SimpleHRM_UserManual_V2.0

SimpleHRM_V2.0_User Manual

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SimpleHRM is designed to help you to streamline your employee resources and improve inner workings of your

organization, by providing your HR staff to deliver a fast and effective HRM solut ion. The module based architecture is the

highly advanced features of software development to enhance the HRM functionality with improved and highly user friendly

interface. Some of the core features of SimpleHRM include,

Administration

Personal Information Management

Leave Management

Travel Management

Task Management

Benefit management

File and Document Management

Employee Self Service

Report and Statistics

Dashboard Module

The Dashboard module provides informat ion about Reminders, Recent Act ivities and Quick Actions.

Employee Info Module

The Employee Info module maintain a ll the employee related informat ion such as employee’s personal information,

salary details, employee benefits details, assigned company properties. Informat ion captured in this module is utilized by all

other modules, thus eliminat ing data redundancy.

Leave Module

Leave module automates the HR administrative tasks of recording leave and controlling these against leave policies

defined in the HR system. This module provides flexibility in a llowing you to define various types of Leave, including Annual

Leave, Sick Leave, Travel Leave etc. These web-enabled and self-service concepts signif icantly streamline a ll leave re lated

procedures, eliminate paperwork and save costs.



Travel Module

Travel module automates the tour and travel management records of employee in the best mode. The employees are

given the flexibility to submit travel deta ils and view tour details as and when they required. The managers may approve or

reject travel requests submitted by their subordinates within the system immediate ly, thus reducing the t ime taken to

approval/rejection of submitted travel request.

Task module

Task module automates the daily task report ing mechanism of an employee. The employees are given flexibility to

submit task details da ily. The administrator can able track the task details of the employee.

Settings Module

All the base settings of company and application have been updated in this setting module. These are,

Company Basic Informat ion, Divis ion, Department, Team, Job Tit les

Create the User, Access control(Roles)



Administration Module

Administration module provides you with full control of all the company HR related settings such as List of Benefits,

Company propert ies, Not ifications for the action in the HRM applicat ion to the authorit ies and creates the reminders.

Reports Module

This report module produces easy to use reports to meet your needs. Also the graphical plott ing report provides the

more advanced reporting features for HR.



Login Information

SimpleHRM comes with an improved and highly user friendly interface.

Open your browser and enter the URL for SimpleHRM e.g.

http://10.0.0.1(System IP address)/

Enter the Username and Password that you provide during the insta llation



Once you successfully logged in you should be redirect into Welcome / Dashboard page

Changing your password:

Your password can be changed at anytime. Click on “Modify Profile” link on the top r ight hand side as shown in the

figure.



To Change your login password:

Enter your current password next to “Old password”

Then enter your New password you intend to use next to “New password”

Re-enter your New password next to “Confirm password”

Logging Out

To log out of the system you can click on the “Logout” link.



Dashboard Module

The Dashboard module provides informat ion about Reminders, Recent Act ivities and Quick Actions.

Recently added or modified employees:

Recently added employee – List of recent ly added employee in the system

Recently modified employee – List of employee for which the employee informat ion has been

modified

Reminders:

Leave request from – Applied leave request from the employee for manager’s

approval/rejection

Reminders – Provide the reminder for which the action we need to take

Quick Actions: Provide the easy quick link for the following actions

Add a new employee – To add a new employee

List employees – To view the list of employee

Manage benefits – To manage the employee benefits

Manage leaves – To manage the leave types of the company



Administration and Settings Module

The Admin user (Administrator) has the permission to access the Administration Module and Settings module.

Company Structure creation, Master data for company HR Management act ivities can be created/updated by these modules.

To create the company structure and master data for the company HR Management act ivities followings features of

Administration module and Settings modules are used.

Company Informat ion

Divis ion

Department

Job Titles

Benefits

Company Propert ies

HR Forms

To create the application configuration and users settings the following features are used.

Modules

Roles

Users

Reminders

Notificat ions



Company Information

Company basic informat ion and contact information can be defined here.

To edit the company information click “Edit ” with the reference of the below picture and enter the following details,

Company name - Name of the Company

Company logo - Upload the image of your company logo

Company address - Enter the Address Details

Tax ID - Enter the Tax ID

Facebook ID - Enter the Facebook pages URL

Twitter ID - Enter the Twitter account URL

Linkedin ID - Enter the LinkedIn ID URL

HQ time zone - Select the t ime zone of the company located

Currency - Select the currency details

And then click “Save” to update the company informat ion.



