on the Date or Status To cancel a leave request click on the Actions drop down select Cancel and click Save If the email notifications functionality has been configured see section 5 6 for more information email notifications on leave application cancellations rejections and approvals will be sent to the employee who has applied for leave as well as to the Admin Users who have subscribed for the leave management mail notifications 78 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 7 7 Apply All users except for the Admin unless he is an employee can apply leave from this option To apply for a leave go to Leave gt gt Apply and the screen shown as shown in Figure 12 9 will appear Apply Leave Leave Type Annual Leave Leave Balance 14 00 view details eae 2013 04 26 Lues 2013 04 26 Time From 09 00 To 12 00 Duration 3 Comment Half day leave Figure 12 9 Apply Leave Select the leave type from the drop down menu and the From Date and To Date you require the leave once you Select the dates you will see the From Time To Time and Total Hours You can enter the times and the Total Hours would automatically populate The Leave Balance would also appear indicating how may leave balance you have for the particular leave type You may also add a comment on why you need the leave Once you have filled in th
59. ed as shown in Figure 8 8 Skills EJ Skill Years of Experience Leadershit E Marketing Figure 8 8 Skills 55 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom You may enter multiple entries of skills To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete gt Languages You can enter the various languages that your employees are competent in with the level of competency To enter an employee s language of competency select Qualification under the Employee Details column and click Add under Language and the screen as shown in Figure 8 9 will appear Add Language Language Spanish Fluency Speaking Competency Basic Comments Figure 8 9 Add Language Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 9 0 Languages E Language Fluency Competency Comments E En glish Speaking Mother Tongue E s panish Speaking Basic Figure 9 0 Languages You may enter multiple entries of languages To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 56 Copyright 2013 OrangeHR
60. en Clicks save once the fields are added You can edit the following Code Employee Id No Last Name First Name Middle Name Nick Name Nationality Select from a list of pre defined nationalities Date of Birth Other Id Marital Status Select from the drop down Smoker If the employee is a smoker click on the box Gender Click on the relevant gender Driver s License Number License Expiry Date Military Service 40 Copyright 2013 OrangeHRM Inc All Rights Reserved CA QrangeHrM James Olsen mer ae Personal Details Contact Details Emergency Contacts Personal Details Full Name Employee Id Drivers License Number Gender Male Female Nationality ee Nick Name Other Id License Expiry Date Marital Status Single Date of Birth 1994 04 13 esl m Smoker Dependents Military Service immigration Job Salary Report to Qualifications Memberships Figure 6 4 Personal Details Click Save once completed You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from a relevant path and upload the following file by clicking Upload as shown in Figure 6 5 Add Attachment Select File C Users ora ngehrmiDes _ Browse Accepts up to 1MB Birth Certificate Figure 6 5 Attachments 41 Copyright 2013 Oran
61. entitlements The menu will show data depending on the user type e Admin will see Add Entitlements and Employee Entitlements and has full rights e ESS User Supervisor will see Employee Entitlements subordinates only and My Entitlements and has viewing rights only e ESS User will see My Entitlements and has viewing rights only HR Admin View of Leave Entitlements This feature enables the HR Admin and other users with admin rights to Add and View Leave Entitlements for each leave type for all employees To add an entitlement to employees click on Leave gt gt Entitlements gt gt Add Entitlements and the screen shown in Figure 10 4 will appear Add Leave Entitlement Add to Multiple Employees Employee Leave Type Annual Leave l ER 2013 01 01 2013 12 31 Entitlement Save Cancel Figure 10 4 Add Leave Entitlement 65 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrM The HR Admin can select the employee to assign leave to by typing his her name in the Employee textbox The Leave Type defined under Configure gt gt Leave Types can then be selected from the dropdown menu The Leave Period can then be selected The number of days to assign to that employee can then be given in the Entitlement textbox as shown in Figure 10 5 Add Leave Entitlement Add to Multiple F Employees Employee John Smith Leave Type Annual Leave
62. entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from a relevant path and upload the following file by clicking Upload Qualifications gt Work Experience Previous work experiences of an employee can be entered here To enter employee s previous work experience select Qualification under the Employee Details column and click Add under Work Experience and the screen as shown in Figure 8 3 will appear Add Work Experience Company UBS Job Title Operations Executive From 2003 02 01 To 2005 04 19 Comment Cancel Figure 8 3 Add Work Experience Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 8 4 Work Experience ST eee SST Operations Executive 2003 02 01 2005 04 19 Figure 8 4 Work Experience 53 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may enter multiple entries of work experience To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete gt Educati
63. erformance Review Employee Name Anne Chinian Reviewer Name Ryan Parker From 2013 04 03 To 2013 04 05 Due Date 2013 04 11 Figure 19 1 Add Performance Review 113 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM Enter the following details and click Save Click on View on top of the screen to view the performance review details and the list of employees with the following performance review details will be listed as shown in Figure 19 2 Harshani Silva Pre Sales Executive 2013 04 03 2013 04 05 2013 04 11 scheduled Ryan Parker Figure 19 2 Performance Review List You may enter multiple entries of performance review for employees To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 10 5 Reviews This feature allows you to review an employee s performance based on the KPIs for his her job role To review an employee s performance go to Performance gt gt Reviews and the screen as shown in Figure 19 3 will appear Search Performance Reviews From To Job Title Sub Division yyyy mm dd ES ywyemm dd fig Al All Employee Reviewer Type for hints Type for hints Harshani Silva Pre Sales Executive 2013 04 03 2013 04 05 2013 04 11 scheduled Ryan Parker Figure 19 3 Search Performance Reviews You ma
