Home

Administrator`s User Manual for OrangeHRM Version Live 3.0

1. Edit Pay Grade Cen Levels Add Currency Curency USD Unted States Dotar Minimum Satory Maximum Salary ry Figure 3 5 Assign Pay Grade Currency You can assign multiple currencies here and each currency defined will be listed as shown in Figure 3 6 Edit Pay Grade Level Assigned Currencies nu s Dham 1000 00 Figure 3 6 Pay Grade Currency List You can edit details of a particular currency by clicking on the Currency name pay grades added will be listed as shown in figure in 3 7 To view Pay Grade details click on the name of the Pay Grade 20 Copyright 2013 OrangeHRM Inc All Rights Reserved Pay Grades United States Dolla Utd Arab Emir UD United States Dollar Figure 3 7 Pay Grades List To delete a Pay Grade clickon the check box next to the Pay Grade name Itis 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 2 3 Employment Status Employment Status allowsyou to define the status of employment employees are hired for or if they are terminated To add an entry go to Admin Job gt gt Employment Status and click Add and a screen as shown in Figure 3 8 would appear Click Save once the field is added Add Employment Status Regular C
2. Assigned Supervisors Assigned Subordinates Attachments Figure 11 1 Report to assign a supervisor subordinate for a particular employee click Add under Assigned Supervisors Assigned Subordinate and the screen as shown in Figure 11 2 and Figure 11 3 will appear respectively Add Supervisor iio Koin Fan RepoooMebod oysa m Figure 11 2 Add Supervisor Add Subordinate John Smit Reporting lielhod Dex Figure 11 3 Add Subordinate Copyright 2013 OrangeHRM Inc All Rights Reserved 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 11 4 Assigned Supervisors Assigned Subordinates rim mmm Attachments Figure 11 4 Assigned Supervisors Assigned Subordinates You may enter multiple entries ofsupervisors or subordinates fora particular employee 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 file
3. Figure 21 1 View Employee Records You may enter the Employee Name and the Date you want to view the attendance record forand the screen as shown in Figure 21 2will appear Figure 21 2 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 clickon 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 134 Copyright 2013 OrangeHRM Inc All Rights Reserved 6 2 5 Export to CSV The admin ESS Supervisor can export the attendance data into a CSV file by going to Time Attendance Exportto CSV They can select the appropriate search criteria that they wish to search by as shown in Figure 213 Export Attendance Data As CSV Employee Name suit E Fepon Type Summary al Exponent Sate oe m Fon A yy fi Figure 21 3 Export Attendance data as CSV Clicking the Export to CSV button will export the relevant timesheet data into a CSV file as shown in Figure 214
4. 7 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 7 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 Candidates and the screen as shown in Figure 22 1 will appear 139 Copyright 2013 OrangeHRM Inc All Rights Reserved Candidates d E Figure 22 1 Candidates Job Title search for the candidates who have applied for a specific job title that may not be necessarily posted Vacancy search forthe candidates who have applied fora vacancy posted on the website Hiring Manager search for candidates with interviews with a particular hiring managers Candidate Name search for a particular candidate e Keywords search for candidates using specific key words that the candidates may have entered on the application form for easy short listing for a particular vacancy e Status gt vvvvvvvvy search for candidate with the following s
5. Enor Message we regret to inform to you that you are not allowed to apply for his leave f your shif is not covered by another employee Figure 14 2 Question amp Error Message When employee applies for the leave type defined via Leave gt gt Apply Leave the screen as shown in Figure 14 3 will appear Apply Leave Annual 200 vow dati From Date To Date Comment Figure 14 3 Apply Restriction Question If the employee selects No and clicks Save the error message as shown in Figure 14 4 will appear Copyright 2013 OrangeHRM Inc All Rights Reserved Apply Leave We regret form to you that you are aot allowed apply tor this leave i your shitt is not covered by anather employee Figure 14 4 Apply Restriction Error Message 4 Don tallow ifservice period less than months The administrator can set this apply restriction to restrict employees from applying for this leave if they have only worked forthe organization outside the service period restriction defined See employee joined date via PIM gt gt Click on Employee gt gt Job gt gt Joined Date If the defined maximum period of service is 6months and when the employee s service period is less than 6months from the time he she has joined the company and applies for leave via Leave gt gt Apply Leave the following error message as shown in Figure 14 5 wil
6. Job Categories Workers Eb Diectr cEO Laborers and Helpers Office and Clerical Workers V Oficials and Managers Figure 4 1 Job Category List To delete a Job Category click on the check box next to the Job Category name Itis 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 2 5 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 Job gt gt Work Shiftsand click Add and a screen as shown in Figure 4 2 would appear Add Work Shift Shit Name Hours Per Day Available Employees Peter Anderson Jennifer Brown Russel Hamilton Kevin Mathews Anthony Nolan Ryan Parker Harshoni Siva Nick Sivarstono Day Shift Assigned Employees E Figure 4 2 Add Work Shift 23 Copyright 2013 OrangeHRM Inc All Rights Reserved You may assign employees to particular shift by selecting the employee s name from the Available Employees box and Add him her to the Assigned Employees box Click Save once the fields are added Note An Employee list needs to be created first under the PIM Module before assigning employees to particular work shift A list of work shifts as shown in Figure 4 3 would appear once a Work Shift is added To view Wor
7. Candidates List Shortlist Reject Schedule Interview Mark Interview Passed Mark Interview Failed Offer Job Decline Offer Hire Applying for a Vacancy Quick Launch Panel Task List Group Copyright 2013 OrangeHRM Inc All Rights Reserved 103 Admin Users View Charts 1L0 Directory 120 AssetTracke 124 Managing Brands 122 Managing Categories 123 Managing Vendors 124 Assigning amp Viewing Assets 124 1 Assigning Assets to Employee 124 2 Viewing Assets of Employees Copyright 2013 OrangeHRM Inc All Rights Reserved 1 0 Audience This documentis intendedas a complete guide for using OrangeHRM Live3 0 This document is specially designed for non specialists specialists may find the documenta useful pointof reference By reading this guide you will learn how to use OrangeHRM Live through the elements ofthe graphical user interface and what s behind some ofthe advanced features thatare not always obvious at first sight Itwill hopefully guide you around some common problems that frequently appear for users of OrangeHRM Live 2 0 The System Log into the OrangeHRM System usingthe Administrator admin account 2 OPEN SOURCE HR MANAGEMENT Forgot your password Orange ver 3 14 OrangsHRM Inc 2005 2013 reserved O a8 Figure 1 0 Login Panel Copyright 2013 OrangeHRM Inc All
8. Daye 201306030 Kevin Rrar Annual 417 00 300 Pending 201 Leave Approval 00 Figure 16 9 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 17 0 A mail will be then sent to the employee and he can view the status of his leave application 109 Copyright 2013 OrangeHRM Inc All Rights Reserved Figure 17 0 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 ofthe leave request and action them individually as shown in Figure 17 1 Select necessary actions to the leave request and click Save Leave Request 2013 04 17 to 2013 04 19 Kevin Ryan 20190817 anual Jeon 900 Pending Approval zoe Jaou 308 Penang approve amus Penang Approval Seeker e Sele Acton el Sele Acton fal eave Request in Detail Once the necessary actions have been made to the leave requests they will no longer appear in the leave list mail will be then sent to the employee and he can view the status of his leave application 5 4 2 Search Leave List You can view leave using the search toolbar as shown in Fi
9. Figure 20 4 Export Timesheet data as CSV 130 Copyright 2013 OrangeHRM Inc All Rights Reserved Clicking the Export to CSV button will export the relevant timesheet data into a CSV file as shown in Figure 205 20 25 Ti m Bs Te I Spirer naii einne WatedOCatener js Conner Satu medesimo Gf ii nor uzo ME ama aina ha irama iyaa inoa imo we is mma norm E pee iyu norrico pied oes orm Miss normam apna ies orm nye is vorm sean anyana norra pes peer ons norms mu pe dans ina morro aus pen aama Bwen gae ama inyana orum pe ibam iimnnormuss E Sin imm yenno 0 porum ae NEET Figure 20 5 Exported CSV timesheet report 6 2 Attendance All attendance records are maintained and recorded under Attendance menu Depending on the user the attendance functions vary The Admin can Generate project attendance and employee reports for all the employees Configure user rights with regards to attendance Export timesheet and attendance data CSV for all employees The ESS Supervisor can Punch In Out View personal reports Generate project attendance and employee reports for su
10. 12 4 Assigning amp Viewing Assets Not only admin can add edit and delete assets but also he can assign assets to employee and view both assigned amp unassigned assets The screens relevant are shown on Figure 26 5 and Figure 26 6 12 4 1 Assigning Assets to Employees This section allows the Admin to assign assets to employees Asset Details m Soa orbus decis kien fon ann Run ttis pin Siero you ihe ponat a erie t Brand Argie American Electronic Systems pr asc a Moray Esa a Figure 26 5 Assigning Assets Screen 12 4 2 Viewing Assets of Employees The Admin can view both assigned In Use amp unassigned In Stock assets of employees as shown in Figure 26 6 168 Copyright 2013 OrangeHRM Inc All Rights Reserved Cameras olympus C inUse Isaac Clark 20080201 2040101 Touz cars Toyota In se Catherina Ennis 20130301 20140121 USB Devices kingston 3 0 nse Daniel Decker 20130228 2014 02 14 Gs Smartphones Apple iphone 4 Jonathan 2013 03 05 2010010 Richardson Tables HP Paion In Stock 20140218 e PDA devices BackBery 20130908 Terch 8800 Netbooks Dal yPS13 2013 41 07 Pocket sized Galaxy Jerusha Snell 20130124 20140122 Mobile Cars Daihatsu Terios inUse Jerusha Snell 20120200 20150205 Smartphones Backjeny Moses Brown 20121220 20131106 Toreh 9000 Figure 26 6 Viewing Assets Screen
11. Boucher Finance FultTime Finance Ha Manager Permanent Division 001 Jennifer Brown AudiTrainee Fullime Finance Mark Baucher Conrad Division o Anne Clinton Controller 0002 Russel Hamilton HRAdmin Full Time HR Ha Kevin Permanent Mathews Nick Siversione E ooi Mahews Manager Parme HO Contract Figure 9 3 Employee List You may add multiple entries of employees by clicking Add through the screen as shown in Figure 9 3 or you may go to PIM Add Employee to enter employee details See Figure 9 4 To delete an employee clickon 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 43 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 9 4 will appear 57 Copyright 2013 OrangeHRM Inc Al Rights Reserved Add Employee Ful Name Ende id Phetegach Create Login Details User Name Passmont Password aus dames Olsen 603 CXUserstorangehiD m Figure 9 4 Add Employee Enter the relevant fields and you may also add a picture of the employee To add a picture
12. soleat File EXUsersrangeiiE Bremse Column onder should not be changed gt Fist Name and Last Name are compulsory Ali date fields should be in YYYY MM DD format gt F gender is specified value should be either Male or Female Each import fie should be configured or 100 records or leas gt import fles may be required Sample CSV fle Download Figure 8 8 CSV Data Import 53 Copyright 2013 OrangeHRM Inc All Rights Reserved The following guidelines are stated fora smooth flow of data import Column order should not be changed the column format ofthe 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 All data fields should be in YYYY MM DD format if you have configured the date format under Localization the date will then be converted from YYYY MM DD to the localized date format Ifgender is specified value should be either male or female Each import should be configured for 100 records or less maximum of 100 records can be imported Multiple import files may be required you may carry out multiple imports but maximum of 100 records or less per data import 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 ha
13. Annual Leave C Annual leave australia Austria Annual Austria Congo DRC Annual l Figure 15 6 Search Employee Entitlements Clicking Search will pull up all the leave that that particular employee has been entitled as shown in Figure 15 7 Clicking Add will bring up the Add Leave Entitlement window as shown in Figure 15 3 To delete an entry clickon the check box next to particular entry It is also possible to delete multiple entries atthe same time by clicking the check box entries you wish to delete and simply clicking Delete BE Entilement Type Vaid From 9 aoo T Casus eave Ades amm n leave Deleted Added 2013 04 04 2013 12 31 zm Figure 15 7 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 15 8 will appear The Admin will only be able to change the Leave Period and the Entitlement Click Save once the values have been changed Copyright 2013 OrangeHRM Inc All Rights Reserved 102 Edit Leave Entitlement Enel en s Ryan Parker Leme Annual Lave Patou Entitlement rj Figure 15 8 Edit Employee Entitlement 5 2 2 ESS Supervisor View of Leave Entitlements An ESS Supervisor is only able to View his own leave entitle
14. Sen wa hort io Ma ie Devas Plast MELET Va lage fos Colin Dn Bho eec ei P Figure 8 3 Audittrail 4 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 ofthe PIM Module differs depending on the rights of the user The HR Admin can Configure optional custom fields data import from CSV define reporting methods and termination reasons that will beused throughout the module Viewall employee details Add employee on the list e Generate employee report 50 Copyright 2013 OrangeHRM Inc All Rights Reserved ESS Supervisor can View his personal details as well as his her subordinates ESS Employee Has no access to the PIM module but can view his personal details under the My Info Module Able to edit certain bits of information contact info dependents emergency contacts etc 41 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 4 1 1
15. You can define various types of educational qualifications which can be later used in the PIM Module To an entry select Admin gt gt Qualifications gt gt Education and click Add a screen as shown in Figure 5 3 would appear Click Save once the field is added 29 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Education Level Figure 5 3 Add Education A list of educational qualifications as shown in Figure 5 4 would appear once an Education entry is added You may also add multiple entries of educational qualifications Education COEM Cl Bachelor of information Technology Ej wpa I in Information Tachnology Figure 5 4 Education List To delete an educational qualification 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 3 4 3 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 5 5 would appear Click Save once the field is added 30 Copyright 2013 OrangeHRM Inc All Rights Reserved Add License jas Certfied Management Accountant CV Figure 5 5 Add License Type A lis
16. Days 95 Copyright 2013 OrangeHRM Inc Al Rights Reserved Leave Entitlements Per Employee Group Add Group Expand All Collapse All Employee Group 1 Group Name Number of Days of Leave gt Accrued e Days Figure 14 Employees get selected to a group based on the following filters o Job Title Figure 14 9 9 OR o Employment Status Figure 14 9 10 OR Years of Service Figure 14 9 11 Job Titles Accountant Assistant Sales Manager E Audit Tiinee Choi Executive Oco gi Figure 14 9 9 Job Titles Employment Status Freelance Full ime Contract Full Time Permanent FukTimeProbaton Figure 14 9 10 Employment Status Select Years of From Years To Less Than 18 Years Figure 14 9 11 Years of Service Enter the following fields and click Save Copyright 2013 OrangeHRM Inc All Rights Reserved 96 Carry Forward Rules The administrator can set up carry forward rules for the leave type defined To configure leave carry forward rules clickon Carry Forward Rules and the screen as shown in Figure 15 0 will appear Carry Forward Rules Expire Ator Months A Specify the maximum number Figure 15 0 Configuring Carry Forward Rules Enter the following fields 1 Expire After duration after which carried forward leave will exp
17. Em RT TI Furia omar View FoutRenderror a Qc mon NES fene E Bonte AB 7 romae 2 aps lake shs om olan 2n Nolan ama sm Silverstone yama 01 Hi AttendanceRaports 368090398 n E C 6 Figure 21 4 Export Attendance data as CSV 135 Copyright 2013 OrangeHRM Inc All Rights Reserved 6 3 Reports This feature is only available to both an ESS Supervisor and the HR Admin They can view the following in details Project Report Employee Report Attendance Summary 6 3 1 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 Project Reports and the screen as shown in Figure 21 5 willappear Project Report Project Name Citibank Project A ProjectDate Range From 2913 0402 T 203012 Only Include Approved Timesheets Figure 21 5 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