Division

Company have a mult iple entity, we can refer an entity as a division. Click on “Divis ion” menu from the Settings

module you can redirect to Divis ions list v iew

To edit the existing divis ion click the icon from the part icular divis ion list

To delete the ex isting division click the icon from the particular division list

To add the Division click “Add” button and enter the following informat ion

Divis ion - Name of the Divis ion

Notes - Reference Notes about the divis ion

And then click “Add” to save the information



Department

A department is a part of a company with a specific responsibility. Click on “Department” menu from the Settings

module you can redirect to Departments list view.

To edit the existing department click the icon from the particular department list

To delete the ex isting department click the icon from the particular department list

To add the department click “Add” button and enter the following informat ion

Divis ion Name - Select the Div ision which the particular department belongs to

Department Name - Name of the Department

Notes - Reference Notes about the department




Team

Team Management is one of the core functionality of an organizat ion. This feature provides better team

management. Click on “Team” menu from the Settings module you can redirect to Teams list v iew of the company.

To edit the existing Team click the icon from the particular Team list

To delete the ex isting Team click the icon from the particular Team list

To add the click “Add” button and enter the following information

Divis ion Name - Select the Div ision which the particular Job t itle belongs to

Department Name - Select the Department which the particular Job tit le be longs to

Team Name - Name of the Team

Notes - Reference Notes about the Team




Job titles

Job title defines the Job Role / Designation of an employee. Click on “Job titles” menu from the Settings module,

you can redirect to Job titles list view of the company.

To edit the existing Job title click the icon from the part icular Job title list

To delete the ex isting Job t itle click the icon from the part icular Job title list


Divis ion Name - Select the Div ision which the particular Job t itle belongs to

Department Name - Select the Department which the particular Job tit le be longs to

Team Name - Select the Team which the part icular Job title be longs to

Job Title - Name of the job title

Notes - Reference Notes about the Job title




Benefit

The benefits offer by the company to the employee has been managed by this module. Click on “Benef it” menu from

the Administration Module, you can redirect to Benefits list view of the company.

To edit the Benef it click the icon from the particular Benefits list

To delete the Benefit click the icon from the part icular Benefits list

To add the Benefit, you enter the name of the benefit in the Benefit Name f ield and the click “Add”.



Company Properties

Property Type List of the company has been maintained in this provision. Click on “Company Properties” menu from

the Administration Module.




Property Type - Name of the Property type

Property Description - Descript ion about the property

And then click “Save” to add the property of the company



HR Forms

Company related documents and forms are uploaded into this application by using HR forms. And you can download

the documents at anytime that you want. Click on “HR Forms” menu from the Settings module you can view the list of forms

or documents stored into this application.

To download the document click the icon from the part icular HR Forms list

To edit the document click the icon from the particular HR Forms list

To delete the ex isting document click the icon from the part icular HR Forms list


Form Name - Name of the Document that you want to upload

File - Browse and Select the file

And then click “Add” to save / upload the file into the application



Notification

Notificat ion is used to establish an automat ic email communication with the administrator of the application when the

particular action takes place such as,

An Employee is added - When new employee is added

An Employee is modified - When modify the employee’s personal informat ion

An employee is removed - When employee is removed

Employee birthday - Remind about the employee birthday

Employee contract ending - When employee contract is ending

If you enable any option above the email is communicated with the administrator when the event is occurr ing. And

also we can send the copy of this email notification to any of other user employee of the company.



Reminder

Reminder option is used to remind about the event in the dashboard screen. Click the “Reminder” menu from the

Administration Module.



To close / open the reminder option click the link “close (or) open”


Please remind me to - Describe about the message to remind

Date - Date for the reminder

Time - Time for the reminder

Recurring - Select the recurring option from the list



Role

Role defines the accessibility of the application. Click the “Role” menu from the settings Module you can view the list

of defined role in the company

To edit the existing role click the icon from the part icular Roles list

To delete the ex isting role click the icon from the particular Roles list


Role Name - Name of the role

Role Description - Descript ion about the role for the reference of roles accessibility

And then click “Save” to add Roles

After add a new role, assign the module feature to the particular role to provide the control over the use of role.