64. eserved Kd OrangeHrom 3 0 Installing OrangeHRM Step 1 Install the environment for OrangeHRM Install the environment for OrangeHRM Apache MySQL and PHP using XAMPP WAMPP Download XAMPP for Windows at http www apachefriends org en xampp windows html XAMPP OR xv Wampraiar Download WAMPP recommended version 2 0 and above for Windows at http www wampserver com en download php Note Alternatively you may download orangehrm one self extracting installer for windows This package automatically installs Apache MySQL and PHP utilities which are required to run OrangeHRM Step 2 Download OrangeHRM Please visit http www orangehrm com download php to download OrangeHRM Self extracting Installer Provided that both Apache and MySQL are running you can access OrangeHRM via your web browser Step 3 Installation Process Once the download is complete go to the destination folder where OrangeHRM was downloaded in your PC Copy the OrangeHRM folder amp paste the OrangeHRM folder in the htdocs folder My Computer gt gt Local Disk gt gt xampp gt gt htdocs If you have installed WAMPP paste the OrangeHRM folder in the www folder Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Note If you are a Linux user first change the file permission of OrangeHRM Open the terminal console and navigate to your orangehrm directory which is in the www folder or htdocs folder and run the be
65. fer aes Sem Check Beer ie Step 3 System Check In onder for your OrangeHRi installation fo function property please ensure thal all of the system check items isted Drow ant green i any are fed phate take thee AoesSary Sheps to fix then Component Status PHP version OW wer 6 4 8 MySQL Client ver 4 1 or later recommended reported ver myagind 6 0 7adey 097210 Revision 046265 MySQL Server OK ver 6 6 8 MySQL InnoDB Support Default Vite Permissions for ib inonts OK Vinte Permissions for ibis OK Winte Permissions tor OK Symiony apps orangehnviconmig Write Permissions for symilony cache ORK Winte Permissions bor symiornpiog OK Minoru Session kdk Titre belone Trt OK Register Globals tumed of ORK Memory allocated far PHP scrip OK OK Back Re cieck f Depp H You can create an administrator account to login to the system by entering the preferred Username and Password Welcome License Database Configuration System Check Admin User Creston Step 4 Admin User Creation After OrangeHRM is configured you wil need an Administrator Account to Login into Please fill in the Username and User Password for the Administrator login Admin User Creation OrangeHRM Admin Username Admin OrangeHRM Admin User Password TETT Confirm OrangeHRM Admin User Password evcce Back Nex ange AL Once the installation is complete click Next Once you have successfully installed OrangeHR
66. fine their user rights e Admin have access full access to the system e ESS limited access to the system It could be an ESS Supervisor or ESS Employee 1 ESS Supervisor where the user has access to his her particulars and his her subordinates particulars 2 ESS Employee where the user has access only to his her particulars e Employee Name If an HR Admin is an existing employee he she needs to be defined in the PIM Module Username Status Enabled or disabled Password Confirm Password Re enter the password Add User User Role Employee Name Username Status Enabled Password Confirm Password Figure 1 2 Add User Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom A list of user logins as shown in Figure 1 3 would appear once an entry is added You may also add multiple entries of user logins The default system user available will be Admin and has full access to the system Note System User Logins need to be communicated manually to employees System Users Username User Role Employee Name Status All All i CS eS EE admin Admin Enabled ismith John Smith Enabled kryan Kevin Ryan Enabled Figure 1 3 System Users List To delete a system user click on the check box next to the Username It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete
67. from the Action drop down menu and the screen as shown in Figure 17 2 will appear Mark Interview Failed Candidate Name Lucas Nolan Vacancy Vacancy for Manager IT Hiring Manager Anthony Nolan Current Status Interview Scheduled Notes Under qualified for this position Mark Interview Failed Figure 17 2 Mark Interview Failed You may write a note and click Mark Interview Failed to confirm the action Click Back and the action will be reflected under Candidate s History as shown in Figure 17 3 Candidate s History 2013 04 03 2013 03 29 2013 03 29 2013 03 29 Admin marked SE 1st Interview as failed for Vacancy for Manager IT Admin scheduled SE 1st Interview on 2013 04 04 at 10 50 with Nick Silverstone for Vacancy for Manager IT Shortlisted for Vacancy for Manager IT by Admin Admin assigned the job vacancy Vacancy for Manager IT Figure 17 3 Candidate s History 103 Copyright 2013 OrangeHRM Inc All Rights Reserved CA QrangeHrM Offer Job The HR Admin or the Hiring Manager may offer the candidate the job To do so click Edit and select Offer Job from the Action drop down menu and the screen as shown in Figure 17 4 will appear Offer Job Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Interview Passed Notes Fast track to team lead Offer Job Figure 17 4 Offer Job You may enter a
68. geHRM Inc All Rights Reserved a OrangeHrom You may upload multiple entries of supporting attachments You may edit the following attachments by clicking Edit on the right hand end of a particular entry as shown in Figure 6 6 To delete an attachment click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Attachments C Birth Certificate docx Birth Certificate 993k applicationind openxmiformats 2013 04 02 Admin Edit officedocument wordprocessingml document E Image jpg Profile picture 78 31kK image jpeg 2013 04 02 Admin Edit Figure 6 6 Manage Attachments Contact Details Contact information of an employee can be entered from here Click on Contact Details from the Employee Details column and the screen as shown in Figure 6 7 will appear Contact Details Address Street 1 14 Victoria Street Address Street2 City New York State Province New York Zip Postal Code 14321 Country United States e TEDE 1 1231 562 9452 Mobile Work Telephone Work Email jolsen12 gmail com Other Email Figure 6 7 Contact Details 42 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM Click Edit to enter the information You can edit the following Country Select the country from the drop down Street 1 Street 2 City Town State Province