18. Accrue Every allows for the admin to define to accrue of leave every selected number of months Appears ina drop down selection in months as shown in Figure 14 9 6 94 Copyright 2013 OrangeHRM Inc Al Rights Reserved Accrual Rules of Enpoyee Figure 14 9 6 Accrue Every Monthly 2 Day of Crediting to Employee the options include First Day of Month Last Day of Month Hire Date and Hire Date Monthly Anniversary if leave type s leave period is Hire Date based as shown in Figure 1497 Accrual Rules Monthly 1 e Bey Day of Ceding to Employee Fist Day of Month Figure 14 9 7 Day of Crediting to Employee Monthly Leave Entitlements per Employee Group gt This section defines how a set of employees are grouped and the number of days of leave this group accrues per defined leave frequency gt Itis possible to define any number of employee groups The groups are applied in the order they are defined Anemployee can only belong to one group the first one that the employee is selected into gt The following rules and settings can be configured per group Figure 14 9 8 o Group Name Number of days of Leave Accrued System accrues the specified number of days of leave to employees who are selected to this group per defined frequency on the defined date o Accrue Entitlements Up To a Maximum of
19. Delete 3 4 5 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 Membership and click Add a screen as shown in Figure 5 9 would appear Click Save once the field is added 32 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Membership Associaton of Intemational Accountan Figure 5 9 Add Membership A list of membership s as shown in Figure 6 0 would appear once a Membership is added To view membership details click on Membership name You may also add multiple entries of memberships Memberships Lo Ez 7 Association for Financial Professionals AFP 1 Association ot Intemational Accountants AIA Figure 6 0 Memberships List 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 3 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 nationalities are already pre defined To add a nationality go to Admin gt gt Nationalities and click Add a screen as shown in Figure 6 1 would appear Cl
20. once the fields are added Add Termination Reason Names Figure 9 1 Add Termination Reason The entry will then be added to the list as shown in Figure 9 2 55 Copyright 2013 OrangeHRM Inc All Rights Reserved Termination Reasons Nai Contract Not Renewed Deceased Dismissed Laid off Other Physically Disabled Compensated Resigned Resigned Company Requested Resigned Self Proposed Retired Figure 9 2 Termination Reasons The following are default termination reasons Contract not renewed Deceased Dismissed e Laid off Other e Physically Disabled Compensated e Resigned e Resigned Company Requested lt Resigned Self Proposed Retired You may also add multiple entries of termination reasons To delete a termination reason clickon the check box next to the Termination Reason name Itis also possible to delete multiple entries at same time by clicking the check box entries you wish to delete and simply clicking Delete Copyright 2013 OrangeHRM Inc All Rights Reserved 56 42 EmployeeList Lists all 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 9 3 would appear z Fl
21. to define their user rights and privileges The defined user roles with fixed privileges include o Global Admin has access to all the modulesin the system and can view and access all employees information within the system working in different locations regions of the organization o Regional Admin has access to all the modules in the system and can only view and access all the employees information within the system working in oneregion location of the organization Copyright 2013 OrangeHRM Inc All Rights Reserved ESS limited access to the system It could be ESS Supervisor or ESS Employee ESS Supervisor where the user has access to his her particulars and his her subordinates particulars Can be assigned via PIM gt Employee List gt Employee gt Report to ESS Employee where the user has access only to his her particulars Note Custom User Roles can also be created as shown in Section 3 1 2 User Roles Employee Name name of the employee whom user role can be assigned to Employees need to be added to the system first under PIM gt gt Add Employee If an HR Admin isan existing employee he she needs to be defined in the PIM Module Username define a username for the employee Status Enabled or disabled Select enable to allow employee to access the system with the defined user role e Password Confirm Password provide a password for the employee and confirm password fo
22. 19 3 will appear This option is not available to the Admin TimesheetforWesk s Sibieden Figure 19 3 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 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 19 3 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 the week period for timesheet you can now enter the timesheet details by clicking Edit and the screen as shown in Figure 19 4 will appear Edit Timesheet for Week 2013 04 01 T ues Pepeta Reni gs i Figure 19 4 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 125 Copyright 2013 OrangeHRM Inc All Rights Reserved 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 e
23. 22 03 Ryan Parker 2013 04 23 04 Mar Boucher 2013042 05 Mathews 2013 04 28 10 1 Quick Launch Panel Pending Timesheets Scheduled Interviews OF Anthony Molan 2013 03 25 to 20132321 Figure 25 7 Dashboard 01 danio Pigora 20130417 This panel contains some shortcuts for invoking certain menu items as shown in Figure 25 8 Launch Assign Leave Leave List Timesheets Figure 25 8 Quick Launch Panel Copyright 2013 OrangeHRM Inc All Rights Reserved 162 Following are the shortcuts shown for ESS users Apply Leave My Leave My Timesheets Following are the shortcuts shown for Admins e Assign Leave Timesheets Leave List 10 2 TaskList Group This panel lists certain tasks a supervisor admin needs to perform and is not visible for ESS users who are not supervisors Each sub panel is displayed vertically next to each other as columns in a table as shown in Figure 25 9 Scheduled Interviews 01 danial Pigora 2013 04 17 Pending Leave Requests 01 Mark Boucher 2013 03 12 Pending Timesheets 01 Anthony Nolan 2043 03 25 to 2012 5 31 02 Mark Boucher 2422 02 Ryan Parker 20130423 04 Mark Boucher 2013 96 Kevin Matheus 2013 04 24 Salary Oporto Figure 25 9 Task List Panels Pending Leave Requests Panel Pending Leave Requests of subordinates
24. 411 Optional Fields 412 Custom Field 413 Data Import 414 Reporting Methods 4 1 5 Termination Reasons 42 Employee List 43 Add Employee 43 1 Employee s Personal Det 5 0 Leave Module 51 Configure 5 L1 Leave Period 5 12 Leave Types 5 1 3 Work Week 5 14 Holidays 52 Leave Entitlements 5 2 1 HR Admin View of Leave Entitlements 5 2 2 ESS Supervisor View of Leave Entitlements 52 3 ESS Employee View of Leave Entitlements 53 Reports 54 Leave List 5 4 1 View Action Leave Request 54 2 Search Leave List 54 3 Export to CSV 5 5 Assign Leave 58 Leave Calendar 58 1 Leave Calendar for Admin 58 2 Leave Calendar for Supervisors 60 Time Module 61 Time Sheets 6 11 Project Info Customers Projects and Activities 612 Entering and Submitting a Timesheet Copyright 2013 OrangeHRM Inc All Rights Reserved 6 1 3 6 1 4 62 Configuration 622 Punch In Punch Out 62 3 My Records 6 2 4 Employee Records 6 2 5 Export to CSV 63 Reports 63 1 Project Report 6 3 2 Employee Reports 63 3 Attendance Summary 7 0 Recruitment Module 7 1 Candidates 7 1 1 712 713 74 4 715 7 1 6 7313 7 1 8 74 9 7 2 Vacancies 7 2 1 8 0 Performance Module 8 1 8 2 83 84 8 5 Reviews 9 0 Announcements 9 1 News 9 2 Documents 10 0 Dashboard 10 1 10 2 Approving Employee Timesheet Export to CSV
25. Access Restricted Email Notification Enable Secondary Password If this option is set when a user attempts to log on to the system if the user account has no associated secondary password That is logging on to the system for the first time the system will prompt the user to enter a secondary password Figure 3 0 Set Secondary Password Tha secondary password provides additional security to your user account Secondary Password Figure 3 0 Set Secondary Password Once the password is set the user will need to enter it every time he she logs in to the system The secondary password screen will appear only after the main password is entered successfully Figure 3 1 Enter Secondary Password Secondary Password Figure 3 1 Enter Secondary Password 17 Copyright 2013 OrangeHRM Inc All Rights Reserved 32 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 3 2 1 Job Titles The job titles specific to the company can be defined in this option To add an entry go to gt gt Job Job Titles and click Add A screen as shown in Figure 3 2 would appear Click Save once the fields are added Add Job Title Job Title Job Description Note Figure 3 2 Add Job Title A list of job title s
26. Delete 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 12 1 will appear 74 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Language OSEE Spanish Fuera Speaking Icompotenzy Basie C Comments Figure 12 1 Add Language Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 122 Languages Le Ee a TY 5 Engish Speaking Mother Tongue n Speaking Basie Figure 12 2 Languages You may enter multiple entries oflanguages To delete an entry clickon the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 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 123 will appear 75 Copyright 2013 OrangeHRM Inc All Rights Reserved Add License License Te Cerifed Meregement Account License Number emu Issued Date 20100401
27. 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 84 will appear Configure PIM Show Deprecated Fields IZ Show Nick Name Smoker and Miltary Service in Personal Details Country Specific Information Show S N eld in Personal Details IE Show SIN field in nal Details E Show US Tax Exemptions monu Figure 8 4 Optional Fields Configuration You may clickon the checkboxbeside 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 8 5 51 Copyright 2013 OrangeHRM Inc All Rights Reserved Personal Delails Full Name 5 Employee d m Omera Dore Licenco Number DEZIRE RA UcwesEmiyDse za Gender Female Single IE Natanaty Date TES Nick Name Smakar Mitary Senice Figure 8 5 Optional Fields added to Personal Details Screen 4 1 2 Custom Fields This feature allows the Admin to customize and add fields to ll 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 scree
28. Password We wil send you an email ta eset password Username or email should be listed Usemame ksmith Reset Primary Password Figure 2 2 Reset Password screen user can then select whether he she wants to reset the primary password password secondary password orboth Upon clicking Reset Password the system will send an email notification to that employees work email address This email will contain a link to reset the password as shown in Figure 2 3 The screen as shown in Figure 2 4 will be shown once Reset Password is clicked OrangeHRM Password Reset c scs a LI OrangeHRM System lt donstesly oran 3 26PM 6 mintes ago Hi Lisa Smith You or someone roaring to your email account roquoeted for a password reset To reset the password please cick or copy and paste the following link on your browser Biigl sslesdero orangehrm con ahim 301 synfonyiweblinds phpisecuntyAutenbcatn resetPassaordireselCode FUIT zi you may go to hr p saleedemo orangelrm corohim 3D Vsumfonyweb da pholsscurtyAuthentication asswordRecel Cade and anter ihe password reset code Mats NTESOW YSN INTYOVg Ifyou didnt roquost this chango please ignara this Regents OrangeHRM System Figure 2 3 Password Reset Email Notification 14 Copyright 2013 OrangeHRM Inc All Rights Reserved Please check your email Check your ema
29. Relationship of the dependent to the employee and the Date of Birth of the dependent Click Save once you have entered the following fields and the dependent will be listed as shown in Figure 10 3 Assigned Dependents SEs Ul man connor wie 1994 03 18 Attachments Figure 10 3 Assigned Dependents You may add multiple entries of dependents To delete an entry clickon the check box next to particular entry Itis 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 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 10 4 will appear Copyright 2013 OrangeHRM Inc Al Rights Reserved Add immigration poen hamber E torba E Sigo sune Utes a aa E Comments Figure 10 4 Add Immigration Select the document type Passport or Visa you wish to add details of the Number whether it is apassport number ora visa number the Issued Date Expiry Date the E
30. Symfonylweb ndex pho recru amp mentApplr pbs rss b hitp 127 0 0 t orangehrm 3 0 symfonv veb index php recrutmentApolv obs html Enter the following fields Vacancy Nam Hiring Manager Number of Positions vvvvvv the vacancy some other time v Figure 241 Figure 24 0 Add Job Vacancy Job title the position that is needed by the company he name in which you want the vacancy to be posted as Description a description ofthe job role Active to make the job vacancy active and be posted online You may unselect Active if you want to post 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 ofthe job that was posted as shown in Copyright 2013 OrangeHRM Inc All Rights Reserved RL hp 127 0 0 l orangehrm 3 0 symfonv web ndex phpirecrutmentAgplv obs rs b hitp 127 0 0 Viorengehrm 3 0 symfony web index php recruimentApplv obs html Figure 24 1 RSS Feed Click Save once you have defined the job vacancy and it will be listed as shown in Figure 24 2 a postot Accountant Accountant Jennifer Brown Active 1 vacancy for Controller Controller Russel Hamilton Active Vacancy for Manager IT I Manager Anthony Nolan Active Figure 24 2 Job Vacancy List 7 2 1 Applying for a Vacancy Both internal and external applicants can apply for a vaca
31. action click on the Candidate name and the screen as shown in Figure 22 4 will appear Click Edit to select perform an action Edit Candidate Fu Name Dale Contact No Vecarcrtor Controller el Seed a Resume Koep Curent Cunen Raples CUT Controller Date otAppiicaton Figure 22 4 Candidate s Application Status Details Copyright 2013 OrangeHRM Inc All Rights Reserved 142 following information will be populated on the screen gt 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 the current resume 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 vvvvvv The default application status is Application Initiated and the HR Admin can perform the following action for the particular candidate Shortlist e Reject 7 1 2 Shortlist The Admin or the Hiring Manager can choose to shortlist a particular candidate Select Shortlist from the Action d
32. and other users with admin rights can define leave types used within the organization Leave types can be defined with country based leave rules custom hire date based leave periods apply restriction rules leave accrual rules and leave carry forward rules To add leave types go to Leave Configure gt gt Leave Typesand the screen as shown in Figure 13 1 will appear Add Leave Type South Atrea isl Nane Annual Leave sentiementsuaona E Enter the leave type Name and select the Country from the drop down selection in which the following leave type applies to 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 Click Save to create the leave type leave type isadded it will be listed as shown in Figure 13 2 You may add multiple entries of leave types You may view edit leave type by clicking on the Leave Type name To delete a leave type click on the check box next to the Leave Type name Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 82 Copyright 2013 OrangeHRM Inc All Rights Reserved Leave Types Figure 13 2 Leave Types List To configure the leave rules click on Leave Rule and a window as show
33. and simply clicking Delete 3 7 Documents This section enables the HR Admin to publish and share company related documents with all employees in the company All documents are published to the Announcements section explained in Section 9 Announcements To add a Document go to Admin gt gt Documents gt gt Manage Categories and click Add a screen as shown in Figure 6 5 would appear The Admin can add and delete categories 36 Copyright 2013 OrangeHRM Inc All Rights Reserved Categories Name Pele 01 Insurance Claims T Lene Pois security onlcy Figure 6 5 Add Manage Document Categories To add a document the Admin must then go to Admin gt gt Documents gt gt Manage A screen as shown in Figure 6 6 would appear Add Documents Toric Category Lea Poly purae dinum feme gt Fose ati EKAL 09 Alaz ui 4s x ee Pate 4 Pubish To Admin E Superior I AI Employees Publohad Data Figure 6 6 Add Documents Copyright 2013 OrangeHRM Inc All Rights Reserved Topic the topic of the news article Category select from the dropdown menu which category the document belongs to Description the main body of the news article can be filled in this section Standard document formatting options are available font change styles e
34. are shown with their name and starting date of the leave application Administrators see a list of employees according to their region and privilege Clicking on an item takes the user to the detailed view of the leave list lt Items are ordered according to the leave start date and then by the employee s last name Pending Timesheets Panel Submitted timesheets of subordinates are shown with their name and starting date of the week Administrators see a list of employees according to their region and privilege Clicking on it takes the user to the page where the timesheet can be either rejected or approved The sub panel is ordered according to the starting date ofthe week and then by the employee s last name 163 Copyright 2013 OrangeHRM Inc Al Rights Reserved Scheduled Interviews Panel Interviews scheduled are displayed with the candidate s name and the interview date Clicking on the link will take the user to the interview details page where the details can be viewed and updated The sub panel is ordered according to the interview date Admin will see all scheduled reviews and interviewers will see only interviews scheduled for them 10 3 Admin Users View Charts There are two charts displayed to the Admin users which supplement each other as shown in Figure 26 0 1 Chart 1 Number of active employees in the top level sub units Pie Chart 2 Chart 2 Total Number of leave taken from Ja
