01. User's Guide - HRM - System

 Enabled to Restrict UAR of Junior Users Allow restricting the access right by level with unlimited number of levels In case 1 junior user is assigned by many senior users in many leve

Fast Human Resources Online User’s Guide

Chapter 1 - System

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Fast Human Resources Online User’s Guide 1

Chapter 1 - System 1

1 System List 3

1.1 Define Working Period 3

1.2 Exchange Rate List 3

1.3 Currency List 4

1.4 Unit list 6

1.5 Department List 7

2 User and Access Right Maintenance 7

2.1 User Maintenance 7

2.2 User Right Assignment 18

3 Data Maintenance 26

3.1 Data backup 26

3.2 Data Closing 27

3.3 Unit Locking 28

3.4 Data Closing by Voucher 28

3.5 Create New Year Data File 28

4 Other System Configurations 29

4.1 Voucher Information 29

4.2 Optional Parameters 32

1 System List

1.1 Define Working Period

This function helps reduce mistakes of date during data entry Data cannot be input if the date is not within the defined period

1.2 Exchange Rate List

This function is used to input and save timely exchange rate of all foreign currencies

In entries of arising in foreign currency, the default exchange rate will be the latest one (towards the transaction date) extracted from this list

For example: the exchange rate of USD on 01/01/2010 is VND 19,500; on 01/10/2010 is VND 21,500

Income/Deduction by the Progressive Tax Tariff in USD on 01/02/2010, the default value of exchange rate field will be 19,500

Income/Deduction by the Progressive Tax Tariff in USD on 15/10/2010, the default value of exchange rate field will be 21,500

1.3 Currency List

 Amount Reading: [1] [2].[3] [4] [5]

- [1] Used in some cases there is of introduction before amount reading

For example:

Key in field [1]:"US dollar: ", when printing 1000 USD, it will be " US

dollar: One thousand dollars only " in words

- [2] Used to replace currency name

For example:

The currency name is “US Dollar”, we can replace by “Dollar”, when printing 1000 USD, it will be " One thousand dollars only " in words

- [4] Unit of decimal amount in accordance with each currency

- [5] Suffix such as “only”, used in case there is no decimal numbers

For example:

When printing 123.45 USD, it will be “ One hundred twenty three dollars

and forty five cents ” in words

 No of Decimal Digits

Enable to read up to n decimal digits accordance with the required number of decimal digits of each currency

For example: 100 cents=1 dollar; it’s required 2 decimal digits

 In Words / In Words 2

The result of trial reading

Note:

- In case of the currency without decimal number (like VND), define “No

of Decimal Digits” as 0 and the [5] column as “only” For example: 10 will

be read as “Ten dong only”

- In case of the currency with decimal numbers (like USD), use 3 or 4 fields The [2] field is currency name; the [3] one is the conjunction, and the [4] one is unit of decimal number

- Some suggestions in definition:

123.01$ is read as: “In USD: One Hundred Twenty Three Dollars and One Cent”

123.00$ is read as: “In USD: One Hundred Twenty Three Dollars only”

Depending on company or unit characteristics, data can be centralized (mostly in case units are GL departments, stores, factories ) or input separately in units’ territories and transferred to parent company database (mostly in case units are subsidiary companies, branches )

Unit list is also based to assign user access right by unit Except administrator, a user can only access to the unit(s) that he/she has been assigned

Summary report data are also collected by unit Except administrator, a user can only view reports of the unit(s) that he/she has been assigned

Unit list also relates to site definition A site code used in a unit cannot be used in

1.5 Department List

This menu is used to define departments in a company, which are used in expense, revenue, profit management by department when necessary Departments are also used in all other modules during data entry and reporting by department

In case the company’s chart of accounts has been divided by department, department list should be created first, with chart of accounts, to define to which department a sub account is corresponding – use “Account Segment Definition” function During voucher entry, the department code will auto appear when you enter the sub account