69. ication Search Leave List You can view leave using the search toolbar as shown in Figure 12 5 by e Specifying the period using the From and To dates e Selecting the status or combination of status of the following o Rejected o Canceled o Pending Approval o Approved o Taken e Search for the employee e Search by Sub Unit e You may also include past employees with your search Leave List Li ye k a Hide Options From 2013 01 01 To 2014 12 31 show Leave with Status All E Rejected F Cancelled E Pending Approval Scheduled F Taken E Employee All Figure 12 5 Leave List Search 7 5 Assign Leave 76 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom This feature is only available to an HR Admin and ESS Supervisor The HR Admin can assign leave to all employees while an ESS Supervisor can only assign leave to his subordinates To assign leave go to Leave gt gt Assign Leave and the screen as shown in Figure 12 6 will appear Assign Leave Employee Name John Smith 4i I Leave Type Annual Leave Leave Balance 20 00 view details From Date 2013 04 04 To Date 2013 04 05 Comment Figure 12 6 Assign Leave Select the name of the employee you can do this by entering the first letter of his name and you will see list of employees with that letter and you can select the relevant employee then select the leave type the dates in which the leave is to be taken
70. ily posted e Vacancy search for the candidates who have applied for a vacancy posted on the website e Hiring Manager search for candidates with interviews with a particular hiring managers e Candidate Name search for a particular candidate e Keywords search for candidates using specific keywords that the candidates may have entered on the application form for easy short listing for a particular vacancy e Status search for candidate with the following status of the application gt Application Initiated gt Shortlisted gt Interview Scheduled gt Interview Passed 97 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrmM Interview Failed Job Offered Offer Declined Rejected Hired VVVV WV Method of Application search for candidates who have applied for any vacancy via gt Manual through post email gt Online through the job portal Date of Application search for candidates who have applied for a specific period of time Select the dates from From to To Click Search to perform the candidate search Candidates List Once a candidate applies for a particular vacancy that is posted online they will be populated on the database under the Recruitment Module To view candidates list go to Recruitment gt gt Candidates and the screen as shown in Figure 16 3 will appear CS eT Jenny Mathews Madhushanka Perera Peter Anderson Past Employee 2013 04 02 Shortlisted V
71. king Delete Job Categories This feature allows the HR Admin to create job categories specific to the company to aggregate job classifications To add an entry go to Admin gt gt Job gt gt Job Categories and click on Add and a screen as shown in Figure 2 2 would appear 14 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Click Save once the field is added Add Job Category Name Director CEO Figure 2 2 Add Job Category A list of Job Category as shown in Figure 2 3 would appear once a Job Category is added To view Job Category details click on Job Category name You may also add multiple entries of Job Categories Job Categories Job Category Craft Workers Director CEQ Laborers and Helpers Office and Clerical Workers Officials and Managers Figure 2 3 Job Category List To delete a Job Category click on the check box next to the Job Category name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Work Shifts In this feature the HR Admin can define work shifts for an individual or a group of employees To add an entry go to Admin gt gt Job gt gt Work Shifts and click Add and a screen as shown in Figure 2 4 would appear Click Save once the fields are added You may assign employees to the particular shift by selecting the e
72. ler Admin marked 1st interview QA as passed for Vacancy for Controller Admin scheduled 1st interview QA on 2013 04 02 at 10 10 with Jennifer Brown for Vacancy for Controller Shortlisted for Vacancy for Controller by Admin Admin assigned the job vacancy Vacancy for Controller Figure 17 9 Candidate s History Once the candidate is hired he she will be added to the employee database under the PIM Module 106 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrM 9 2 Vacancies Here the Admin can create a vacancy for a particular job title required by the company To add a vacancy go to Recruitment gt gt Vacancies and click Add and the screen as shown in Figure 18 0 will appear Add Job Vacancy Job Title Sales Executive EELS SES Senior Sales Executive Hiring Manager John Smith Number of Positions 3 Description Responsibilities Develop sales strategy business plans account management marketing activities business development Publish in RSS feed 1 and web page 2 Figure 18 0 Add Job Vacancy Enter the following fields Job title the position that is needed by the company Vacancy Name the name in which you want the vacancy to be posted as Hiring Manager Number of Positions Description a description of the job role Active to make the job vacancy active and be posted online You may unselect Active if you want to post the vacancy some other time VV V
73. les of the system To configure the module display settings go to Admin gt gt Configuration gt gt Modules and the screen as shown in Figure 5 1 will appear Click Edit to edit module display You may select from the list the modules you want to be displayed hidden Click Save one module configuration is completed Module Configuration Enable Admin module Enable PIM module Enable Leave module Enable Time module Enable Recruitment module Enable Performance module Figure 5 1 Module Configuration 30 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrmM 6 0 PIM Module This core module maintains all relevant employee related information including different types of personal information detailed qualifications work experience job related information etc Information captured in this module is utilized by all other modules thus eliminating data redundancy Records can be either entered manually one by one or imported from a CSV file You cannot import all the details but you can edit the remaining fields The functionality of the PIM Module differs depending on the rights of the user The HR can e Configure optional custom fields data import from CSV define reporting methods and termination reasons that will be used throughout the module e View all employee details e Add employee on the list e Generate employee report ESS Supervisor can e View his personal details as well