35. be reflected under Candidate s History as shown in Figure 23 1 Candidate s History 2013 02 03 azmin Contioter Fust interdew as passed or Vacancy for Cantraler 20120403 Acmin scheduled Controlar FIStIMSMeN on 2073 28 05 at 14 00 Jenner Bown for Vacancy tor Cooner Vir 20120403 tor Vacanoy or Controlar by Admin Vou 20130403 assioned the job vacancy Vacancy for Controller Figure 23 1 Candidate s History 7 1 6 Mark Interview Failed The HR Admin or the Hiring Manager can also mark the interview failed To do so select Mark Interview Failed from the Action drop down menu and the screen as shown in Figure 23 2 will appear 146 Copyright 2013 OrangeHRM Inc Al Rights Reserved Mark Interview Failed Canaidate Name Lucas Nolan Vacancy acancy for Manager iT Hiring Manager Anthony Nolan Current Status Interview Scheduled Notes Under qualited for this positon Figure 23 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 23 3 amin marea SE tat interaew aa taea rar Vacaney tor Manager it Aamin Se stints on 2212024 a 7058 wm Silverstone ter vacancy er Manager Shortisted for Vacancy for Manager IT by Admin Vacancy for Manager iT Figure 2
36. be selected from the dropdown menu 100 Copyright 2013 OrangeHRM Inc All Rights Reserved The Leave Period then be selected The number of days to assign to that employee can then be given in the Entitlement textbox as shown in Figure 15 4 Add Leave Entitlement Enpoyen Ryan Parker Annual Add to Multiple n L d 2013141 201 Entilement 4 Figure 15 4 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 fora certain Leave Type to all employees in that location and sub unit by clicking Save as shown in Figure 15 5 Add Leave Entitlement Leave Type E Matches 8 employees ii Sub Unit 2013 01 01 2013 12 31 lent 4 Figure 15 5 Add Leave Entitlement to Employees by Location and Sub Unit 101 Copyright 2013 OrangeHRM Inc All Rights Reserved To view an employee s leave entitlement HR Admin can click on Leave Entitlements gt gt Employee Entitlements as shown in Figure 15 6 The Admin can type in the Employee name and select the Leave Type from the drop down Leave Entitlements Employee Leave Type Ryan Parker All Australia
37. 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 62 Copyright 2013 OrangeHRM Inc All Rights Reserved Click Save once the fields added the emergency contact will be listed as shown in Figure 10 1 Assigned Emergency Contacts Mies Olsen Attachments Figure 10 1 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 atthe same time by clicking the check 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 file from a relevant path and upload the following file by clicking Upload Dependents Ifan employee has any dependents you can enter them here To add a dependent clickon Dependents from the Employee Details column and the screen as shown in Figure 10 2 will appear Add Dependent tary Ober Tesesedys Date of th 1994 01 19 Figure 10 2 Add Dependent 63 Copyright 2013 OrangeHRM Inc All Rights Reserved Enter the Name of the dependent ofthe employee the
38. 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 Click Save once completed Note Please note that the maximum file size of the picture cannot exceed 1 megabyte 4 3 1 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 58 Copyright 2013 OrangeHRM Inc All Rights Reserved nal Details Memberships Figure 9 5 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 9 6 will appear You can also edit the personal details listed below by clicking Edit on the bottom of the screen 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 clickon the box Gender Click on the relevant gender Driver s License Number License Expiry Date Military Service 59 Copyri
39. for Controller Hiring Manager Russel Hamilton Current Status Job Offered Notes Salary disagreement Figure 23 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 237 Candidate s History Performed D Description 20120403 Admin marked the cfferas declined far Vacancy for Controller 2013 04 03 Aamin ofered the Joo for Vacancy cr Controller 2013 0403 Admin marked Controller First Interview as passed for Vacancy for Controller Mew 20130403 Admin scheduled Controller First interview 2013 04 05 at 14 00 with Jennifer Brown for Vacancy for Controller View 20130403 Shortlisted for Vacancy for Controller by Admin View 20130403 Admin assigned the jot vacancy Vacancy for Controller Figure 23 7 Candidate s History 7 1 9 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 23 8 will appear 149 Copyright 2013 OrangeHRM Inc All Rights Reserved Hire CandidateName Anne Clinton Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Job Offered Notes Fasttrack to team lead management potential Figure 23 8 Hire You may add a note an
40. from a relevant path and upload the following file by clicking Upload Qualifications Work Experience Previous work experiences ofan 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 11 5 willappear 7 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Work Experience uas Figure 11 5 Add Work Experience Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 11 6 Work Experience Execute 2003 00 01 Figure 11 6 Work Experience 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 atthe same time by clicking the check box entries you wish to delete and simply clicking Delete Education 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 11 7 will appear 72 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Education uen Bachelor ct Information mettre MajorSpecialzato
41. retry log You can re Figure 2 7 Retry Login with CAPTCHA st password reset code by visting the Forgot your pase word link The user will need to successfully fill the correct code to Login to the system Blockaccess after failed attempts for 004 MM If the user tries to log on to the system with an incorrect password fora defined number of times the system will block access to the system fora specified amount of time Figure 2 8 rangeum You nave been restricted trom accessing OrangeHRM temporarily oues l 2 0 US Figure 2 8 Blocked Access Cange ive ver 3 0 1 OrangeHAM inc Once access is restricted system sends an email to the associated with user name employee s work email address Ifthe work email is not set the system gives a warning message Figure 2 9 16 Copyright 2013 OrangeHRM Inc All Rights Reserved Access to your account has been temporarily restricted ET OrangeHRM System lt donatieply orangehrmiie co 3 46 3 mintasago to me f Hi Lisa Smith Access to your account has been temporarily resticed as a result af toa many failed login attempts The restriction vill automatically end in 02 minutes It you want to remove the restriction immediately please click tne Forgot your password link on the login page to reset your password Regards Orange HRM System Figure 2 9
42. timesheets Click View once completed and the screen as shown in Figure 21 6 will appear 136 Copyright 2013 OrangeHRM Inc All Rights Reserved Project Report Recuilment Vendocisnagemert Project Name UES Projed B 700 Figure 21 6 Project Report 6 3 2 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 21 7 will appear Employee Report Emploree James Olsen Project Name Activity Name 7 ProjectDate Range From mas a Timesneets Only include Approved F Figure 21 7 View Employee Report Select the Employee Name from the drop down list the 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 137 Copyright 2013 OrangeHRM Inc All Rights Reserved You may also click on the Only Include Approved Timesheets if you want to vie
43. 013 OrangeHRM Inc All Rights Reserved Note You need to define company name of the parent company before you create the Company Structure To add a sub unit to the company structure go to Admin gt gt Organization gt gt Structure and clickon as shown in Figure 4 7 and the screen shown in Figure 4 8 would appear Organization Structure Figure 4 7 Add Sub Unit OrangeHRM Add Unit Unit id um Name IT Division Desenption unit wil bs addod undor 0001 American Company Pu Figure 4 8 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 is a Department Division or Team Once you have entered the field click Save and the Sub Unit will appear as shown in Figure 4 9 Organization Structure 0001 American Company Put Ltd 0002 IT Division x Figure 4 9 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 5 0 27 Copyright 2013 OrangeHRM Inc All Rights Reserved Organization Structure 0001 American Company Pv Ltd E U002 IT Division x Software Support X Hardware X amp Accounts Division X Au
44. 20 8 will appear To punch out click Out Punch Out Emm HMM Mee Figure 20 8 Punch Out 6 2 3 My Records 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 shown under My Records To view details go to Time gt gt Attendance gt gt My Records and the screen as shown in Figure 20 9 will appear My Attendance Records maua a Date Figure 20 9 View My Records Enter the date you want to view the attendance record and the screen as shown in Figure 21 0 will appear T Punch Out Note Duration Houre 2013 04 05 21 28 00 GMT Figure 21 0 My Records in Details 133 Copyright 2013 OrangeHRM Inc All Rights Reserved 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 6 2 4 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 21 1 will appear View Attendance Record Employee Name Kevin Fran Date
45. 27 Administrator s User Manual for OrangeHRM Version Live 3 0 gt u e 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 Ora Contents Administrator s User Manual for OrangeHRM Version Live 3 0 10 Audience 20 TheSystem 3 0 Admin Module 31 User Management 3 11 Users 3 1 2 User Roles 3 13 Authentication Configuration 32 Job 324 3 2 2 3 2 3 3 24 Job Categories 3 2 5 Work Shifts Organization 3 3 1 General Information 3 3 2 Locations 3 3 3 Structure 344 34 34 3 Licenses 34 4 Languages 34 5 Memberships 3 5 Nationalities 3 6 Manage News 3 7 Documents 3 8 Configuration 3 8 1 Email Configuration 3 8 2 Email Subscriptions 3 8 3 Localization 3 8 4 Modules 3 9 Notifications 3 9 1 How to Create Event Notifications 3 9 2 Managing Event Notifications Copyright 2013 OrangeHRM Inc All Rights Reserved 3 93 Email Notifications 3 10 Audit Trail 40 PIM Module 41 Configuration
46. 3 3 Candidate s History Amin assgno te Jo vaca 7 1 7 Offer Job The HR Admin or 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 23 4 will appear 147 Copyright 2013 OrangeHRM Inc Al Rights Reserved Offer Job Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Interdew Passed Notes Fast trackto team lead Figure 23 Offer Job You may enter a 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 23 5 Candidate s History 2013 04 03 Admin offered the Job for Vacancy Controller Mew 2013 0403 Admin marked Controller First Interview as passed for Vacancy for Controller View 2013 04 03 Shortlisted for Vacancy for Controller by Admin Mew Figure 23 5 Candidate s History 7 1 8 Decline Offer If incase the offer was declined by the applicant then itcan 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 23 6 will appear 148 Copyright 2013 OrangeHRM Inc All Rights Reserved Decline Offer Candidate Name Dale Johnson Vacancy Vacancy
47. 301 01 000 Show Maternity Leave 20134231 Timeline United States 20130141 040 0 00 Show Paterity 20132 Timeline Figure 16 8 My Leave Entitlements and Usage Report 108 Copyright 2013 OrangeHRM Inc All Rights Reserved 5 4 Leave List The leave list is available to the Admin and ESS Supervisors It shows the entire leave request by the employees Global Admin can see and manage leave application and for all employees based in all the locations regions of the organization Regional Admin can see and manage leave application for all employees based in all the assigned locations regions of the organization ESS Supervisor can see and manage leave application of his her subordinates ESS Employee has no access to this feature 5 4 1 View Action Leave Request When an employee applies fora 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 Listand the screen as shown in Figure 16 9 will appear You may also action the following leave request by selecting an action from the Action drop down menu Employee Name Number of
48. Abbey Ester to Esther DETAILS 2011 06 14 admin DELETE Kayla Esther Employee record was deleted from 12 26 42 EMPLOYEE Abbey the system Table 3 Example on PIM gt Personal Details audit records 1 To view actions performed by a user within a particular module select the relevant module from the Module drop down and select the section from the Section drop down By clicking on the search button it will list the changes done on each record 2 To filter your search by specific actions performed within the system select the pre defined actions from the Actions drop down menu 3 To view actions performed by a particular user type the name of the employee as the Action Owner The system will automatically search for the particular employee s name within the system 4 To track changes made to a particular employee s record type name of the employee in the Affected Employee field 5 To view the changes on done specific time period enter the date range in from and to field 6 Tofilter your search by the sections within the selected module select the drop down from the Section field Figure 8 3 shows an example of the audit trail section 49 Copyright 2013 OrangeHRM Inc All Rights Reserved manas de WPOAETERMRATON Som Sng p sangna tom t Mae tony wer gei om to halan Dt De nga pam munansa
49. Check Speling Figure 8 1 Event Triggered Email Notification Copyright 2013 OrangeHRM Inc All Rights Reserved 27 Orangenrm The table below lists the Notifications which are emailed for each Event Type in the system Notificati Name Date of Birth jeld Employee gt DOB Subject DOB Notification System will send emails to recipients about employees date of birth each year based on the settings Driving Employee gt License Expiry Driving License System will send emails to recipients License Date Expiry about employee s License expiry Expiry Date Notification Immigration Employee gt Immigration Immigration Ifthere are multiple records the system Expiry Dates Documents gt Passport Visa Expiry will send emails to each separately based Expiry Date Notification on the settings Employee Employee ob Employee An email will be sent when reaching the contract s Contract gt End Date Contracts contract end date Expiry Dates Notification Memberships Employee gt Memberships gt Memberships An email will be sent when the Expiry dates Renewal Date Expiry membership end date is reached If there Notification are multiple records system should send email notifications for each separately Licenses Employee gt Employee Licenses Expiry An email will be sent when reaching the Expiry Dates_ Licenses gt Renewal Date Notifi
50. Employee Harshari Siva Job Tite Pre Sales Execulve Reviewer Ryan Parker Review Period 2013 04 03 2012 08 05 Status Scheduled Key Ferormanc Quota goals 10 Note Ea Figure 25 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 159 Copyright 2013 OrangeHRM Inc All Rights Reserved 9 0 Announcements The Announcements section is a where employees access and view all the News and Documents Section 5 6 and 5 7 that are shared and published by the company 9 1 News To view all published News articles the user must go to Announcements News The screen as shown in Figure 25 5 will appear showing all the published un archived news articles Published News T Company Meeting The annual Company Mesing wil be held an the 10h of June 2013 Thankyou Christmas Party Staff meeting on the 12th April Christmas party Welcome to OrangeHRM Figure 25 5 Published News To view those articles that have been archived the user must click on Show Archived 9 2 Documents To view all published Documents the user must go to Announcements Documents The screen as shown in Figure 25 6 will appear s
51. Expiry Dato Figure 12 3 Add License Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 124 tyr ici 201 040 2017 04 01 Figure 12 4 Licenses You may enter multiple entries oflicenses To delete an entry click on the check box next to particular entry Itis 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 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 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 click Upload to upload it as shown in Figure 12 5 76 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Attachment Select Fae CiUsersiorangehrmiDee Browse Comment University Certificates Figure 12 5 Add Attachments Once you have uploaded the file the file will be listed as shown in Figure 12 6 17 Un cermncates cocs UnwersiyCertncars 953 applestornz opemmtormats usen amn aficesocumentworaprocessingml document Figure 12 6 Manage Attachments To delete an entry c
52. How Do Different Users Utilize Advanced Leave The functionality ofthe Advanced Leave Module differs depending on the rights of the user Global Admin can e View and assign leave entitlements foreach leave type for all employees in all the locations regions of the organization Configure leave periods leave types work week and holidays Assign Leave for any employee See scheduled leave and taken leave for any employee Generate leave entitlement reports and usage reports 79 Copyright 2013 OrangeHRM Inc All Rights Reserved e Ifan employee has been assigned global admin user role then he she will see the Apply My Leave My Entitlements and My Leave Entitlements and Usage Report options along with the rest of the features View the leave calendar which will display all types of leaves for a month forall or individual departments Regional Admin can e Perform all actions as the global admin but is limited within the assigned region s Please see Section 3 1 for more details on Regional Admin ESS Supervisor can View his Personal and Employee subordinate Leave Entitlements and Usage Reports View Leave List Apply Leave Assign Leave for his her subordinates Approve Reject Leave for his her subordinates View leave calendar which will display all types of leaves fora given month for all subordinates or for his division ESS Employee can View his Leave Entitlements an