2 User and Access Right Maintenance

2.1 User Maintenance

2.1.1 User and Access Right

To log in the system, you are required to type username and password, which are defined in “User and Access Right Maintenance” menu The system auto saves time and information of users by whom the vouchers, lists are created and last modified The information can also be viewed in each voucher (See common guides in data entry for reference)

 Name

User name to access the system Name is a code of user, accent and blank are invalid

 Full name

Full name of user; free input

 Password / Confirm Password

Password and password confirmed must be the same After administrator creates a new username, that user can edit his/her own password

 Password Security Level

Password security has following levels:

- 1 At least 6 characters

- 2 Consisting of numbers and letters

Note:

- The higher level is default to consist of the lower one;

- All levels require “at least”, not “only” the security condition

For example:

Level 3 requires at least a number and a letter; it does not mean password can only consist of numbers and letters (It can consist of other characters except numbers and letters)

Possible action messages:

- “Password must consist of at least 6 characters.” in accordance with level 1;

- “Password must consist of at least 6 characters in both numbers and letters.” in accordance with level 2;

- “Password must consist of at least 6 characters in both numbers and letters with 1 upper-case letter.” in accordance with level 3;

- “Password must consist of at least 6 characters in both numbers and letters with 1 upper-case letter and other characters except numbers and letters.” in accordance with level 4

 No of Days Required to Change Password

Enter “0”, it’s not required to change password Enter=n, it means that after n days, the system will require to change password when you log in (Action message “The current password is expired now.”)

 Required to Change Password Next Time

If you select “Yes”, the system will require change password when you first log in

 Allowed Reusing Old Password

If you select “No”, when you change password, the system will compare the new password with 2 latest ones to check whether they are the same

If they are the same, the system will give message “Old password must not be reused.”

Note:

Besides password security level, some phrases/words are not allowed in password setting such as: 111111, 123456, 654321, 1234567, 12345678,

123456789, 0123456789, 1234567890, 123123, abc123, qwerty, qazwsx, password, passw0rd, monkey, letmein, trustno1, dragon, baseball, iloveyou, master, sunshine, ashley, bailey, shadow, superman, michael, football However, this list can be edited

 Enabled to Restrict UAR of Junior Users

Allow restricting the access right by level with unlimited number of levels

In case 1 junior user is assigned by many senior users in many levels (including admin – if any), the access right will be selected by “OR” (the same as the case that a user is assigned by individual and group); Admin is the only one who can create new user, create/change password, add junior users for a senior user;

 Handphone Number

Handphone Number of people who are responsible for approving order or requirement The order repairing will send approving request to Approving Officer’s number via SMS

 Email

Email address of people who are responsible for approving order or requirement The order repairing will send approving request to Approving Officer’s address via email

- If the user wants to sign in another client (or browser), the system will ask if the user want to sign out the current session or not If yes, the previous session will be completely invalidated

2.1.2 Group and Access Right Maintenance

Group definition supports for the user right to be assigned more quickly It is required

to define users before groups in order to select the defined users when creating a new group

A user may have both the access rights assigned individually and in group

2.1.3 Access Right Assignment

This function is used for system administrator to assign the access right to other users Enter Access Right Assignment function, select the required user and click edit button

To assign, select each module branch and check in the boxes before If a module branch is selected, all menus branches inside are also selected However, it is possible to select each small menu and assign by task (new, edit, delete)

2.1.4 Access right by unit

Fast Human Resources allows assigning the access right by unit to each user or a group of users It is unnecessary to assign the access right for each user in a group which has already been assigned by group, except the case that you want to limit another right of any user in that group

2.1.5 Limit Access Right

This function is used to change the current right of users in a group

For illustration: A group of 20 users (I1 – I20) are assigned to access the voucher A, but the user I5 is not allowed to edit in the voucher A In this case, we can assign the rights to the whole group and then limit the edit, delete right towards user I5

2.1.6 Limit Unit Access Right

This function is used to change the current right of users in a group

For illustration: A group of 20 users (I1 – I20) are assigned to unit A, but the user I5 is not allowed to edit in unit A In this case, we can assign the rights to the whole group and then limit the edit, delete right towards user I5

2.1.7 Limit access right by user group

Limit access right by user group function used to take mass limitation of right for all member of the group

2.1.9 Limit IP Address for Users

This function use to declare the IP addresses which is allowed access to Fast HRM Online for specific user

User can login only if access on these addresses In others, system will release a message “Invalid User Name or Password.”