74. lick View and will be presented with the leave report of all employees based on the previously selected criteria Figure 11 6 Leave Entitlements Days Leave Pending Approval Days Leave Scheduled Days Leave Taken Days Leave Balance Days James Olsen 20 00 Kevin Ryan 20 00 John Smith 20 00 Figure 11 6 Employee Leave Report 71 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM If the Employee option is selected under Generate For Figure 11 5 1 the HR Admin can generate the leave entitlement and usage report for any employee The name of the employee will need to be inserted into the Employee filed and a report will be generated for that employee as shown in Figure 11 7 Leave Entitlements and Usage Report Generate For Employee From Employee James Olsen 2013 01 01 2013 12 31 teguired field Leave Type Leave Entitlements Leave Pending Approval Leave Scheduled Leave Taken Leave Balance Days Days Days Days Days Annual Leave sick Leave Figure 11 7 Leave Entitlements and Usage Report of a single employee The Admin user can see view the Leave Entitlements and Usage Report of all employees as well as himself herself if he she is also an employee ESS Supervisor users can view the Leave Entitlements and Usage Reports of only his her subordinates as well as for themselves Leave gt gt Entitlements gt gt My Leave Entitlements and Usage Report
75. ll bring up the Add Leave Entitlement window as shown in Figure 10 4 To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 1 E Annual Leave Added 2013 01 01 2013 12 31 20 00 Total 70 00 Figure 10 8 View Employee Entitlement To edit the leave entitlement click on the number of days entitled under Days or the date under Valid From or Valid To and the window as shown in Figure 10 9 will appear The Admin will only be able to change the Leave Period and the Entitlement Click Save once the values have been changed 67 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrRM Edit Leave Entitlement Employee John Smith Leave Type Annual Leave e 2013 01 11 2013 12 31 Entitlement 20 00 Cancel Figure 10 9 Edit Employee Entitlement ESS Supervisor View of Leave Entitlements An ESS Supervisor is only able to View his own leave entitlement Leave gt gt Entitlements gt gt My Entitlements and his subordinates leave entitlements Leave gt gt Entitlements gt gt Employee Entitlements when he she logs in Figure 11 0 Note An HR Admin will enter the leave entitlement on behalf of an ESS Supervisor and an ESS Employee Time Performance My It My Leave Entitlements Reports
76. low command sudo chmod R 777 lt orangehrm gt wws sudo chmod R 777 g Copy and paste the name of the OrangeHRM version that you have downloaded in the following URL http localhost orangehrm OR Type the IP address of your PC instead of the localhost Click Next to begin the OrangeHRM installation Step 4 Click I accept to agree and proceed with the installation Configure your database by entering a preferred Database Host Name All the data that is populated into the system later will be stored under this Database Host Name Tieke Lenie Step 2 Database Configuration Please enter your database configuration infomation below if you are unsure of what to fill in we suggest that you use the defaut values Database Configuration Database to Use Hew Ciglabage hi Database Host Name localhost Database Host Fot 3306 Database Hante orangehrm_mysql Privileged Database Usemame rood Privileged Database User Password Use the same Database User for Orange HRM OrangeHRM Database Username i L OrangeHRM Database User Password Enable Data Enorypton 7 Back Next Select the two checkboxes based on your requirements Click Next to proceed The System will check for minimum system requirements to install OrangeHRM in your PC Once the system check is complete click Next Copyright 2013 OrangeHRM Inc All Rights Reserved Cd OrangeHrom ksh I Line Dalebaae Con
77. ment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from a relevant path and upload the following file by clicking Upload 45 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Immigration Immigration information can be entered here To add immigration information of a particular employee select Immigration from the Employee Details column and the screen as shown in Figure 7 2 will appear Add Immigration Document Passport Visa Number A5745675673 Issued Date 4997 04 01 ee 2020 04 01 Eligible Status Issued By United States Eligible Review Date ywyemm dd Comments Cancel Figure 7 2 Add Immigration Select the document type Passport or Visa you wish to add details of the Number whether it is a passport number or a visa number the Issued Date Expiry Date the Eligible Status of his Passport Visa and the Eligible Review Date as to when the eligibility status was reviewed You may write a comment if necessary Click Save once the fields are added and the following immigration documents will be listed as shown in Figure 7 3 Assigned Immigration Records a TE Passport A5 456 75673 United States 1997 04 01 2020 04 01 Attachments Add Figure 7 3 Assigned Immigration Documents 46 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHr
78. mer The customer will then be listed as shown in Figure 13 2 You may also add multiple entries of customers To view details of a customer click on the customer s name 81 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Customers ri Customer Description El Citibank Figure 13 2 Customers List To delete an entry click on the check box next to the Customer name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Projects The administrators are able to define the projects which were are will be managed by the company To add a project go to Time gt gt Project Info gt gt Projects and click Add a screen as shown in Figure 13 3 would appear Click Save once the fields are added Add Project Customer Name Citibank Add Customer Name Project A Project Admin John Smith Add Another Description Cancel Figure 13 3 Add Project To add a project the following needs to be entered e Customer Name needs to be defined first before adding a project name or you may simply add a customer by clicking on Add Customer below the Customer Name field e Name Name of the project to be done for the customer e Project Admin The employee assigned for the project You may assign more employees for the project e Description A brief description of the project 82
79. mployee s name from the Available Employees box and Add him her to the Assigned Employees box 15 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrM Note An Employee list needs to be created first under the PIM Module before assigning employees to a particular work shift Add Work Shift Shit Name Day Shift Hours Per Day 9 Available Employees Assigned Employees Peter Anderson i Jennifer Brown Russel Hamilton Kevin Mathews Anthony Nolan Ryan Parker Harshani Silva Nick Silverstone Add gt gt Remove lt lt Cancel Figure 2 4 Add Work Shift A list of work shifts as shown in Figure 2 5 would appear once a Work Shift is added To view Work Shift details click on Work Shift name You may also add multiple entries of work shifts Work Shifts Delete E Shit Name Hours Per Day E Night Shift US E Day Shift US Figure 2 5 Work Shifts List To delete a work shift click on the check box next to the Work Shift name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 16 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 5 3 Organization All information about the organization the structure and locations are defined here General Information Basic details of the company can be entered on this screen To start adding i