53. I Supervisors can also view assigned assets of the subordinates and assign In stock assets to his her subordinates The screen is shown on Figure 26 7 Assigned Te Emgoyee Jonathan Richardson or hin Click on an asset to perorm action Camerac 300300 ympsC mtse 300201 20140101 E Amos Daihatsu Terios Jewsha Snell 2013403 2015 02 05 D Smasphows BlachBeny Torch Moses Brown 20121220 2013 1105 E Figure 26 7 Viewing Assets Screen II 169 Copyright 2013 OrangeHRM Inc All Rights Reserved ESS users can also view all assets which are assigned to them by admin or their supervisors The screen is shown on Figure 26 8 00002 Cars 100101 Toyota Catherina 20130301 20140101 Ennis 0018 Laptops awoni Dell XPS13 Catherina 20180101 2014 01 01 Ennis 0017 Smartphones A100111 Apple iphone 4 In Use Catherina 20130201 201410201 Ennis 0018 Cameras A100112 olympusC inl Catherina 200130301 20140301 Ennis Figure 26 8 Viewing Assets Screen Please contact us on sales orangehrm com for more information 170 Copyright 2013 OrangeHRM Inc All Rights Reserved
54. Leave he she will see the leave that was assigned to him her as shown in Figure 17 5 mus bitn Kein yan Anual 300 Panda 20130419 Line Approval 00 Kin Ryan Annual 1400 300 Takena 00 203045 Lene Figure 17 5 ESS Employee My Leave View 5 6 MyLeave This feature item is available for ESS Employee and ESS Supervisors This is also available to employees in the system that have been assigned Global Admin and Regional Admin user role Personal leave details can be viewed here To view go to Leave My Leave and the screen as shown in Figure 17 6 willappear mm Annual 1400 300 Pending Lene Aggro 00 Annal 30 lene Figure 17 6 My Leave View 113 Copyright 2013 OrangeHRM Inc All Rights Reserved employee can choose to cancel a pending approval leave scheduled leave however he cannot make any changes to any other leave status He she can view complete details of leaves 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 3 9 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 notifi
55. Rights Reserved 3 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 e Define the company hierarchy pay grades work shifts projects memberships qualifications etc e other administrators and set access levels for each user e Handle security issues e Configure email notifications Configure language localization and date format that will be reflected throughout the whole system e Enable Disable Module display The Admin Module is the central control of the system and setting it up accurately is important for smooth operation Recrutment The Admin Module consists of User Management Add multiple HR Admins who will control the system create logins for general users through ESS Users assign Regional HR Admins create new custom User Roles Job Allows the HR admin to define job titles specifications pay grades employment status job categories and work shifts Organization Allows 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 Manage News Compose and publish company wide news articles and events with employees Documents Compose and share corporate do
56. Vacancy fpr Finance Manager Harsha Silva 20130321 Hired Download IM Figure 22 2 Candidates List Candidates can be added manually onto the system by clicking on the Add button Candidates can deleted by selecting the appropriate candidate and then clicking on the Delete button The candidate list can be exported to CSV by clicking on the Export to CSV button The file generated canbe viewed as shown in Figure 22 3 141 Copyright 2013 OrangeHRM Inc All Rights Reserved I ROME ERNST MERE Deoa Tm m Reese een 3 YA A mm EE a d P FATTI E hane Noto GANT interview Poe p d vanmeytorconunPer Rankehan Sapte tenashanegna com B Perera anon medvenetnalcom en ammi 5 vaare fr ec redis J 3 vacare tpr Finance manager yay wres areronyeorangenrmeon Yaaro tpr Finance Manager danie Pierra 72ans interview Sneed insekot Gmail com 3 Vaanepfercemraer Anne Hees omenqotmam do Mathews Jes 0 1368005307 2027 us z 1E NETS VERNIS Figure 22 3 Candidate List CSV To view candidate s application status details and perform an
57. bordinates Export timesheet and attendance data CSV for subordinates The ESS User can Punch In Out View personal time reports 131 Copyright 2013 OrangeHRM Inc All Rights Reserved 6 2 1 Configuration The admin can select what privileges the employees and supervisors will have on the punch in out and attendance For configuration go to Time gt gt Attendance Configuration and the screen as shown Figure 20 6 will appear Click Save once done Attendance Configuration Employee can change current time when punching in out Vi Employee can editidelele own attendance records Supervisor can add editidelete attendance records of subordinates Figure 20 6 Attendance Configuration 6 2 2 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 Punch In Out and the screen as shown in Figure 20 7 will appear Punch In De musa e iam Mote Figure 20 7 Punch In 132 Copyright 2013 OrangeHRM Inc All Rights Reserved If the HR Admin has configured the attendance settings the Time forboth 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
58. cation license expiry date Retirement Employee DOB param Retirement Once an event notification is created for Notification year Notification Retirement Date System should send an email notification according to the defined settings Eg If an employee date of birth is on 1970 06 01 and the number of years for the retirement is 55 then the system needs to send a notification on 2024 12 01 if you select 6 months prior notification and should send notification on 2025 05 01 if you select 1 month prior notification Table 1 Notifications 3 10 Audit Trail The audit trail allows administrators to track changes made to the records in the system by ESS users supervisors and HR administrators in detail You can view the changes made to the information within the system by navigating to Admin gt gt Audit Trail The screen as shown in Figure 8 2 will open 47 Copyright 2013 OrangeHRM Inc All Rights Reserved 27 Audit Trail From m nmin dd Action Omar UPDATE JOB DETALS in UPDATE Jo DETALS vin UPDATE JOB Drang San DETALS Job Details Suh Unt changed fom to Sotware Job Datis fob Details Figure 8 2 Audit Trail The system will track changes made to the records with date amp time ofthe action and who has done the changes In this version all record changes within the PIM and Re
59. cations 57 Apply All users except for the Admin unless he is an employee can apply for leave using this feature To apply for leave go to Leave gt gt Apply and the screen shown as shown in Figure 17 7 will appear Apply Leave Ei From Date ToDate Time EIE Figure 17 7 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 Duration You can enter the times and the Duration 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 114 Copyright 2013 OrangeHRM Inc All Rights Reserved Once you havefilled in the 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 17 8 2010426 Kevin Ryan Annual 4367 33 Pencing Half day leave Select Acton E Leave Apprnaiio35 2013 04 17 to Kevin Ryan Annual 13 67 3 00 Pending Go to Detailed View 2013 04 19 Leave Approvali2 00 Schede 00 Kevin Ryan Annual 13 67 3 00 Tekeni3 00 Leave Figure 17 8 My Leave View 5 8 Leave Calendar The administrators ESS Employee and ESS Superv
60. chments 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 9 9 will appear Contact Details Adaress sweet 1 Yietona Sues ev New York StaleProvince a ZipPostal Code ie United States Ini 1 12315629452 Work Telephone pace jalsent2 emailcom comer Emall i Figure 9 9 Contact Details 61 Copyright 2013 OrangeHRM Inc All Rights Reserved 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 If the country is United Sates you can select from the drop down or you need to enter itmanually ZIP Code Home Telephone 9 Mobile 10 Work Telephone 11 Work Email 12 Other Email WN HE Once you completed this form click Save Emergency Contact Contact details of an employee which will be needed during emergency can be entered here Select Emergency Contacts from the Employee Details column and the screen as shown in Figure 10 0 will appear Add Emergency Contact Michael Olsen Reletionshio Father Home Telephone 1 245601 4531 Movia Work Telephone Figure 10 0 Add Emergency Contact Enter the Name of the person you wish the company to contact in
61. cruitment module are audited as depicted in Table 2 below Sections Affected PIM Personal Employee First Name Middle Name Last Name Details Job Title Employee Job Title Name Salary Employee Currency Pay Grade Salary Component Amount Pay Frequency Contact Employee Address Street 1 Address Street 2 City Information Country State Province Zip Postal Code Home Telephone Mobile Work Telephone Work Email Other Email Supervisor Supervisor Add Supervisor Name Subordinate Name Subordinate Change Reporting Method Copyright 2013 OrangeHRM Inc All Rights Reserved Work Employee Add Edit Leave Type ID Leave Type Name Experience Delete Recruitment Job Vacancy Job Add Edit Vacancy 1D Job Title Hiring Manager Vacancy Delete Description Status Table 2 Audit records for each module and section Table 3 shows a few examples of PIM audit records Date and Action Action Affected Action Description Time of Owner Employee Action Username 2011 06 10 admin ADD Kayla Esther New employee record was added to 19 07 36 EMPLOYEE Abbey the system Name Kayla Esther Abbey 2011 06 14 admin ADD Ashley Abel New employee record was added to 11 47 48 EMPLOYEE the system Name Ashley Abel 2011 06 14 admin UPDATE Kayla Esther Middle name was changed from 11 47 57 PERSONAL
62. cuments and memos with employees Notifications Create email notifications to trigger for certain events Configuration Configure all email notifications language localization and enable disable module display Audit Trail View all additions changes made to the PIM and Recruitment module Copyright 2013 OrangeHRM Inc All Rights Reserved 3 1 UserManagement This feature allows the HR Admin to administer users by creating logins and defining privileges by assigning User Roles Admin or ESS Also if the Regional Admin feature is enabled users can be created and defined as admins for specific regions and locations which gives more functionality across the system PIM and Leave modules Also this section allows the admin to create new custom user roles with specific privileges 3 1 1 Users To add a system user go to Admin gt gt User Management Users and click Add a screen as shown in Figure 1 2 would appear Add User Usar Rolo Employee Name Usemame Enabied EI Password word Figure 1 2 Add User Note An employee list needs to be created first under the PIM Module to create user logins Alternatively user login could be created when adding employees under the PIM Module To create a user login the following needs to be entered User Role You can assign user roles for each user Global Admin Regional Admin ESS or Custom
63. d 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 6 1 3 Approving Employee Timesheet ESS Supervisor Approve RejectTimesheet 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 Timesheets Employee Timesheets and the screen as shown in Figure 19 8 will appear The ESS Supervisor will only see the timesheets submitted by his her subordinate Select Employee Tameshests Pending Action DITE E Figure 19 8 ESS Supervisor View Timesheet Details 127 Copyright 2013 OrangeHRM Inc Al Rights Reserved 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 19 9 will appear Timesheet for James Olsen for Week sema E status Submitted ES Timesheet action Figure 19 9 ESS Supervisor View Edit Approve Reject Timesheet The supervisor can approve or reject a timesheet and also enter a comment They can also edit the timesheet by clicki
64. d Usage Report View his detailed leave application Apply for leave View his leave calendar which will display all his leave during a particular month 5 1 Configure The HR admin is able to configure the following that will be reflected throughout the Leave Module as shown in Figure 12 9 80 Copyright 2013 OrangeHRM Inc All Rights Reserved Admin PM Time Recruitment Performance Entitlements Leave Period Start Month Figure 12 9 Configure Leave Period Leave Types Work Week Holidays 5 1 1 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 gt Configure Leave Period and a screen as shown in Figure 13 0 will appear Click Edit to enter fields Leave Period startMonth darter a 1 E End Date Decemter3t CurrentLeave Period 2013 01 01 to 2013 42 31 Figure 13 0 Define Leave Period 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 81 Copyright 2013 OrangeHRM Inc All Rights Reserved 5 1 2 Leave Types The administrator
65. d attendance data CSV forall subordinates 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 View personal timesheets and attendance records 121 Copyright 2013 OrangeHRM Inc All Rights Reserved 6 1 Time Sheets 6 1 1 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 add a customer go to Time gt gt Project Info gt gt Customers and click Add ascreen as shown in Figure 18 6 would appear Click Save once the fields are added Add Customer Name Desctiton Figure 18 6 Add Customer The customer will then be listed as shown in Figure 18 7 You may also add multiple entries of customers To view details of a customer click on the customer s name Customers Figure 18 7 Customers List To delete an entry clickon the check box next to the Customer name It is also possible to delete multiple entries at the same time by clicking the check boxentries you wish to del
66. d click Hire to confirm the action Click Back and the action will be reflected under Candidate s History as shown in Figure 23 9 Candidate s History 2013 04 03 Admin hired Anne Clinton for Vacancy for Controller Mew 2013 04 03 Acmin onered ine job for Vacancy far Controller vew 2013 04 03 Admin marked 1stinterview QA as passed for Vacancy for Controller View 20130329 Amin scheduled tst inteniew QA on 2013 04 02 at 10 10 with Jennifer Brown for Vacancy for Controller View 2013 03 29 Shortlisted for Vacancyfor Controller by Admin Mew 2013 03 29 Admin assigned the job vacancy Vacancy for Controller Figure 23 9 Candidate s History Once the candidate ishired he she will be added to the employee database under the PIM Module 7 2 Vacancies Here the Admin can create a vacancy for a particular job title required by the company To add a vacancy to Recruitment gt gt Vacancies and click Add and the screen as shown in Figure 24 0 will appear 150 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Job Vacancy JobTille Vacancy Hiring Manager Number of Positions Description Active Sales Executive s Senior Sales Executive John Smith Responsibilities Develop sales strategy business plans account management marketing activities business development Publish in RSS feed 1 and web page 2 1 0 0 Vorangehrm 3 0
67. dicator will then be listed under KPI List see Figure 24 6 8 3 Copy KPI You may copy a KPI from one job title to another through this feature To do so go to Performance Copy KPland the screen as shown in Figure 24 8 will appear 155 Copyright 2013 OrangeHRM Inc All Rights Reserved Copy Key Performance Indicators KPI Already Exists This Operation Deletes Existing KPI Ok Cancel o CopyFrom Program Manager ie Copy To Accountant il Figure 24 8 Copy Key Performance Indicators Click Save once you have selected the fields Note Once you copy a KPI from job title to another job 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 withoutan existing KPI the operation will simply just copy the KPI from one job title to another as shown in Figure 24 9 Copy Key Performance Indicators Copy From a Accountant Contos Cheif Executive Office 7 Figure 24 9 Copy Key Performance Indicators Click Save once you have selected the fields and the KPI copied will be listed as shown in Figure 25 0 156 Copyright 2013 OrangeHRM Inc All Rights Reserved erformance Indicator Attendance Program Manager 10 s Process
68. dit x Eb Finance Division X HR x Figure 5 0 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 3 4 Qualifications This feature allows you to define all information with regards to employees qualifications The sub menu consists of Skills Education Licenses Languages 3 4 1 Skills You can define various sets of skills which can be later used on PIM Module add an entry go to Admin gt gt Qualifications Skillsand click Add and a screen as shown in Figure 5 1 would appear Click Save once the fields are added 28 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Skill Desenption oc Figure 5 1 Add Skill A list of skill s as shown in Figure 5 2 would appear once a Skill is added You may also add multiple entries of skills Skills Leadershio Marketin Microsof Visio E Figure 5 2 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 3 4 2 Education
69. e direct deposit details will be listed as shown in Figure 11 0 Assigned Salary Components 1 mn necs m Drect napon etn m E Attachments Figure 11 0 Assigned Salary Components You may enter multiple salary components To delete an entry click on the check box next to particular entry Itis 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 file from a relevant path and upload the following file by clicking Upload ReportTo 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 him To define the supervisors and the subordinates ofa particular employee select Report to from the Employee Details column and the screen as shown in Figure 11 1 will appear 69 Copyright 2013 OrangeHRM Inc Al Rights Reserved