Contact the administrator for further support

The syntax of IP address: type dot (.) between the network classes

For example: 192.168.1.5

2.1.10 Limit IP Address for User Groups

This function use to declare the IP addresses which is allowed access to Fast HRM Online for specific user group

User in the group can login only if access on these address In others, system will release a message “Invalid User Name or Password.” Contact the administrator for further support

The syntax of IP address: type dot (.) between the network classes

For example: 192.168.1.5

2.2 User Right Assignment

2.2.1 Logic of User Right Assignment in HR management module

2.2.1.1 Common User Right Assignment in System

To be enabled to operate HR management module menus (list maintenance, information entry and reports), a user must be assigned the user right in System module

Especially to tasks on employee general information (add, edit, view or delete), beside the right assigned in System, you are required to be assigned right in HR management module

It is necessary to distinguish between user and employee in HR management module User is system operator, defined in user maintenance and assigned the right as other modules in FBO Employee is management objects, input in “Employee Information” in

HR management module

If an employee wants to access and edit his/her information or junior employees, it is required to define a user ID and assign to that employee

2.2.1.2 Specific User Right Assignment in HR management module

Beside the access right to HR management module defined in System, user should also be assigned the specific access right in HR management module following:

- Task: used to define access right to tasks (functional tabs) in

“Employee Information” such as personal information, educational background, working history, salary history……

- Department: used to define access right to departments; especially department, branches… in company

- User: used to define access right to employee information to each employee (self-service right)

 Defining access control

- Defining task access control: only valid to access rights type 1 –

“Task” Each access right will be set to corresponding tasks to which

a user or group of users can access when they are assigned this access right

- Defining department access control: only valid to access rights type 2 – “Department” Each access right will be set to corresponding departments to which a user or group of users can access when they are assigned this access right

 User access control

Administrator will assign the rights to all users and common users can assign rights to junior users if they are defined in option “Enable to assign right to junior users” in system

User access control is to assign the access right defined in “Access Right List” to user A user cannot be assigned many rights in the same type If it

is required, put the user in many groups and assign the rights to these groups

For example:

- Access right to task 1: enable to access “General Information”;

- Access right to task 2: enable to access “Passport, Visa”, “Health” and

“Family Background”;

- Access right to task 3: enable to access “General Information”,

“Passport, Visa”, “Health” and “Family Background”

If a user is enabled to access all tasks above, he/she cannot be assigned access right 1 and 2 at the same time, but assigned the access right 3 or put in group with the access right 3

 Group access control

Used in case one access right is assigned to many employees (users) in a department In this case, all employees in department will be in a group and assigned the access right to group only This is also used in case of user access control mentioned above

 Defining employee access right

Used to define the access right for an employee to view his/her own information (self-service) To assign the access right to employees, it is required to define list of users in System and list of employees in

“Employee Information” input

Note When defining access right to a common user (employee), do not assign the department access right Otherwise, the system will show information

of all employees in that department (employee information will be no longer secret)

2.2.1.3 Effect of User Right Assignment on HR management module

Employee Information

This function is used for human resource management department to input information of all employees, which will be used for department tasks, managers or for employees themselves Therefore, it is required to define the access right by using purpose and object

The access rights used in employee information input:

For example: Define the access right to Ha Noi or Ho Chi Minh branch, or

to Sales Department in Ho Chi Minh branch only

 Task

HR department employees are also assigned the access rights on specific tasks: add, edit, delete, view (information input by other users) and print