Assign module feature to Role

To assign the module feature to the role, Select the module and enable the required features and then click “save”

Users

Users are the persons of the company who have the permission to do any of the HR re lated administrative task.

There is no restriction in number of users. Click the Users menu from the Settings module you can view the list of users

present in the company.

To edit the existing role click the icon from the part icular Roles list

To delete the ex isting role click the icon from the particular Roles list




Username - Username must be an email address of the user

Password - password should be more than 6 character

Role Name - Select the role that should control the accessibility of the module

Isactive - Enable to active the user accounts

Click “Save” to store the new user informat ion in the database.

Modules

Modules are the methodology that we follow to segregate the functionality of the HR Management. Click the modules

menu from the Settings module you can v iew the list of modules present in the application.



To edit the existing module name click the icon from the part icular Modules list

To delete the ex isting module name click the icon from the particular Modules list


Module Name - Name of the Module

Module value - Name of the value to the module

Isactive - Enable the module to be active

Click “Save” to add the new module.

To add the features click on the name of the module, you can redirect to the view page of the module features

To add the module features click “Add” button and enter the following information

Feature Name - Name of the feature

Feature Value - Name of the feature value

Iswriteaccess - Enable to provide the write access to the module folder

Click on “save” to add the module feature.



Personal Information Management

This module is used to maintain all employees in a given company, including personal informat ion, job details,

emergency contacts, etc. A CV can a lso be assigned to the employee. This is the most important (and beneficial) module of

SimpleHRM which includes the features of define an employee, search an employee, Terminate an employee, Define a

eligibility for rehire for the terminated employee, Remove an employee.

Employee Info Module

The Employee Info module is the core module to maintain all the employee related information such as employee’s

personal information, emergency contact, salary details, employee benef its details, assigned company propert ies. Information

captured in this module is utilized by a ll other modules, thus eliminat ing data redundancy.

Lists the all employee into Employee Info module, you can view the details of a particular employee by clicking on

the employee’s name



To delete an employee entry click on the checkbox next to part icular entry and press “Delete”

Multiple se lections can be deleted simultaneously

Add Employee

To add an employee click on “Add” button from the Employee List screen and enter the required fie ld in the add

employee screen.

Personal Details:

Once you click the “Add” button in the Employee List screen, you will redirect to enter the employee personal details

as shown in the following picture and click “Proceed”.

The personal details screen has the f ields as follows,

First Name - First Name of the Employee should be mandatory

Middle Name - Enter the Middle Name

Last Name - Enter the Last Name

Date of Birth - Select the Date by click on the required fie ld



Nationality - Select from the drop down

Gender - Select the gender

SSN - Social Security Number

Contact Details

After entering personal details, you should enter employee’s contact details which are,

Address

Work Phone

Mobile Phone

Work E-mail address



Job:

After complete the contact details, you should enter the job detai ls which are,

Divis ion

Department

Team

Job Title

Employment Status

Date of Joining

Salary

Once you completed a ll these entry then click “Save” to add the employee.

To add a photo, Emergency contact, Benefits, Company properties, you need to click the par ticular employee from the

Employee List.

You can a lso add a picture of the employee. To add a picture click on “Browse” and se lect the picture from the relevant path

and click “Open”.

Please note that the maximum file size of the picture cannot exceed “100” Kilobyte (KB) and picture should be in “.jpg”, “.gif”

and “.jpeg” f ile format.

And fina lly you click “save” to finish the employee entry.



To add an Emergency contact:

Contact details of an employee which will be needed during an emergency can be entered here. To create a contact

you need to enter;

Name

Relation

Address

Mobile Phone

Enter the details and click “Save” to save the emergency contact of an employee

To view the salary History

Click the “SALARY” tab in the employee detailed view page will be shown the employee sa lary history details.



Benefits

Click on the “Benef its” tab in the employee detailed view page will be shown to assign the benefits for the employee.

Now enter the informat ion to assign the benefits to the employee

Benefit

Coverage

Eligibility

Date

Notes

Then the assigned benefits to the employee have been shown as follows.



Company Properties

To add the benefits to employee click the “Add” from the Company Properties screen in the employee detailed view

page and enter the following informat ion.