70. e of all employees where a company can understand how well an employee is performing in relation to their strategic goals and objectives 8 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 24 6 will appear Search Key Performance Indicators JobTitle B Attendance Program 1 40 Process optimization Accountant 1 40 Yes 3 Program Manager 1 10 E Quota goals Pre Sales Executive 1 40 Figure 24 6 Key Performance Indicators 8 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 24 7 will appear 154 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Key Performance Indicator Job Tille Customer Relationship Manager Key Performance Indicator Quota goal Minimum Rating 2 Maximum Rating w Make DefaultScale lt Figure 24 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 willbe pre populated for all KPIs added in the future Click Save once all the fields are entered The following Key Performance In
71. ear Add Holiday Name Repasts Annually Full Day Half Day Full Day Untas States e Location Tra Figure 15 2 1 Add Holiday Copyright 2013 OrangeHRM Inc All Rights Reserved 98 Enter the Name of the Holiday the Date it will occur and checking the Repeats Annually will mean that the holiday will occuron the same date in the following years and select whether the holiday stated will be considered as a Full Day Half Day holiday Select the country where the holiday is applicable for the company locations would be populated where the administrator can further select the company locations the holiday is applicable to Note Locations need to be defined first under Admin gt gt Organization gt gt Locations Click Save once you have defined the holiday Oncea holiday is added it will be listed as shown in Figure 15 22 Holidays 2080101 i m mon a onm Seent Location Not Defined Bre Anzac Day 20130425 Full Day Yes Australia E Christmas 2013 Full Day Yes United Kingdom D cms 2013 1225 Fu Day Yes United States Figure 15 2 2 List of Holidays You also have the option to also Search for the holidays that are occurring within particular period as well as the country and company locations associated with that country You may add multiple entries of holidays You may view edit holidays by clicking on
72. eave outside the net balance Figure 140 87 Copyright 2013 OrangeHRM Inc All Rights Reserved 2 2 Administrators can also set this apply restriction to restrict employee from applying forthe defined leave Apply Leave Your current net leave balance 0 for Annual ie not sufficient for this request Figure 14 0 Net Balance Apply Restriction Don tallow partial day leave type as a partial day leave When employees applies fora partial day leave via Leave gt gt Apply Leave the following error message would appear as shown in Figure 14 1 Apply Leave Figure 14 1 Do not allow partial leave half day leave Copyright 2013 OrangeHRM Inc All Rights Reserved 88 3 Don tallowif employee answer NO to below question Show the error message that comes afterwards Question Error Message This apply restriction can be set when employees apply for the leave type defined Follow up questions can be applied when employees apply for the defined leavetype and if employee answers NO for the question defined employee would receive an error message that is also set up by the administrator Enter Question and Error Message in their respective boxes as shown in Figure 14 2 EDan alow if employee answer NO ta below question Show tha erar massage that cames afterwards ection your absence would another colleague cover your shit
73. ed Controller First Interview CEU UU rmm m ania E m Please attend interview on tme and in formal atire Thank Figure 22 8 Schedule Interview 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 22 9 Candidate s History 2013 04 03 scneduled Controller First Interview on 2013 04 08 at 14 00 win Jennifer Brown for Vacancyfor Controller 2013 04 08 Sholisted for Vacancy for Controller ty Admin View 2013 04 03 Admin assignedthe job vacancy Vacancy for Controller Figure 22 9 Candidate s History 7 1 5 Mark Interview Passed Once 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 23 0 will appear 145 Copyright 2013 OrangeHRM Inc All Rights Reserved Mark Interview Passed Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Interview Scheduled Notes istinteniew passed Figure 23 0 Mark Interview Passed You may write a note and click Mark Interview Passed to confirm action Click Back and the following action will
74. ed Click Save once done To change the region of a Regional Admin click on Modify Region under the Action column as shown in Figure 1 5 CSC ERN dcin Global Admin Enabled D Regional Admin Arthany ESS User Anthony Nolan Enabled Regional Admin Acchinkiuinda Enabled T Hon Regional Admin Brenda Long Enabled Charis Enabled Global Admin Daniel Yuma Enatisd Figure 1 5 User List A screen as shown in Figure 1 6 should appear Make the relevant changes and click Save once done 10 Copyright 2013 OrangeHRM Inc All Rights Reserved Select Locations E Select Locations Figure 1 6 Modify Region Note Global Admin users can manage accounts across all countries while Regional Admin users can only manage user account in their region 3 1 2 User Roles As explained in 3 1 1 the following user roles types are pre defined in the system Global Admin Regional Admin ESS User Employee amp Supervisor In addition to these user roles itis possible to create new user roles The User Roles section allows for the Global Admin to create custom user roles with configurable privileges and rights to gt Toaccess employee data gt Toadd delete and terminate employees To create new User Roles the Global Admin must go to Admin gt gt User Role and click on Ada Figure 1 7 Add User Ro
75. esired Project name that you wish to copy 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 19 0 Cian Project A endor Management Figure 19 0 Copy Project Activity The selected project activity will then be added to the list of project activities as shown in Figure 19 1 9 Vendor Mensgement Figure 19 1 Copied Project Activity Listed A ist of projects fora particular customer will then be listed as shown in Figure 19 2 Customers Figure 19 2 Project List 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 possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 124 Copyright 2013 OrangeHRM Inc All Rights Reserved 6 1 2 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 Timesheets My Timesheets and the screen as shown in Figure
76. ete and simply clicking Delete 122 Copyright 2013 OrangeHRM Inc All Rights Reserved 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 18 8 would appear Click Save once the fields are added Add Project Figure 18 8 Add Project To add a project the following needs to be entered Customer Name needs to be defined first before adding a project name or you may simply add a customer by clickingon Add Customer below the Customer Name field Name Name ofthe project to be done for the customer Project Admin The employee assigned for the project You may assign more employees for the project e Description A brief description of the project Once you click Save the screen as shown in Figure 18 9 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 Adivilics 1 ES Ea E vendor Manaaement Figure 18 9 Add Project Activities 123 Copyright 2013 OrangeHRM Inc All Rights Reserved 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 d
77. eters in setting up the email so notifications will be sent to relevant persons which will quicken the communication processes Italso allows the HR admin to configure language localization for the entire system set up a date format and enable disable module display 3 8 1 Email Configuration Configuration of mail settings is essential to accommodate sending and receiving notifications related to the operations performed within the OrangeHRM application Ex leave management To configure the mail settings go to Admin gt gt Configuration gt gt Email Configuration ascreen as shown in Figure 6 8 would appear Enter the fields accurately by clicking Edit and then a test mail to an email address ofyour 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 Configuration Sarding Method NE ve com SUP Pot p smiognalicom SMTP Aithontication Sho S Ves Test Email Address Reset Figure 6 8 Mail Configuration 3 8 2 Email Subscriptions This feature will allow the admin to subscribe to email notifications that will be sent to the employees and supervisors in thesystem 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 T
78. g fields e PayGrade the pay grade category that the employee falls under Pre defined under Admin Module lt Salary Component The different compensation that an employee obtains from the company Pay Frequency The frequency that an employee is paid his her salary Currency The currency that employee is paid in pre defined under Admin Module 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 Comment you may enter any important comment regarding the salary information gt Direct Deposit If salaries of employees are to be transferred or deposited into accounts those details can be specified here as shown in Figure 10 9 Diret Depost Delais gj Account Number pz Account Type iret Routing Number 15147 Amount Figure 10 9 Add Direct Deposit Details Click on the Add Direct Deposit Details check box and enter the following details Account Number Account Type Savings Checking Others If Others is selected you need to specify other account types that an employee may have Routing Number routing number of the checks Amount the amount to be deposited 68 Copyright 2013 OrangeHRM Inc All Rights Reserved Once you have entered the following details click Save and the following salary components with th
79. ght 2013 OrangeHRM Inc All Rights Reserved James Olsen Personal Details Fullname pes res erployoota Dies License UcenseFgiyDde m Gender Suae Bremae waei Singe E Nationaiy a Date of ith a Nick Name deny smoker B Depondarts ere Miller Semice Attachments Figure 9 6 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 file from a relevant path and upload the following file by clicking Upload as shown in Figure 9 7 Add Allachment Select File Comment Bath Cerificate Figure 9 7 Attachments 60 Copyright 2013 OrangeHRM Inc All Rights Reserved You may upload multiple entries ofsupporting attachments You edit the following attachments by clicking Edit on the right hand end ofa particular entry as shown in Figure 9 8 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 Allachments E Bitncetiicatedoo Bith agak aoplicalonindopenamfamals 203040 Admin aricedocoment woraprocesa El maneia Prote picture maak imageipeg Amin Figure 9 8 Manage Atta
80. gure 17 2 by e Specifying the period using the From and To dates Selecting the status or combination of status of the following o Rejected o Canceled o Pending Approval selected by default Copyright 2013 OrangeHRM Inc All Rights Reserved 110 o Approved o Taken Search for the employee Search by Sub Unit You may also include past employees with your search Location specified under Admin Organization Locations Leave List Fem 0130101 gt ste E Scheduled E Faring Aca V lese wih Status AI iyw i b Unit Include Past Emgloyess Location 7 a Taken EI Figure 17 2 Leave List Search 5 4 3 Export to CSV The admin ESS Supervisor is also able to export the leave list to a CSV file by clicking on either the Export Summary to CSV button or Export Detail to CSV as shown in Figure 17 3 Past Emploi Locator n Figure 17 3 Export to CSV Copyright 2013 OrangeHRM Inc All Rights Reserved eave UT From amann n To ANE Canceled EI Fansng Aspro Sen i Susune a 11 By clicking on Export Summary to CSV following information will be captured in a CSV file e Date Employee Name Full Name Leave Type Number of Days Status Comments icking on Export Detail to CSV the following information will be captured in a CSV f
81. gure 20 2 will appear Figure 20 2 HR Admin View Edit Approve Reject Timesheet The HR Admin can approve orreject a timesheet and also enter comment They can also edit the timesheet by clicking Edit if there are any discrepancies before approving or rejecting the timesheet 129 Copyright 2013 OrangeHRM Inc All Rights Reserved 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 20 3 Actions Performed on the Timesheet Submited Kevin Ryan 2013 04 02 Approved Admin 2013 04 02 Figure 20 3 Actions Performed on the Timesheet by HR Admin 6 1 4 Export to CSV The admin ESS Supervisor can export the timesheet data into a CSV file by going to Time gt gt Timesheets gt gt Export to CSV They can select the appropriate filter criteria only the From and To fields are mandatory as wells the addition fields they wish to display as shown in Figure 20 4 Export Timesheet Data As CSV Filter Criteria Employee Supervisor Employment Sul Unt ED Customer Timesheet Stat Date yen Tes IE Employment Statue E ines Date E Location E Superisor Include Fiter
82. howing all the published Documents 160 Copyright 2013 OrangeHRM Inc Al Rights Reserved Published Documents Geom Archives category A Holiday Policy Insurance Policy Leave Policy 2013 Company Leave Policy 2015 Attachments File ome Description Document doce Figure 25 6 Published Documents To filter through all the documents users can make a selection from the Category drop down menu Documents can be viewed and attachments can be downloaded To view those documents that have been archived the user must click on Show Archived 10 0 Dashboard The Dashboard is a page which provides A summary of vital information Eg Number of employees in a department or leave taken by each department Quick access to certain tasks Eg Leave applications pending for approval Ideally it tries to make important information available in one glance in one click Dashboard forms the Home page of every user and can be accessed by clicking on Dashboard Figure 25 7 shows the Dashboard module 161 Copyright 2013 OrangeHRM Inc All Rights Reserved Dashboard juick Launch 2 2 Assign Leave Leave List Timesh Employee Distribution by Subunit Leave Taken from January by Subunit ko legend rit sesgo te Subunte nding Leave Requests 01 Mark Boucher 2013 02 12 02 Mark Boucher 2013 04
83. iate Supenisors Chain OF Supenssers Employee Figure 7 9 Configured Notification 3 9 2 Managing Event Notifications Figure 8 0 below shows a list of event notifications created Copyright 2013 OrangeHRM Inc All Rights Reserved Event Notifications Seatch By Search For Please Sel ka Bo Janpy birthday Arne Cinton DOB Notiicaton oa Birthday noti eation All DOB Notification Bs Contract Expiy 1 Week Notice Al ployee Contracts Notation 2 Woaks 1 Day 3 Days 1 Week Figure 8 0 Event Notification screen To search for a particular event notification by its Notification ID For Enter the ID gt gt Search To search for a particular event notification by its Notification Name Select Search By Name gt gt Search For Type the name of the notification Click Add to create a new event notification To delete an event notification select the check the corresponding event and click Delete 3 9 3 Email Notifications Figure 8 1 shows the email notification that an employee receives on a particular event elect Search By ID Search Anika NS anikagpotangehrmus com Add Cc Add Ecc Subject DOB Notification Atschafile Insert Invitation Cenned responses RZUT T Qe TA Plain Tet Hlama This is to remind that date of bday is getting closer Regaras HR Admin
84. ick Save once the field is added 33 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Nationality Name tili Figure 6 1 Add Nationality A list of nationalities as shown in Figure 6 2 would appear once Nationality is added You may also add multiple entries of nationalities Nationalities TI Albanian Ci Algerian American E Andoan E Angolan Antiguans Argentinean Figure 6 2 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 3 6 Manage News This section enables the HR Admin to publish news articles and share information with all employees in the company All news articles are published to the Announcements section explained in Section 9 Announcements 34 Copyright 2013 OrangeHRM Inc All Rights Reserved To add a News item go to Admin gt gt Manage News and click Add a screen as shown in Figure 6 3 would appear Add News purs Pl Forat 5 gt Fonte ij 12 az al 1 1 2 v m held on the 10th of June 20 3 Pubich To Supervisor Employees Pubished Date Figure 6 3 News Topic the to
85. iew the Leave Entitlements and Usage Report of all employees as well as himselt 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 Reports gt gt My Leave Entitlements and Usage Report 107 Copyright 2013 OrangeHRM Inc All Rights Reserved If an employee is an Admin user or ESS Supervisor or then he she will see an extra menu item under Leave gt gt Reports called My Leave Entitlements and Usage Report Figure 16 6 Reports Leave List Assign Leave My Leave Entitlements and Usage Report Figure 16 6 Admin Employee and ESS Supervisor menu view If the user is an ESS User then he will only see the My Leave Entitlements and Usage Report option under Leave gt gt Reports as shown in Figure 16 7 Figure 16 7 ESS User menu view When clicked on the following screen will appear as shown in Figure 16 8 My Leave Entitlements and Usage Report mmm Leme Leave Pending Leme Leme Taken Leave Peiod En emens Days Schedded Days Balance Days Daya Days United States Annual 2013 01 01 4100 200 3 00 6 00 Show 2013221 Timeline United States Sick 20130141 10 700 Show leave Deletad 20134231 Timeline United States Casual 2013 01 01 10 60 Show lene 201342 Timeline Urited Stetes 20