80. n performed by the supervisor will then be listed under Actions Performed on the Timesheet as shown in Figure 14 5 Actions Performed on the Timesheet Submitted James Olsen 2013 04 02 Approved Kevin Ryan 2013 04 02 Figure 14 5 Actions Performed on the Timesheet by ESS Supervisor HR Admin Approve Reject Employee Timesheet The HR Admin can view all employees timesheet When an employee submits a time sheet the HR Admin and other users with admin rights can also View Edit Approve Reject an Employee Timesheets To action an employee timesheet go to Time gt gt Time Sheets gt gt Employee Time sheets and the screen as shown in Figure 14 6 will appear Select Employee Employee Name Timesheets Pending Action Kevin Ryan 2013 04 01 to 2013 04 07 View Figure 14 6 HR Admin View Timesheet Details The HR Admin may search and view employee s timesheet through the Select Employee box and by entering the employee name and clicking View Timesheets with pending action can also be viewed on the screen Click View to see the details of the each timesheet under Timesheets Pending Action and the screen as shown in Figure 14 7 will appear 88 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom Timesheet for Kevin Ryan for Week 2013 04 01 to 201 3 04 07 ga Add Timesheet Citibank Project A Vendor Management 5 00 6 00 5 00 6 00 6 00 0 00 0 00 28 00 Status Submitte
81. n the check box next to the Custom Field Name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Data Import This feature allows the Admin to import data from a CSV file To import data go to PIM gt gt Configuration gt gt Data Import and the screen as shown in Figure 5 6 will appear CSV Data Import Select File C Users orangehrm D Column order should not be changed e First Name and Last Name are compulsory All date fields should be in YY Y Y MM DD format lf gender is specified value should be either Male or Female Each import file should be configured for 100 records or less Multiple import files may be required Sample CSV file Download Upload Figure 5 6 CSV Data Import The following guidelines are stated for a smooth flow of data import e Column order should not be changed the column format of the CSV File should be the same as the Sample CSV File Click on Sample CSV File Download to view the column format e First Name and Last Name are compulsory e All data fields should be in YYYY MM DD format if you have configured the date format under Localization see Figure 5 0 the date will then be converted from YYYY MM DD to the localized date format e If gender is specified value should be either male or female e Each import should be configured for 100 records or less ma
82. nd attendance For configuration go to Time gt gt Attendance gt gt Configuration and the screen as shown in Figure 14 9 will appear Click Save once done Attendance Configuration Employee can change currenttime when punching in out Employee can edit delete own attendance records Supervisor can add editidelete attendance records of subordinates Figure 14 9 Attendance Configuration Punch In Punch Out This feature allows capturing the number of hours an employee spends working for the company This feature is only available to the ESS Supervisor and ESS User To access the Punch In Out tab go to Time gt gt Attendance gt gt Punch In Out and the screen as shown in Figure 15 0 will appear 90 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Punch In Date 2013 04 02 ial Time 46 59 HH MM Note Figure 15 0 Punch In If the HR Admin has configured the attendance settings the Time for both punch in out could be changed otherwise the system will automatically capture the system time Once you click In the screen as shown in Figure 15 1 will appear To punch out click Out My Records Punch Out Punched in Time 2013 04 02 16 59 Date E 2013 04 02 m Mote Figure 15 1 Punch Out This feature is available to both ESS Employee and ESS Supervisor Once you have punched in and punched out the details of your personal attendance record will be
83. nformation go to Admin gt gt Organization gt gt General Information and click Edit Click Save once fields are entered as shown in Figure 2 6 User Management Job Organization Qualifications Nationalities Manage News Documents Configuration Notifications Audit Trail General Information Organization Name American Company Pvt Ltd Saia BS753145 Number of Employees 9 Registration Number A23456 Phone 502 0172112345 Fax 08145788888 Email sales_rep benedicts com Address Street 1 Address Street 2 9th Street NW California CA 10090 City ee State Province Zip Postal Code Country United States Note IT solutions and installations Figure 2 6 General Information Locations Under Locations the HR admin can add details of sites and branches of the company You are also able to track the number of employees working for a particular location once employees are tagged to the locations when building up the PIM Module To add a location go to Admin gt gt Organization gt gt Location and click Add and the screen as shown in Figure 2 7 would appear Click Save once the fields are added 17 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Name Select x State Province City Address Zip Postal Code Phone Fax Notes Figure 2 7 Add Location Once a location is added it will be listed as shown in Figure 2 8 You may also enter multiple locations
84. note and click Offer Job to confirm the action Click Back and the action will be reflected under Candidate s History as shown in Figure 17 5 Candidate s History Performed Date Description 2013 04 03 Admin offered the job for Vacancy for Controller 2013 04 03 Admin marked Controller First Interview as passed for Vacancy for Controller 2013 04 03 Admin scheduled Controller First Interview on 2013 04 05 at 14 00 with Jennifer Brown for Vacancy for Controller 2013 04 03 Shortlisted for Vacancy for Controller by Admin 2013 04 03 Admin assigned the job vacancy Vacancy for Controller Figure 17 5 Candidate s History 104 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Decline Offer If incase the offer was declined by the applicant then it can be listed as a Decline Offer To mark the application as decline offer click Edit and select Decline Offer from the Action drop down menu and the screen as shown in Figure 17 6 will appear Decline Offer Candidate Name Dale Johnson vacancy vacancy for Controller Hiring Manager Russel Hamilton Current Status Job Offered Notes Salary disagreement Decline Offer Figure 17 6 Decline Offer You may enter a note and click Decline Offer to confirm the action Click Back and the following action will be reflected under the Candidate s History as shown in Figure 17 7 Candidate s History Performed Date