Property Type - Select the property type from the list

Property Name - Enter the Name of the property

Serial Number - Enter the seria l number of the selected property

After entering a ll the deta ils and notes click the “Save” to add the company property to the employee

Then the List of added company properties to the employee have been shown as follows



Leave Management

Leave module with extensive possibilities of def ining leave types and to track the leave request from the employee.

When logged in, each employee can request a leave and this request are sent to the administrator via email. The functionality

of the leave module differs depending on the rights of the user. The Leave module will be described from the perspect ive of

an Administrator and Employee.

The Administrator can:

Define Leave Types

View Leave summary for each employee

Manage the leave request

The Employee can:

Apply for the Leave

View the personal leave summary

Define Leave type

Leave Type have been defined by the administrator. To add / define a leave type of the company, enter the Leave

type name and click “Add” button as shown in the picture

Then the defined leave type has been shown as follows



Apply for Leave

All the employee can apply leave from this opt ion. To apply the leave click the “Leave Apply” opt ion under Leave

menu and enter following details the details,

Leave Type - Type of the leave that you are going to apply from the list

Date - Select the From date & To date from the date selector

Working Days - Automatica lly calculated by the system

Note - notes regarding your leave request / Deta iled explanation to get the approval for the requested

leave

Personal Leave Summary

Personal leave summary provides the list of requested leave by part icular employee logged in.



Manage Leave

Administrator can v iew the list of leave request from the employee to get the approval in the dashboard itself. To

manage the leave request enter into employee page, from that you can see the “Leave Request” link. Click that same and

change the status.

The Statuses are,

Pending

Approved

Rejected

Travel Management

Travel module with extensive possibilities of defining travel types, travel mode and to track the travel request from

the employee. When logged in, each employee can request a travel and this request are sent to the administrator via email.

The functionality of the travel module differs depending on the rights of the user. The Travel module will be described from

the perspective of an Administrator and Employee

The Administrator can:

Define Travel Mode, Travel Type

Manage the Travel request

View Travel summary for all the employee

The Employee can:

Apply for the Travel

View the personal travel summary



Define Travel Mode

Travel mode has been defined by the administrator.

To edit the Travel mode click the icon from the particular Travel mode list

To delete the Travel mode click the icon from the particular Travel mode list

To add the Travel mode, you enter the name of the travel mode in the travel mode name f ield and the click “Add”.

Define Travel type

Travel type has been defined by the administrator.



To edit the Travel type click the icon from the particular Travel type list

To delete the Travel type click the icon from the part icular Travel type list

To add the Travel type, you enter the name of the Travel type in the Travel type Name field and the click “Add”

Apply for Travel

All employees can apply travel request from this opt ion. To apply the travel click the “Travel Apply ” menu from the

travel module and enter following details,

Travel Type - Select the Travel type from the list

Travel Mode - Select the Travel mode from the list

Date - Select the From date & To date from the date selector

From Location - Enter the location that you are going to get travel from

To Location - Enter the location that you are going to get travel to

Note - Notes regarding your travel request / Detailed explanation to get the approval for the requested

travel



Personal Travel Summary

Personal travel summary provides the list of requested travel by part icular employee logged in.

Manage Travel Request

Administrator can view the list of travel request from the employee to get the approval in the dashboard itself. To

manage the travel request click the “Travel Request” menu from the travel module. Click that travel request and change the

status.

The Statuses are,

Pending

Approved

Rejected



Task Management

Task management is used to managing da ily reporting management of an employee. The features of Task

Management includes,

Employee Can:

An employee can able to add task once in a day

Able to modify the task

Administrator Can:

Able to track the task report of all the employee

Able to see the task created date and modified date

Add Task

An employee can able to reporting to the administrator about the task of the day through this module.

To add the task

After the employee add the task, the task has been listed as follows,




To track the task details of the employee by Administrator



Reports

This report module produces easy to use reports to meet your needs. Also the graphical plotting report provides the more

advanced reporting features for HR. Totally ten reports are available in the applicat ion.

Age Profile

Company properties

Employee Salary

Employment Status

Gender Profile

Joining Dates

Leave Summary

Phone numbers

Travel Summary

Upcoming birthday

Sample reports are as follows,

Gender Profile



Joining Dates

SimpleHRM_UserManual_V2.0

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