86. igure 18 5 ESS Supervisor Leave Calendar monthly view 120 Copyright 2013 OrangeHRM Inc All Rights Reserved 6 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 for all employees View project reports for any project undertaken by the company Export timesheet and attendance data CSV for all employees The ESS Supervisor can View project information and view edit add project activities if he she is the project admin Enter modify and submit personal timesheets View Edit Approve Reject Add timesheets of his subordinates 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 Export timesheet an
87. il address es for message from DrangaHRM Please enter the reset password that has been sent to you This is not the seme password as the current password Password Reset Code T Figure 2 4 Enter Password Reset Code The Reset Code then needs to be pasted in the Password Reset Code field and then Reset Password should be clicked Alternatively the user can open the link in the email The user can now enter the new password as shown in Figure 2 5 The password reset options are provided based on the prior selections made by user That is primary password secondary password or both passwords Enter A New Password New Primary Password New Primar Password E Figure 2 5 Enter New Password Once the new password s has been entered click Save and the following screen as shown in Figure 2 6 will appear Password reset was successful Go to login page and try to login 1o Login Page Figure 2 6 Password Reset Successful Enable CAPTCHA after failed attempts If the user tries tolog on to the system with an incorrect password fora defined number of times the system activates the CAPTCHA based on configuration Figure 2 7 15 Copyright 2013 OrangeHRM Inc All Rights Reserved Retry Login Usemame Password Forgot your password Instructions Enter your username and password and the veriieation code f provided to
88. ile Date Employee Name Leave Type Status Duration hours Comments 2 5 5 Assign Leave This feature is only available to an HR Admin Global and Regional and ESS Supervisor To assign leave go to Leave Assign Leave and the screen as shown in Figure 17 4 will appear Global Admin can assign leave for all employees based in all the locations regions of the organization Regional Admin can see assign leave for all employees based all the assigned locations regions of the organization lt ESS Supervisor can see assign leave for his her subordinates ESS Employee has no access to this feature Assign Leave Employee ame Lea tpe pem z Lese Baines FromDate Toate mont Figure 17 4 Assign Leave 112 Copyright 2013 OrangeHRM Inc All Rights Reserved Select the name of employee you can do this by entering the firstletter ofhis 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 and you can add a comment if necessary The system also shows the remaining leave balance for the specific leave type Click Assign when youare done and the employee 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
89. ine the years of service to be eligible to apply for the defined leave as shown in Figure 13 8 85 Copyright 2013 OrangeHRM Inc All Rights Reserved And Years of Service lI Add Years oF Oniy emoloyose with jcinod dates and extrosponding yoars of son co wil bo allowod to apply for this loo type Fs r Years To Less Than Years Figure 13 8 Leave Eligibility based on Years of Service Click Save once you have configured the leave eligibility Apply Restrictions The administrator can set up employee Apply Restrictions for the following leave type defined as shown in Figure 13 9 Apply Restrictions E Dont allow more than currant Isave not balance Net Balance Entitlement BF Taken Scheduled CF PondingApproval E Dont allow partial day leave Dont allow f employee answer NO to below question Show the errar message thal comes afterwards Question In your absence would ancther colleague cover your shit Enor Message Wo regret to inform te you that you ate not allowed to apply for this leave f your shif is not covered by ancther employee Dont alow f Sonico Pared lose than g qus 1910001 allow if number of consecutive leave days exceed 5 IF Dent allaw na child found aged lass than nem Figure 13 9 Apply Restriction Copyright 2013 OrangeHRM Inc All Rights Reserved 86 Apply Restriction Rule 1 Don ta
90. ire Options include Months b Weeks e Days 2 Maximum number of leave to carry forward Specify the maximum number enter number of leave on the blank box o All remaining days Click Save once done 5 1 3 Work Week The administrator and any other users with admin rights will be able to define the work weeks forall employees based in different locations countries To define work week go to Leave gt gt Configure Work Week and the screen as shown in Figure 15 1 will appear Click Edit to define the work week Select the country where the work week applies to from the drop down selection In this feature you can define the days that the company in a particular country operates whether they are 1 Full Day 2 Half Day 3 Non Working Day 97 Copyright 2013 OrangeHRM Inc All Rights Reserved Work Week ay Fal Day Wecnescay Fl Day uses y Ful Day i Ful bay Saturday Figure 15 1 Configuring Work Week Click Save once you have configured the work week settings 5 1 4 Holidays The administrator and other users with admin rights can define holidays that will be applicable to the companies located in different countries and will be taken into consideration while calculating leave duration To define Holidays go to Leave gt gt Configure Holidays and click Add a screen as shown in Figure 15 2 1 will app
91. isor can have access to the leave calendar To view the leave calendar go to Leave gt gt Leave Calendar and the screen as shown in Figure 17 9 will appear Global Admin can view the monthly leave calendar of all employees based in all the locations regions of the organization Regional Admin can view the monthly leave calendar ofall employees based in all the assigned locations regions of the organization lt ESS Supervisor can view his personal monthly leave calendar and of his her subordinates ESS Employee can view his personal monthly leave calendar Note Leave calendars can be generated based on Monthly or Yearly views The default view is set to Monthly 115 Copyright 2013 OrangeHRM Inc All Rights Reserved Ora Monthly Leave Calendar Se et b E a mo Ew qum gm Figure 17 9 Leave Calendar Monthly view Legend colors have been used to signify different leave types and their statuses An administrator whether global admin or regional admin can change the legend colors of leave types by clicking Change Legend Colors and the screen as shown in Figure 18 0 will appear Once the changes have been made click Save 116 Copyright 2013 OrangeHRM Inc All Rights Reserved gend Colors Ersem Figure 18 change Legends Colors 5 8 1 Leave Calendar for Admins Figure 18 1 below shows
92. k Shift details click on Work Shift name You may also add multiple entries of work shifts Work Shifts E E ows us Figure 4 3 Work Shifts List To delete a work shift click on the check box next to the Work Shift name Itis 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 3 Organization All information about the organization the structure and locations are defined here The sub menu consists of the following items General Information Locations e Structure 3 3 1 General Information Basic details of the company can be entered on this screen To start adding information go to Admin Organization gt gt General Information and click Edit Click Save once fields are entered as shown in Figure 4 4 24 Copyright 2013 OrangeHRM Inc All Rights Reserved Organization Name Number of Employees Phone Email Address Street 1 Zip Postal Code Note General Information American Company Lic 42 20201721 12245 sales repQbenedicts com Sth Street NW California CA 10090 California TT solutions and installations TaxlD Registration Number Fax Address Streat 2 State Province Country 85763145 A23455 08145768088 Kuala Lumpur United States 3 3 2 Locations Under Locati
93. ker enables you to manage your company assets and inventory into one complete cost effective easy to use application that can be applied to any company no matter what industry or sector you in The robust OrangeHRM Asset Tracker include integrated Inventory Management and Preventive Maintenance features for a complete solution that helps you maximize your Return on Assets The Admin can define and manage different brands categories and vendors of assets in stock 12 1 Managing Brands The Admin can define the different brands of the company properties Example LG Samsung Dell HP etc You will see the screen shown on Figure 26 2 Add Brand 0013 Toshiba Figure 26 2 Add Brand 166 Copyright 2013 OrangeHRM Inc All Rights Reserved 12 2 Managing Categories The Admin can define the categories in which the company assets would be categorized under as shown on Figure 26 3 Example Laptops Smartphones Netbooks etc Add Category Dr Name Figure 26 3 Add Category 12 3 Managing Vendors The Admin can define different vendors where the product was purchased The screen is shown on Figure 264 Add Vendor a on Dell Computer Corp Contact No 6 Email deQide us com Website de com Address 6909 Witter Rood Niagra Fats NY aod 22 Figure 26 4 Add Vendor 167 Copyright 2013 OrangeHRM Inc All Rights Reserved
94. l appear Apply Leave You must complete 6 monthe period botore applying for Annual Figure 14 5 Service Period Eligibility Copyright 2013 OrangeHRM Inc All Rights Reserved 5 Don tallow if number of consecutive leave exceeds days The administrator can set this apply restriction to restrict employees from applying for this leave if theleave request is for a specific number of consecutive days defined If the maximum number of consecutive leave days is only set to 2 days and if the employee applies for 3 consecutive days leave the error message as shown in Figure 14 6 will appear Figure 14 6 Apply restriction due to exceeding number of consecutive leave Apply Leave You are allowed to tate only upto 2 days consecutive leave for Annuat hm 6 Don tallowifno child found aged less than months The administrator can set this apply restriction to restrict employees from applying for this leave if the system finds no dependents child under PIM gt gt Employee List gt gt Click on Employee Name gt gt Dependents If the age limit of a dependent child is defined as less than a certain period 2 months for example it further restricts employee from applying for the defined leave if in case the employee s dependent s age child is over the limit defined and the error message as shown in Figure 14 7 would appear Copyright 2013 OrangeHRM I
95. le Eralanen Ra os E 9 p Ra E Lm m Figure 1 7 Configure New User Role Copyright 2013 OrangeHRM Inc All Rights Reserved the selections are made and the privileges set the Global Admin can click Save and a screen with the custom user roles will appear as shown in Figure 1 8 User Roles E HiAssisan Elogia Figure 1 8 User Role list To edit the privileges of these User Roles the Global Admin will need to click on the name of the User Role and make the relevant changes To delete a User Role the Global Admin will need to tick the checkbox next to the entry and click on Delete Multiple entries can be deleted at once 3 1 3 Authentication Configuration This section allows the Admin to configure a number of Security Authentication add on options When clicking on Admin gt gt User Management gt gt Authentication Configuration the screen as shown in Figure 1 9 will appear Configure Security Authentication Add on Athenian sion Sta Ei 5 faled attempts 5151 fled attempts for enable Figure 1 9 Configure Security Authentication Add on 12 Copyright 2013 OrangeHRM Inc All Rights Reserved Authentication add onStatus A dropdown se
96. le entries ofperformance review for employees To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the s check box entries you wish to delete and simply clicking Delete 8 5 Reviews ame time by clicking the This feature allows you to review an employee s performance based on the KPIs forhis her job role To review an employee s performance go to Performance gt gt Reviewsand the screen as shown in Figure 25 3 will appear Search Performance Reviews From p Eon Employee Type ferhinis yyymm dd a nm Harshani Silva 2013 04 03 2012 04 05 Pre Sales Excutive 2073 04 11 Sub Division all Reviewer Type for hints Scheduled Ryan Parkor Figure 25 3 Search Performance Reviews Copyright 2013 OrangeHRM Inc All Rights Reserved 158 You may search fora particular performance review ofan employee by using the search criteria v From To The date period for the particular performance review 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 Reviewer the reviewer s name Y vv v Simply click on the employee name to initiate the performance review and the screen as shown in Figure 25 4 will appear Performance Review
97. lection with two options Enabled and Disabled Should be enabled to allow the admin to configure the other security authentication options User can resetthe password If User can reset password setting is checked by Admin the login page will display a link Forgot your password link when a user attempts to log on to the system Figure 2 0 Figure 2 0 Login Screen with Forgot your password option Upon clicking the Forgot your password link in the login screen user will be prompt for the below screen Figure 2 1 Identify Your Account Before we can reset your password you need to arter the information bslom to help dentiy your account OrangeHRM Usemame oR Work Email or Other Emai Figure 2 1 Login Screen with Forgot your password option The User should be able to enter OrangeHRM username or work email PIM Contact Details gt Work email to recover the password 1f employee Work Email or Other Email is not set the system should prompt a message Work email is not set Please contact HR admin in order to reset the password 13 Copyright 2013 OrangeHRM Inc Al Rights Reserved If the Work email or Other email has been set then the following screen as shown in Figure 2 2 should appear once a username or email isentered and Search is clicked Reset Your Password It you are sure that this is your account please click Reset
98. lickon 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 12 7 will appear 77 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Membership Membership Association for Financial Professie Subscription Paid By pem E Subscription Amount 1002 Currency United States Dollar Subscription Commence 3 SU 2013 01 01 Subsenption Renewal Date 20131231 Figure 12 7 Add Membership Details Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 128 Assigned Memberships USD 20130121 20131231 1231 Attachments Figure 12 8 Assigned Memberships You may enter multiple entries ofmemberships To delete an entry click on the check box next to particular entry Itis 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 file from a relevant path and upl
99. ligible 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 followingimmigration documents will be listed as shown in Figure 10 5 Assigned Immigration Records Attachments Figure 10 5 Assigned Immigration Documents You may add multiple entries ofimmigration documents To delete an entry clickon the check box next to particular entry It is also possible to delete multiple entries atthe same time by clicking the check box entries you wish to delete and simply clicking Delete 65 Copyright 2013 OrangeHRM Inc All Rights Reserved 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 10 6 will appear Click Edit to enter the job details of the employee Enter the following fields and click Save once done 20100101 po New York Headquarters Employment Contract Sette 2010 02 09 Figure 10 6 Job You may also upload any attachment tha
100. llow more than current leave net balance The administrator can set this apply restriction for the following leave type and restrict employee from applying for more than the current leave net balance Itis thus calculated as Net Balance Entitlement BroughtForward Taken Scheduled Carried Forward Pending Approval Example On Nov 06 2012 John applied for 11 days annual leave The annual leave entitlement for John is 20 days for leave period Jan 01 2012 to Dec 31 2012 John has already taken 5 days of his annual leave where he also has 3days pending approval annual leave and 2 days scheduled leave He has brought forward 7 days annual leave from leave period Jan 01 2011 to Dec 31 2011 to the current year Jan 01 2012 to Dec 31 2012 Leave carry forward rule is set See Figure where maximum number of leave to be carried forward to the next leave period Jan 01 2013 to Dec 31 2013 is 5 days where leave carry forward date is Dec 31 of the current Leave Carried Forward would still be unknown until it is calculated on Dec 31 and remains 0 days To know if ohn is eligible to apply for 6 days annual leave Net balance 20 3 5 7 3 3 Net Balance 23 18 Net Balance 5 Since the net balance for the current year is 5 days and John has applied for 11 days annual leave He is restricted from applying for 11 days which exceed his current net balance The following error message would appear if the employee applies for l
101. ment 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 15 9 Note An HR Admin will enter the leave entitlement on behalf of an ESS Supervisor and an ESS Employee Pecormance I Entitiements Reports Figure 15 9 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 Clicking Search will show all available leave entitlements as shown in Figure 16 0 103 Copyright 2013 OrangeHRM Inc All Rights Reserved My Leave Entitiements Leave typo l Annual Ades amat 131231 aliene m zona amza ck leave Delete Added prot 20131211 Figure 16 0 ESS Supervisor My Entitlements To view a subordinates leave entitlement the Supervisor has to click on Leave Entitlements gt gt Employee Entitlements and then type in the name of the subordinate under Employee and select the Leave Type as shown in Figure 16 1 Leave Entitiements Employee Lem Type Karon itl El Figure 16 1 ESS Supervisor Subordinate Entitlement Search Clicking Search will then show the leave that has been entitled to that subordinate as shown in Figure 16 2 104 Copy