85. ob title with an existing KPI the operation will delete the respective existing KPI and replace it with the copied one Click OK to replace the existing KPI If you want to copy a KPI from one job title to another job title without an existing KPI the operation will simply just copy the KPI from one job title to another as shown in Figure 18 9 Copy Key Performance Indicators Copy Fram Accountant Copy To Cheif Executive Office Figure 18 9 Copy Key Performance Indicators Click Save once you have selected the fields and the KPI copied will be listed as shown in Figure 19 0 112 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Job Title Min Rate Max Rate ls Default L 10 Program Manager Accountant 10 Yes Cheif Executive Office 10 Punctuality Program Manager 40 Quota goals Pre Sales Executive 10 Figure 19 0 Key Performance Indicators for Job Title You may enter multiple entries of KPIs for different Job titles To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 10 4 Add Review This feature allows a performance review agenda for a particular employee To enter performance review details for a particular employee go to Performance gt gt Add Review and the screen as shown in Figure 19 1 will appear Add P
86. odule consists of User Management Add multiple HR Admins who will control the system create logins for general users through ESS Users Job Allows the HR admin to define job titles specifications pay grades employment status job categories and work shifts Organization Allows the HR admin to enter store general company info structure of the organization and locations of sites Qualifications Define various skills set education background license types languages and memberships Nationalities Define different nationalities Configuration Configure all email notifications language localization and enable disable module display Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 5 1 User Management This feature allows the HR Admin to administer users by creating logins and defining privileges by assigning User Types Admin or ESS To add a system user go to Admin gt gt User Management gt gt Users and click Add a screen as shown in Figure 1 2 would appear Click Save once the fields are added Note An employee list needs to be created first under the PIM Module to create user logins Alternatively a user login could be created when adding employees under the PIM Module refer to Chapter 6 3 To create a user login the following needs to be entered e User Role You can assign user roles for each user whether they would fall under as an Admin or ESS user type to de
87. on Education details of an employee can be entered here To enter employee s education background select Qualification under the Employee Details column and click Add under Education and the screen as shown in Figure 8 5 will appear Add Education Level Bachelor of Information Tech nolos Institute MajornSpecialization Year MIT Information Systems 2011 GPA Score 45 oe 2010 04 01 Cancel Figure 8 5 Add Education Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 8 6 Education Figure 8 6 Education 54 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom You may enter multiple entries of education To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete gt Skills If an employee has any special talents or skills they can be entered here To enter an employee s skills select Qualification under the Employee Details column and click Add under Skills and the screen as shown in Figure 8 7 will appear Add Skill Skill Leadership Years of Experience 3 Comments Team leadership Cancel Figure 8 7 Add Skill Click Save once all the fields are entered and the particular work experience will be list
88. ord Correct This is due to an invalid MySQL username or password Once you provide a valid MySQL username and password the installation process can be continued 2 Give a unique Database Name Database end already exists The set up will not allow you to have duplicate database names If you have previously installed the OrangeHRM application with the same database name you need to provide a different Database Name for the OrangeHRM system that is being installed Therefore make sure that the Database Name given for each OrangeHRM system installed is unique 3 Linux Users If you are a Linux user provide file permission Ex sudo chmod R 777 projectname Please visit https help ubuntu com community FilePermissions for more information on how to provide file permission 116 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM in order for your Orange HAM installation to function property please ensure thal all of the system check items listed below ore green any are red please take the necessary stops tio hx them Component Stata for Sore information 7 PHP version OK ver 3 2 lubuntud 15 MySQL Client OK ver 5 1 62 MySOL Server OK ver 1 62 Oubuntu0 10 04 1 MySQL InnoDB Support Enabled Vite Permissions for lib conts Not Writeable Write Permissions for libAlogs Not Writeable Write Permissions for Not Writeable Sy milony apps orangenrnn inig Write Permissions for
89. ppear on the timesheet record 85 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM Edit Timesheet for Week 2013 04 01 a C O E Citibank Project A Vendor Management 3 00 UBS Project B Recruitment Figure 14 1 Remove Rows Once the necessary changes have been made click Submit to submit the completed timesheet and you will see the status change from Not Submitted to Submitted as shown in Figure 14 2 Timesheet for Week 2043 04 01 to 2013 04 07 m tt limesheet C O NC e e Citibank Project A Vendor Management 0 00 17 00 UBS Project B Recruitment 4 3 4 4 l l 0 00 18 00 Status Submitted Actions Performed on the Timesheet Submitted James Olsen 2013 04 02 Figure 14 2 Submit Timesheet The action performed by the user on the timesheet will appear below the screen indication the Action performed who it was Performed By and the Date it was performed Once the timesheet has been submitted it will be sent to the HR Admin if the HR Admin has subscribed to the following notification type and his her supervisor Approving Employee Timesheet ESS Supervisor Approve Reject Timesheet When an employee submits a time sheet it will be sent to his supervisor The supervisor will see the submitted timesheets by going to Time gt gt Timesheets gt gt Employee Timesheets and the screen as shown 86 Copyright 2013 OrangeHRM Inc All Rights
90. r all employees View project reports for any project undertaken by the company The ESS Supervisor can e View project information and view edit add project activities if he she is the project admin e Enter modify and submit personal timesheets e View Edit Approve Reject Add timesheets of his subordinates 80 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Enter his her punch in out time Enter time events spent on the project activities View his subordinates employee attendance records View subordinate s project reports and attendance summary The ESS User can View project information and view edit add project activities if he she is the project admin Enter modify and submit personal timesheets Enter punch in out time Enter the time events for the activities of the projects he she is working on 8 1 Time Sheets Project Info Customers Projects and Activities Here information regarding projects customers project activities and project administrator can be defined which can be later used for project management activities Customers You can enter details of your customers that can be used to define projects and project activities To adda customer go to Time gt gt Project Info gt gt Customers and click Add a screen as shown in Figure 13 1 would appear Click Save once the fields are added Add Customer Name Citibank Description Figure 13 1 Add Custo