102. n GPAfScore SartDate 2007 01 02 piper 2010 04 01 FE FE Figure 11 7 Add Education Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 118 Education E 2012 Figure 11 8 Education You may enter multiple entries ofeducation To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 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 11 9 will appear 73 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Skill em Leadership a Years ofBperence gt Comments Team leadership Ea wane Figure 11 9 Add Skill Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 12 0 E Leadership 2 Fl Marketing 1 Figure 12 0 Skills You may enter multiple entries ofskills 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 clickingthe check box entries you wish to delete and simply clicking
103. n as shown in Figure 8 6 will appear Add Custom Field Field Name Profered Contact Contact Details Type Drop Down E Select Options Email Mabilo Landline Figure 8 6 Add Custom Field 52 Copyright 2013 OrangeHRM Inc All Rights Reserved Define the Field Name you want to add the Screen you want the field to appear 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 8 7 You may add a maximum of 10 fields per screen Defined Custom Fields D CE CT Contact Details Drop Down Figure 8 7 Define Custom Fields Remaining numberof custom fields 8 You may also add multiple entries of custom fields To delete a custom field click on 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 4 1 3 Data Import This feature allows the Admin to import data from a CSV file To import data go to gt gt Configuration Data Import and the screen as shown in Figure 8 8 will appear CSV Data Import
104. n in Figure 13 3 should appear Annual Leave Zmbabwe General aum Deut Who Can Apply Employees can apply orte eave type Admin or supervisor assign leave i nooes ai Rues and adjust leave a leave carried Figure 13 3 Configure Leave Rules General The following rules can be selected and be applied for the leave type and the country defined e Leave Period can be selected from the dropdown menu Default default leave period that was set in section 5 1 1 Hire Date Based Leave Period leave period calculated from the date that employees were hired Duration can also be selected Figure 13 4 o Custom Leave Period leave period can be manually set by selecting a Start Month Start Date and Duration Figure 13 5 Admin or Supervisor can assign leave to employees Employee can apply for this leave Admin can add and adjust leave entitlements Enable leave accrue Enable leave carry forward 83 Copyright 2013 OrangeHRM Inc All Rights Reserved General Leave Period Duration Employees can apply for this leave type supernsor can assign leave 10 Admin can add and adjust leave entllemenle Enable leave accrue n Enable leave forwatd n Figure 13 4 Hire Date Based Leave Period General Sit Moi _ Sortes r1 nop corvi sth le Admin o
105. nc All Rights Reserved 91 Apply Leave You mus Lene Type Lene Balance From Date gt Comment Anus amp 0 dew deal 2010501 00505 child under 2 months to apply Figure 14 7 Dependent s Child Age limit apply restriction Click Save once you have configured the Apply Restriction for the leave type defined Accrual Rules The administrator can set up accrual rules for the leave type defined To configure leave accrual rules click on Accrual Leave and the screen as shown in Figure 14 8 will appear Annual Accrual Rules Accrual Freq e Een Day of Grading in gv Select the accrual frequency from the drop down selection Figure 14 8 Configuring Accrual Rules Copyright 2013 OrangeHRM Inc All Rights Reserved 92 Annually 1 Accrue Every drop down selection in years depends on the Leave Period selected under the General tab If you select the Default leave period Accrue Every 1 year Figure 14 9 1 General Accrual Rules Figure 14 9 1 Accrue Every for Default Leave Period Hire Date Based leave period OR Custom leave period The following options are available to select depending on the duration of the leave period Figure 14 9 2 Leave Period Duration Years Optio
106. ncy 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 24 3 Active Job Vacancies Expand al Collapse all Senior Sales Executive B Responsitilties Develop sales strategy business plans account management marketing activites business development Figure 24 3 Active Job Vacancies The applicant may click Apply under the particular Job title and they will be directed to the screen as shown in Figure 24 4 152 Copyright 2013 OrangeHRM Inc All Rights Reserved Apply for Senior Sales Executive Descopionil Kevin Email kemih 15 gmal com Contacte 1 Resume Kororas Salae Business Development Notes Figure 24 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 245 e a Senior Sales Executive Kevin Smih Smith 2013 04 03 Application Initiated Download Figure 24 5 Candidate List 153 Copyright 2013 OrangeHRM Inc All Rights Reserved 8 0 Performance Module This module manages and reviews the performanc
107. ng 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 supervisor will then be listed under Actions Performed on the Timesheet as shown in Figure 20 0 Actions Performed on the Timesheet Submitted James Olsen 2073 04 02 Approved Kevin Ryan 2013 04 02 Figure 20 0 Actions Performed on the Timesheet by ESS Supervisor 128 Copyright 2013 OrangeHRM Inc All Rights Reserved HR Admin Approve RejectEmployee 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 Time Sheets Employee Time sheets and the screen as shown in Figure 20 1 will appear sedens Teesheets Penden Acton Figure 20 1 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 Fi
108. ns to accrue every given number of years 1 1 Accrues on each year 2 1 Accrues on each year 2 Accrues on year 1 of each leave period 3 1 Accrues on each year of the leave period 3 Accrues on year 1 of each leave period 4 1 Accrues on each year of the leave period 2 Accrues on year 1 and year 3 of each leave period 4 Accrues on year 1 of each leave period 5 1 Accrues on each year of the leave period 5 Accrues on year 1 of each leave period Figure 14 9 2 Accrue Every for Hire Date Based Leave Period amp Custom Leave Period 2 Days ofCrediting to Employee gt Default leave period can be manually entered MM DD format as shown in Figure 14 9 3 93 Copyright 2013 OrangeHRM Inc All Rights Reserved Accrual Rules Figure 14 9 3 Day of Crediting to Employee Default Leave Period Hire Date Based leave period Default day of crediting will be the employees joined date anniversary hired date as shown in Figure 14 94 This value cannotbe changed Accrual Rules Figure 14 9 4 Day of Crediting to Employee Hire Date Based Leave Period gt Custom leave period Default day of crediting will be the start date ofthe leave period Month and date as shown in Figure 14 9 5 This value can be changed Accrual Rules ual Frequency Amid El 1 my Figure 14 9 5 Day of Crediting to Employee Custom Leave Period Monthly 1
109. nter 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 19 5 will appear Timesheet for Week pem Verr 300 o 39 ves Rectan in m Status Not Submited Figure 19 5 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 19 6 will appear Click on the checkbox for the particular row you want removed and click Remove Rows and the record will no longer appear on the timesheet record Edit Timesheet for Week 2013 04 01 EA a cae Figure 19 6 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 19 7 126 Copyright 2013 OrangeHRM Inc All Rights Reserved Timosheet for Week itane Pnet A 38 as Poeet B ecm 400 am Statue Submitted EE Actions Performed on the Timesheet mame Figure 19 7 Submit Timesheet The action performed by the user on the timesheet will appear below the screen indication the Action performe
110. nuary to the current day by each top level sub units bar chart leave Taken from January by Subunit Distribution by Subunit Figure 26 0 Charts 164 Copyright 2013 OrangeHRM Inc All Rights Reserved 11 0 Directory Corporate directory is the place where users can view public information about the rest of the employees in the company and can be accessed by clicking on this module irectory in the menu Figure 26 1 shows the layout of Search Directory Tyronne Baker Mark Boucher Fanos Dh Anne Clinton Roiston Lake Kevin Mathe Users can Access the corporate directory can be accessed by clicking on Directory in the main menu Search listings Figure 26 1 Corporate Directory The following search criteria are available Name Auto suggestion Job Title Auto suggestion Location Drop Down View search results All employees are listed in a paginated view sorted by their last name Copyright 2013 OrangeHRM Inc All Rights Reserved 165 The following information are considered public and displayed in directory listing Image ifthe photograph is not available a place holder image is shown instead Full name Job Title Subunit Location Contact Number work phone Email work email 12 0 Asset Tracker Asset Trac
111. o subscribe to a notification type go to Admin gt gt Configuration gt gt Email Subscriptionsand a screen as shown in Figure 6 9 would appear 39 Copyright 2013 OrangeHRM Inc All Rights Reserved m Leme Applications Lese Assignments ED Lean Lene Rejections TD pedermence Figure 6 9 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 7 0 Once the fields are added click Save Add Subscriber Name Lisa Jones Figure 7 0 Add Subscriber The entry will then be listed as shown in Figure 7 1 and multiple entries of subscribers for a particular notification type may also be added or deleted Subscribers Leave Applications aE LisaJones lias jonesiQamai Figure 7 1 Subscriber List for a Notification Type Copyright 2013 OrangeHRM Inc All Rights Reserved When you click Back you will directed to the Email Notification screen as shown Figure 7 2 with the added notification subscriber reflected on the screen Email Notification 1 Leave somos 1 Leave cancettons L Leave Ralectons Cl petor Review Submi Jones lt ias j
112. oad the following file by clicking Upload 78 Copyright 2013 OrangeHRM Inc All Rights Reserved 5 0 Leave Module comprehensive leave management module with extensive possibilities of defining leave types company holidays applying forand 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 usage history etc Whatis Advanced Leave The Advanced Leave module available in OrangeHRM Live enables setting up of custom leave periods country based leave types application restrictions leave accrual rules and carry forward rules The module also features a leave calendar which can be used by supervisors HR administrators and employees to plan leave A reporting feature is also included Key Features Set up leave types with hire date based leave periods amp custom leave periods Set up leave rules specific to each country orregion You can have Global and Regional administrators Configure apply restriction criteria foreach leave type Set up annual monthly and quarterly accrual rules based on Job Title Employment Status and Years of Service Set up leave carry forward rules with expiration dates for leave carried forward Leave calendar with detailed view of leave statuses Generate Reports to view the Leave Entitlements and Usage Reports of employees within any given leave period
113. ones gmail 3 8 3 Localization Language Localization This feature enables the HR Admin to configure the language settings and translate the OrangeHRM system to the language of yourchoice To configure localization settings go to Admin Configuration Localization and the screen as shown in Figure 7 3 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 Ifyou are using Firefoxas your Figure 7 2 Email Notification List of Subscribers 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 US Engish yv mm d 20130929 m Figure 7 3 Localization Copyright 2013 OrangeHRM Inc All Rights Reserved The Localizit language pack tool can also be obtained from the website by clicking on Language and font help as shown in Figure 7 3 where you will be diverted to the web page or by simply browsing through the OrangeHRM Website www orangehrm com gt gt Community 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 7 3 Once you have c
114. onfigured the localization settings click Save 3 8 4 Modules This feature enables the HR Admin to configure the display hide settings of the modules of the system To configure the module display settings go to Admin gt gt Configuration Modules and the screen as shown in Figure 7 4 will appear Click Edit to edit module display You may select from the list the modules you want to be displayed or 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 7 4 Module Configuration 42 Copyright 2013 OrangeHRM Inc All Rights Reserved 3 9 Notifications The OrangeHRM Event Notifications lets administrators create employee event notifications to notify employees via email on important impending events Pre requisites 1 Inorder to have your Event Notifications plug in up and running set up the email notifications configuration settings on Admin Email Notifications Configuration 2 The company email address of each employee should be added to the employee record in the PIM module gt gt Contact Details Work Email 3 9 1 How to Create Event Notifications 1 Onthe Admin tab select Notifications 2 Click Add to create a new event notification Figure 7 5 should appear Event Notification
115. ons the HR admin can add the details of the company s sites and branches You are also able to track the number of employees working for a particular location once employees are tagged to the locations Figure 4 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 4 5 would appear Click Save once the fields are added General Information Copyright 2013 OrangeHRM Inc All Rights Reserved Name a Code Phone Notes Figure 4 5 Add Location location is added it will belisted as shown in Figure 4 6 You may also enter multiple locations You may view location details by clicking on Location Name Ee a SED Eon Ethopa Ethopa 1 California United Simas Figure 4 6 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 3 3 3 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 26 Copyright 2
116. ontract Figure 3 8 Add Employment Status A list of Employment Status as shown in Figure 3 9 would appear once an Employment Status is added To edit an Employment Status click on the name of the Employment Status 21 Copyright 2013 OrangeHRM Inc All Rights Reserved To delete an Employment Status click on the check box next to Employment Status name It is also Employment Status Freelance Eulltime Contrari Ful Time Permernent E Full Time Probation E PartTime Contract E Part Time Intemship Figure 3 9 Employment Status List possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 3 2 4 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 Job gt gt Job Categories and click on Add and screen as shown in Figure 4 0 would appear Click Save once the field is added A list of Job Category as shown in Figure 4 1 would appear once Job Category is added To view Job Category details clickon the name of a Job Category You may also add multiple entries of Job Categories Add Job Category Name Ditoeior CEO Figure 4 0 Add Job Category Copyright 2013 OrangeHRM Inc All Rights Reserved 22
117. optimization Accountant 1 10 Yes 1 Process optimization Cheif Executive Office 1 10 Punctuality Program Manager 1 10 Quota goals Fre Sales Executive 1 10 Figure 25 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 8 4 AddReview This feature allows a performance review agenda for a particular employee To enter performance review details fora particular employee go to Performance Add Review and the screen as shown in Figure 25 1 willappear Add Performance Review Employee gene Ginton ReviewerName ryan Parker From 20130403 fa To 2013 04 05 Due Date 20130411 Figure 19 1 Add Performance Review 157 Copyright 2013 OrangeHRM Inc All Rights Reserved 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 252 Per Harshani Siva Pre Sales Executive 2013 94 03 2013 04 05 201304 1 1 Scheduled Ryan Parker Figure 25 2 Performance Review List You may enter multip
118. pe 5 Annual El Al El Sub Unt Include Pact Employoce E i m Figure 16 3 Leave Type Report Generation view Once the appropriate fields are selected the Admin can then click View and will be presented with the leave report of all employees based on the previously selected criteria Figure 16 4 106 Copyright 2013 OrangeHRM Inc Al Rights Reserved Tyrone Baker 2013 01 01 20131231 Mark Boucher 2013 01 01 uo 400 1000 2001231 Anno Citan 20139121 20 ovo 20 0 00 201 231 Roistoniske 2013 01 01 2001231 Figure 16 4 Employee Leave Report If the Employee option is selected under Generate For Figure 16 2 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 forthat employee as shown in Figure 16 5 Leave Entitlements and Usage Report Generate For Employes Employee Ryan Parker Lome Type Current Leave Leave Period Entilements Days United States Annual 2013 01 01 1109 20 20 201342231 United States Bick 20130101 n 0m leave Deleted 2013 1231 United States Casual 2013 01 01 im Sk leave 2013 1231 Timeline Figure 16 5 Leave Entitlements and Usage Report of a single employee The Admin user can see v
119. pic of the news article Description the main body of the news article can be filled in this section Standard document formatting options are available font change styles etc Publish To recipients of this news article Options include Admin Supervisor and All Employees Published Date date the news article was published Click Save once the all fields are is added to save the article After saving attachments can be added to the article Articles can be saved and published at a later time Click Publish to publish the article Figure 6 4 shows all the available news items that have been created with the Topic Name who it can be Published To and the Status of the news item 35 Copyright 2013 OrangeHRM Inc All Rights Reserved News Topic Status z a min Superior Al Employees Published B moiyess Putished T Staf moming on the 12th And ALEmpoysoe Published Figure 6 4 News items The Admin can search for specific news items using the Topic and Status criteria in the search bar To archive a news item simply select the entry and clickon Archive To re arrange the order of the news items click on Arrange Order To delete a news item click on the check box next to the entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete
120. r security purposes Once the fields are added click Save and the entry will be listed as shown in Figure 1 3 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 Notifications are not automatically sent when a new User is created System User Logins need to be communicated manually to employees usually via email System Users 7 lem User Role Emphyee tame stets si Aamin Global aamin Enabled Regional Admin Anne Cinton Enabled annony Regional amin Aninony nolan Enatied Region Figure 1 3 System Users List Copyright 2013 OrangeHRM Inc All Rights Reserved To delete a system user clickon the check box next to Username Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Regional Admin If you want to assign Regional Admin access to an employee follow the same process as described above however select Regional Admin as the user type A screen will now open where the region can be selected as shown in Figure 1 4 User Regions Select Region res abana SeededRegonss sere Figure 1 4 Select User Regions Select the region country from the drop down selection Multiple regions and locations can be select
121. r supervisor can assign leave to employees nin can ads and adjust loas Enabie leave accrue m Enable leave camed forward m Figure 13 5 Custom Leave Period Click on the checkbox of the particular leave rule to apply Note Leave Accrual and Leave Carry Forward rules can only be configured by ticking the appropriate boxes in the General rule window and then clicking Save Copyright 2013 OrangeHRM Inc All Rights Reserved Who Can Apply The administrator can define the employee eligibility of the leave type defined based on employees JobTitles Select the job titles of the employees who will be able to apply for the defined leave as shown in Figure 13 6 Annual Who Can Apply Employees with General Job Titles Who Can Apply Accountant Apply Restrictions Assistant Sales Manager Audit Trainee Say E wmm iie Cheif Executive Office Chief Technology Officer Controller Figure 13 6 Leave Eligibility based on Job Title Employment Status Select the employment statuses of the employees who will be able to apply for the defined leave as shown in Figure 13 7 And Employment Statu Freelance Full time Contract Full ermanent Full Time Probation rj Internship a Part Time Contract 0 Part Time Internship Figure 13 7 Leave Eligibility based on Employment Status e Years of Service Def
122. right 2013 OrangeHRM Inc All Rights Reserved Leave Entitlements Empioy Leme Ty Karen Smith um TURNER Tm 25 rus auem aum Auai Leme 1 it arena ave 1500 Figure 16 2 ESS Supervisor View of Subordinate Entitlement 5 2 3 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 16 3 will appear Leave Entitlements Leave type Annual 2073 01 01 20121231 Casual lene Added 2030101 mans 700 ick leave Delsted Added 20130101 2018 1231 7 00 Figure 16 3 ESS Employee View of Leave Entitlements 105 Copyright 2013 OrangeHRM Inc All Rights Reserved 5 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 162 Leave Entitlements and Usage Report Generate For Select Leave Type Employ Figure 16 2 Generate Reports For If the HR Admin selects Leave he will then be presented with the following fields to select from Figure 16 3 Leave Entitlements and Usage Report Ge 2 Leave type Jon Tile Location Leave Ty
123. rop down menu and the screen as shown in Figure 22 5 will appear Shortlist Controler Notes Fortraining Figure 22 5 Shortlist Click Shortlist to shortlist the candidate Click Back to show the candidate s application history The following action will be reflected under Candidate s History as shown in Figure 22 6 143 Copyright 2013 OrangeHRM Inc All Rights Reserved Oran geHRM Candidate s History 2013 04 03 Shortlisted for Vacancy for Controller by Admin View 2013 04 03 Admin assigned the job vacancy Vacancy for Controller Figure 22 6 Candidate s History 7 1 3 Reject Alternatively the Admin or Hiring Manager can turn down an application To do so select Reject from the Action drop down menu and click Save and the screen as shown in Figure 22 7 will appear Reject CandddeName Dale Johnson Vacancy Vacancy or Controller Hiring Manager Russel Hamiton Current Status Shorlisted Notes Figure 22 7 Reject 7 1 4 Schedule Interview Once 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 22 8 will appear 144 Copyright 2013 OrangeHRM Inc All Rights Reserved Schedule Interview Cand dsMame Mason Conil Mewew Schedul
124. s Event Nam Employes Name Event ral Notified Before Immediate Che mmm Employee Other Recipient EZ 5 Figure 7 5 Add Event Notification window Give your notification a unique Event Name This would appear as the subject of the email notification Enter the Employee Name of whom this event is applicable to By default the system will notify All the Employees in the system 5 Select the Event from the drop down menu RS 43 Copyright 2013 OrangeHRM Inc All Rights Reserved Note Event types predefined in the system The following Event types shown in the screenshot should be available Figure 7 6 These fields are available in the PIM module and should have data in order to notify an employee on any selected event Dus Please Select EIUTETUTS Notification Driving License Expiry Date Natfied Before eem Employes Contracts Notification Immigration Expry Notification Admin Licenses Expiry Netification Memberships Expiry Notification Immediate Supenis Retirement Notification Figure 7 6 Event Types 6 Select when the employee needs to be notified from the Notified Before drop down menu Figure 7 7 Eg An employee s Contract Expiry Date is 10 06 2013 The employee needs to be notified 1 week prior to the Contract Expiry Date 03 06 2013 in order to renew This can be done by selec
125. t of license type s as shown in Figure 5 6 would appear once a License type is added You may also add multiple entries of licenses Licenses E E Certified Management Accountant CMA E Oracle Certified Professional Java SE Programmer PMP Project Management Professional Figure 5 6 Licenses List To delete a license type click on the check box next to the License name Itis also possible to delete multiple entries at the same time by clicking the check boxentries you wish to delete and simply clicking Delete 3 4 4 Languages Different types of languages that employees in your company speak can be defined here and can be used 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 5 7 would appear Click Save once the field is added 31 Copyright 2013 OrangeHRM Inc All Rights Reserved Add Language Name English Figure 5 7 Add Language A list of languages as shown in Figure 5 8 would appear once a Language type is added You may also multiple entries of languages Languages E Engish E E Spanish Figure 5 8 Language List To delete language types click on the check box next to the Language name Itisalso possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking
126. t would support the details you have entered on the form by clicking Add under the Attachment and selecting file from a relevant path and upload the following file by clicking Upload 66 Copyright 2013 OrangeHRM Inc All Rights Reserved You may also terminate the employment of an employee by clicking Terminate Employment and the screen as shown in Figure 10 7 will appear inate Employment Reason ber Coria Nat Note PhecsDestied compensates anos Company Renuested Sel Proposed Figure 10 7 Terminate Employment You may select the employment Termination Reason the Date the current date is the default date the employee wasterminated and anote 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 ofan 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 10 8 will appear Add Salary Component PayFraquenoy m comments Add Diaci Daposit Dotais Figure 10 8 Add Salary Component 67 Copyright 2013 OrangeHRM Inc All Rights Reserved Enter the followin
127. tatus ofthe application Application Initiated Shortlisted Interview Scheduled Interview Passed Interview Failed Job Offered Offer Declined Rejected Hired Date of Application search for candidates who have applied for a specific period of time Select the dates from From to Method of Application search forcandidates who haveapplied for any vacancy via Manual through post email Online through the job portal 140 Copyright 2013 OrangeHRM Inc All Rights Reserved Search Inside Resume this feature allows the admin to search for specific keywords within candidates resume CV Archived Options allows to show hide candidates that have been tagged as Archived Options include Without Archived With Archived gt Only Archived Click Search to perform the candidate search 7 1 1 Candidates List candidate applies fora particular vacancy that is posted online they will be populated on the database under the Recruitment Module To view candidates list go to Recruitment Candidates and the screen as shown in Figure 222 will appear anna aop 5 5 fate top ons ttem eiiam aen E Ee aT ase Seen TE ESS gage oop ggg Madbushanka Perera 2013 04 02 TENES Vacancy for Manager IT Lucas Nolan Anthony Nolan 2013 02 29 Intermew Failed
128. tc Publish To recipients of this news article Options include Admin Supervisor and All Employees Published Date date the news article was published Click Save once the all fields are is added to save the document After saving attachments can be added Documents can be saved and published at a later time Click Publish to publish the document Figure 6 7 shows all the available documents that have been created with the Category Topic who it can be Published To and the Status of the document Documents Topic Status Category Isl All fl Leave Admin Supenesr Al Employees Published ance Clams Admin Supercsr All Emoloyses Pubished 17 Policy Loan 2012 Al Empoyoos Swed Lene 2013 Admin Supe Pubisted Figure 6 7 Document list The Admin can search for specific documents items using the Topic Status and Category criteria in the search bar Toarchive a document simply select the entry and click on Archive To delete a document click on the check box next to entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 38 Copyright 2013 OrangeHRM Inc All Rights Reserved 3 8 Configuration This feature allows you to subscribe and receive notifications and to configure the param
129. 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 99 Copyright 2013 OrangeHRM Inc All Rights Reserved 5 2 LeaveEntitlements This feature allows users to add Admin Users only and view employee leave entitlements The menu will show data depending on the user type Admin will see Add Entitlements and Employee Entitlements and has full rights ESSUser Supervisor will see Employee Entitlements subordinates only and My Entitlements and has viewing rights only ESSUser will see My Entitlements and has viewing rights only 5 2 1 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 15 3 will appear Add Leave Entitlement Employee Leave Type Leave Period 2013 01 01 2016 12 31 Etuemen Figure 15 3 Add Leave Entitlement 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 Leave Types can then
130. the search criteria which could be used by administrators to view a monthly leave calendar Monthly Leave Calendar witch to Yearly View Employment Staus Ew E E ry Past Employ Figure 18 1 Leave Calendar search criteria Monthly Employee Name The administrator and the supervisor can view the leave calendar of a particular employee by typing the employee s name e Sub Unit An administrator and supervisor can view the leave details of employees within a sub unit 117 Copyright 2013 OrangeHRM Inc All Rights Reserved Ora e Year Month to view leave details of an employee within a particular time period e Employment Status Administrators and supervisors can view leave details of employees with a particular employment status Include Past Employee Administrator and supervisor can view leave details of past employees as well Location Administrators and supervisors can view leave details of employees who are based in specific locations Once the options are selected click View Figure 18 2 Monthly Leave Calendar ich entr 2 mo uw G a Figure 18 2 Leave Calendar To view the Yearly calendar view the user must click Switch to Yearly View Figure 18 3 118 Copyright 2013 OrangeHRM Inc All Rights Reserved Monthly Leave Calendar sup unit far hint rn incl
131. ting Notified Before 1 Week Notified Before mom E Please Select Recipients a 2 Admin A neds IBN ain OF Supar ao 3 Weeks 2 Months n 3 Months Other Recipient 3 Months Figure 7 7 Notification Period Selection 7 Under Recipients you can select who needs to receive this particular event notification you have created Figure 7 8 Check Admin to notify admin users Check Immediate Supervisors to notify the particular employee s supervisor s Check Chain of Supervisors to notify supervisors down the chain By default the system will notify All the Employees in the system You can notify a particular employee by typing the relevant employee s name in the Employee Name field and selecting the Employee check box under Recipients Copyright 2013 OrangeHRM Inc All Rights Reserved If you wish to notify any other employee regarding this event type the relevant employee s name on Other Recipient field Recipients Admin Immediate Supervisors Chain Of Supervisors Employee Other Recipient Type fortan Figure 7 8 Select Recipients 8 Click Save to save the event notification you have created Figure 7 9 below shows an event notification configured Event Notifications even Namo Empicyee Name Et E Admin 1 Immed
132. ude Pastempioyees p glen Figure 18 3 Change to Yearly view The employees name can then be typed in and a year selected Once the user clicks View he will be shown with the yearly calendar view for that employee Figure 18 4 Yearly Leave Calendar Such Menu Vow perum mens IQ rro pnan onc Ama EM Figure 18 4 Yearly calendar view Copyright 2013 OrangeHRM Inc All Rights Reserved B Em 119 Ora 5 8 2 Leave Calendar for Supervisors Supervisors can view leave details of their subordinates as well as their personal leave details in the leave calendar ve details A supervisor can run search criteria to view their subordinate s leave details or their personal l Figure 18 5 shows the leave calendar fora particular month Highlighted in pink are the personal leave details of the supervisor first in the list The list also shows the subordinates leave details in the same leave calendar Monthly Leave Calendar Switch to Yearly View Show Hide Criteria sova a a Blu a pee gem Pein poet Tw a 200 re erect ne Hater mee Wem Won Pr Mores meno Wow CES Wong rom ne Bee WR Fee HO HH Sheen Jennifer Brown Finance STAUNEN Settee EB F
133. ve selected the file The data will then be populated on the Employee List screen 4 1 4 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 Reporting Methods and click Add the screen as shown in Figure 89 will appear Add Reporting Method Name Self Report Reporting Methods Direct Indirect Figure 8 9 Add Reporting Method 54 Copyright 2013 OrangeHRM Inc All Rights Reserved Direct and Indirect Reporting Methods are already pre defined To add enter reporting method Name and click Save The reporting method name will then be listed as shown in Figure 9 0 Reporting Methods pem E Direct V indict 7 SelRopot Figure 9 0 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 multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 4 1 5 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 9 1 would appear Click Save
134. w only employee reports with approved timesheets Click View once completed and the screen as shown in Figure 21 8 Employee Report Figure 21 8 Employee Report 6 3 3 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 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 Reports gt gt Attendance Summary and the screen as shown in Figure 21 9 will appear Attendance Total Summary Report Employee Name Kein Ryan ob Tite T a Sub Unit a Ci Employment Status From 2013 04 01 m 2013 04 05 Figure 21 9 View Attendance Summary Report 138 Copyright 2013 OrangeHRM Inc All Rights Reserved Select the Employee Name from the drop down list his her Job Title and Sub Unit he she falls under and his her 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 22 0 will appear Attendance Total Summary Report Employee Name Kevin Ryan From 2013 04 01 To 2013 0405 0 05 Kevin Ryan Figure 22 0 Attendance Summary Report
135. will appear as shown in Figure 3 3 You may also enter multiple job titles You may view Job Title details by clicking on the name of the Job Title Copyright 2013 OrangeHRM Inc All Rights Reserved 18 27 Orangenrm Job Titles accountant E dudilainos Chef Executie Oen Chief Operating The lender and hend ofthe orgariestion Controller Company budgets and expenditures Figure 3 3 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 3 2 2 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 an entry go to Admin gt gt Job gt gt Pay Grades and click Add and a screen as shown in Figure 3 4 would appear Click Save once the field is added Add Pay Grade Name ERIT Figure 3 4 Add Pay Grade Once you click Save the screen in Figure 3 5 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 19 Copyright 2013 OrangeHRM Inc All Rights Reserved

Administrator`s User Manual for OrangeHRM Version Live 3.0

Contents

Download Pdf Manuals

Related Search

Related Contents