91. rangeHRM system to the language of your choice To configure localization settings go to Admin gt gt Configuration gt gt Localization and the screen as shown in Figure 5 0 would appear Click Edit to edit the fields The default language of the system is US English however you may also use an already set up browser language to translate the system to the language of choice For example If you are using Firefox as your browser and it s translated in UK English language and you want to use this particular language click on the Use Browser Language if set and select from the Supported Language provided Localization Language US English Use browser language if set Supp Date Format yyyy mm dd 2013 03 29 im Figure 5 0 Localization 29 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom The language pack tool can also be obtained from the website by clicking on Language and font help as shown in Figure 5 0 where you will be diverted to the web page or by simply browsing through the OrangeHRM Website www orangehrm com gt gt Community gt gt Translators Date Format Localization This feature allows the HR Admin to set up the date format that will be reflected throughout the whole system as shown in Figure 5 0 Once you have configured the localization settings click Save Modules This feature enables the HR Admin to configure the display hide settings of the modu
92. rangenrm 1 0 Audience This document is intended as a complete guide for using OrangeHRM 3 0 This document is specially designed for non specialists specialists may find the document a useful point of reference By reading this guide you will learn how to use OrangeHRM through the elements of the graphical user interface and what s behind some of the advanced features that are not always obvious at first sight It will hopefully guide you around some common problems that frequently appear for users of OrangeHRM 2 0 Supported Environment 2 1 Minimum Hardware Requirements Processor Intel x86 Architecture 3GHz processor or equivalent RAM 2 GB RAM Hard Disk 40GB Note This configuration will support up to 100 users If you have more users this configuration may not be sufficient Please contact support orangehrm com to get the optimized hardware requirements 2 2 Software Requirements Operating System Windows XP Windows 7 Windows Server 2003 Windows Server 2008 Linux distributions such as Ubuntu Fedora Redhat e Apache Version Apache 2 2 e MySQL Version 5 1 36 e PHP Version 5 3 5 5 2 10 2Ubuntu6 4 e Browser Internet Explorer 8 Firefox Google Chrome Safari Note JavaScript should be enabled in all the browsers e Web Server Packages XAMPP WAMPP LAMPP Note If PHP MySQL amp Apache are manually configured web server packages are not required Copyright 2013 OrangeHRM Inc All Rights R
93. rm TO 5973 04 12 Only Include Approved F Timesheets Figure 15 6 View Project Report Select the Project Name from the drop down menu and the Project Date Range by selecting the dates The default project name is All You may also click on the Only Include Approved Timesheets if you want to view only projects reports with approved timesheets Click View once completed and the screen as shown in Figure 15 7 will appear Project Report Project Name UBS Project B Activity Name Time Hours Recruitment Vendor Management Figure 15 7 Project Report Employee Reports These reports are available to both HR Admin and ESS Supervisor The Admin can view can reports of all projects that all employees have been assigned to and the ESS Supervisors can view reports of projects that his subordinates were assigned to Here the Admin and ESS Supervisor can track the time employees spent on particular activities To view an employee report go to Time gt gt Reports gt gt Employee Reports and the screen as shown in Figure 15 8 will appear 94 Copyright 2013 OrangeHRM Inc All Rights Reserved CA QrangeHrRM Employee Report Employee James Olsen Project Name All O Activity Name All Project Date Range From 4949 p49 rm TO 3013 04 05 Only Include Approved Timesheets m Figure 15 8 View Employee Report Select the Employee Name from the drop down list th
94. s and Usage Reports for himself herself and all employees Configure leave periods leave types work week and holidays Assign Leave for any employee See Scheduled Leave for any employee See list of Taken Leave for any employee If the admin user is an employee then he will see the Apply My Leave and Entitlements options along with the rest of the features A Supervisor can View the Personal or Employee subordinate Leave Entitlements Generate Leave Entitlements and Usage Reports for himself herself and his her subordinates View the Leave List Apply Leave Assign Leave for his her subordinates Approve Reject Leave for his her subordinates The ESS User can View the Personal Leave Entitlement Generate Leave Entitlements and Usage Reports for himself herself View the detailed leave information Apply for leave 60 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHRM 7 1 Configure The HR admin is able to configure the following that will be reflected throughout the Leave Module as shown in Figure 9 7 Admin FIMI Time Recruitment Performance Entitlements Reports Configure Leave List Assign Leave Leave Period start Month Figure 9 7 Configure Leave Period Leave Types Work Week Holidays Leave Period The HR Admin and other users with admin rights are able to define the leave period that will be used when applying assigning leave To define a leave period go to Leave gt
95. t From 2013 01 01 2013 12 31 View Leave Type Leave Entitlem Leave Pending Approval Leave Scheduled Leave Taken Leave Balance Days Days Days Days Days 2 33 1 00 3 00 ents Annual 20 00 Leave 13 67 Sick Leave Figure 12 1 My Leave Entitlements and Usage Report 7 4 Leave List The leave list is available to the Admin and ESS Supervisors It shows the entire leave request by the employees Note The ESS Supervisor will only see the leave list of his subordinates while the Admin can view the entire list View Action Leave Request When an employee applies for a leave his Supervisor and Admin as well if configured under Notifications will receive a mail with a link to the leave list and upon clicking on that link either the Supervisor or the Admin can approve reject or cancel the leave Alternatively an HR Admin or an ESS Supervisor may also log into the system and action the following leave requests To view Leave List go to Leave gt gt Leave List and the screen as shown in Figure 12 2 will appear You may also action the following leave request by selecting an action from the Action drop down menu 74 Copyright 2013 OrangeHRM Inc All Rights Reserved QrangeHrM Date Employee Name Leave Leave Number of Status Comments Actions Type Balance BEVE Days Fending 2013 04 03 to Kevin Ryan Annual 3 00 2013 04 05 Leave Approval 3 00 Select Action Figure 1
96. t the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from a relevant path and upload the following file by clicking Upload Dependents If an employee has any dependants you can enter them here To add a dependent click on Dependents from the Employee Details column and the screen as shown in Figure 7 0 will appear 44 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Dependent Name Mary O Connor Relationship Other Please Specify Wife Date of Birth 1994 01 19 Figure 7 0 Add Dependent Enter the Name of the dependant of the employee the Relationship of the dependant to the employee and the Date of Birth of the dependant Click Save once you have entered the following fields and the dependant will be listed as shown in Figure 7 1 Assigned Dependents S ce apm E Mary O Connor Wife 1994 01 19 Attachments Add Figure 7 1 Assigned Dependents You may add multiple entries of dependants To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attach
97. tected by a firewall or proxy make sure that Firefox is permitted to access the Web Increase the PHP and MySQL parameters Please visit the following link to learn how to change PHP and MySQL parameters https wiki orangehrm com index php 38 29 How to increase PHP and MYSQL performance paramete rs 3F 118 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrRM 12 0 Frequently Asked Questions 1 Howto enable InnoDB support in MySQL To enable InnoDB open my cnf file in a text editor and search for skip innodb Add the leading and restart the MySQL database server to enable InnoDB 2 Ihave created the MySQL database user properly with all rights and setup Conf php correctly when I login I get an error saying Client does not support authentication protocol requested by server consider upgrading MySQL client You are probably using PHP4 with a MySQL client older than 4 1 which does not support the password hash algorithm used by post MySQL 4 1 databases The work around for the problem would be to use the following commands on MySQL prompt SET PASSWORD FOR lt username gt OLD_PASSWORD lt password gt OR SET PASSWORD FOR lt username gt localhost OLD_PASSWORD lt password gt 3 After I have logged into OrangeHRM I sent to a Re login page which makes me login again This could be a result of sessions being disabled or session lifetime set too short thereby the session
98. tionalities are already pre defined To add a nationality go to Admin gt gt Nationalities and click Add a screen as shown in Figure 4 3 would appear Click Save once the field is added 25 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrRmM Add Nationality Name British Cancel Figure 4 3 Add Nationality A list of nationalities as shown in Figure 4 4 would appear once a Nationality is added You may also add multiple entries of nationalities Nationalities Delete Albanian Algerian American Andorran Angolan Antiqguans Argentinean Figure 4 4 Nationalities List To delete a nationality click on the check box next to the Nationality name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 26 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 5 6 Configuration This feature allows you to subscribe and receive notifications and to configure the parameters in setting up the email so notifications will be sent to relevant persons which will quicken the communication processes It also allows the HR admin to configure language localization for the entire system set up a date format and enable disable module display Email Configuration Configuration of mail settings is essential to accommodate sending and receiving notifications rel
99. ximum of 100 records can be imported e Multiple import files may be required you may carry out multiple imports but maximum of 100 records or less per data import 34 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrM Sample CSV File Download to view the column format To import data select the file by clicking Browse and select the CSV file you want to upload Click Upload once you have selected the file The data will then be populated on the Employee List screen Reporting Methods The HR admin can define the reporting method between an ESS Employee and an ESS Supervisor To define the reporting method go to PIM gt gt Configuration gt gt Reporting Methods and click Add the screen as shown in Figure 5 7 will appear Add Reporting Method Name Sel Report Reporting Methods Direct Indirect Figure 5 7 Add Reporting Method Direct and Indirect Reporting Method are already pre defined To add enter the reporting method Name and click Save The reporting method name will then be listed as shown in Figure 5 8 35 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom Reporting Methods Indirect Self Report Figure 5 8 Reporting Method You may also add multiple entries of reporting methods To delete a reporting method click on the check box next to the Reporting Method Name It is also possible to delete multipl
100. y search for a particular performance review of an employee by using the search criteria gt From To The date period for the particular performance review 114 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Job Title employees with the specified job title to be reviewed Subdivision the subdivision of the employee s to be reviews Employee the employee s name VV VV Reviewer the reviewer s name Simply click on the employee name to initiate the performance review and the screen as shown in Figure 19 4 will appear Performance Review Employee Harshani Silva Job Title Pre Sales Executive Reviewer Ryan Parker Review Period 2013 04 03 2013 04 05 Status Scheduled Key Performance Indicator Min Rate Max Rate Rating Reviewer Comments Quota goals 10 Figure 19 4 Performance Review of an employee Click Edit to enter details gt Rating rate the employee based on the KPI with the assigned Min and Max Rate gt Reviewers Comments you may enter a comment based on the KPI gt Note you may enter an overall note regarding the employee s performance review 115 Copyright 2013 OrangeHRM Inc All Rights Reserved A QrangeHrm 11 0 Troubleshooting During the Installation Process 1 Are you receiving the following error message while installing OrangeHRM Access denied for user root localhost using password NO Please Check if Privileged Database Username and Passw

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