02. User's Guide - HRM - Employees

 Job Grade Only employees with job grade input in "Working History/ Current Work" of "Current" and "Official" position satisfying the filter condition will be shown report..  Employee

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Fast Business Online User’s Guide

Human Resources Table of Content

1 Employee Information 3

1.1 Personal Information 3

1.1.1 General Information 3

1.1.2 Educational Background 9

1.1.3 Working History 12

1.1.4 Salary History 13

1.1.5 Award/ Violation 16

1.1.6 Work Accident 17

1.2 Department List 18

1.3 Human Resources Reports 19

1.3.1 Curriculum Vitae 19

1.3.2 Employee Birthday List 19

1.3.3 Employee List 21

1.3.4 Employee List by Department 22

1.3.5 Employee List by Education Level 23

1.3.6 Employee List by Speciality 24

1.3.7 Employee List by Foreign Language 25

1.3.8 Employee List by Seniority 27

1.3.9 Employees with Salary Changes 28

1.3.10 Employees with Salary Due to Increase 29

1.4 List 30

1.4.1 General Information List 30

1.4.2 Educational Information List 31

1.4.3 Other List 31

2 Training Management 32

2.1 Data Input 32

2.1.1 Training Request Form 32

2.1.2 Training Course Information 33

2.1.3 Training Course Result 38

2.1.4 Training Requirement Input by Job Position 41

2.2 List Maintenance 43

2.2.1 Subject List 43

2.2.2 Skill Type List 43

2.2.3 Grade List 44

2.2.4 Training Resources 44

2.2.5 Training Providers 45

2.2.6 Training Type List 45

2.3 Training Reports 46

2.3.1 Training Requirements 46

2.3.2 Training Plan 46

2.3.3 Training Implementation 47

2.3.4 Training Result Detailed by Course 48

2.3.5 Trainee Qualifying and Result 49

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Fast Business Online 2/69

2.3.6 Training Requirement Report by Job Position 50

3 Appraisal Management 51

3.1 Data Input 51

3.1.1 Performance Appraisal Information 51

3.2 List Maintenance 54

3.2.1 Appraisal Period 54

3.2.2 Appraisal Criterion Type 55

3.2.3 Appraisal Criteria 55

3.3 Appraisal Reports 57

3.3.1 Performance Appraisal Form 57

3.3.2 Performance Appraisal Template 58

3.3.3 Employee Appraisal Summary 58

3.3.4 Multi-period Appraisal Summary 59

3.3.5 Appraisal Progress 59

4 Tool & Supply 60

4.1 Tool & Supply Issue 60

4.2 Tool & Supply Decrease 62

4.3 Tool & Supply Request by Job Position 64

4.4 Tool & Supply Report 65

4.4.1 Tool & Supply Issue Report 65

4.4.2 Tool & Supply Decrease Report 66

4.4.3 Tool & Supply Issue Status by Employee 66

4.4.4 Tool & Supply Expiry Report 68

4.4.5 Tool & Supply Type List 68

4.4.6 Tool & Supply Opening Quantity Input 69

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1 Employee Information

1.1 Personal Information

1.1.1 General Information

1.1.1.1 General Information - upper area

- Employee ID: If you want to have default prefix of employee ID, define

"Default Employee ID" in Department list;

- Department: directly input in employee information entry screen or updated by department transfer in working history;

- Image: used for management and CV printing;

- Gender: used as filter condition in reports for employee statistics;

- Ordinal Number: used to arrange employees in list It should be defined

so that all employees in a department have the same number system

Information input in working history can be updated to employee information However, it cannot be updated when current position is deleted You have to manually change current position to old one

 General Information

- Date of Birth: used in reporting as "Employee Birthday List";

- Place of Birth/ ID Card No./ Place of Issue/ Date of Issue/ Expiry Date/ Nationality/ Ethnic/ Religion/ Marital Status/ Mobile Phone/ Email Address/ Current Address: are reference information

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- Position and Job Grade: directly input or updated from working history details

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- Foreign Language/ Certificate: used for data filter of "Employee List by Foreign Language" report

- Grade/Score/ Date of Issue: are reference information

 Resident Address

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- Office Phone/ Home Phone/ Personal Email/ Permanent Address/ Native Country: are reference information

auto-of Leaving" is deleted, the status will be auto-updated as "Working"

Some information necessary for data filter in search or report inquiry such as employee

ID, gender, date of birth, join date, official hire date, current status

Join Date is used as filter condition (Join Date from/to) in querying some reports

Besides, to reports of changes in "Working history", data will be filtered by date of change If there is no date of change input in "Working History", these reports will be queried by join date

For example: View "Employee Increase by Department" report with following information:

Department 1 includes employee 1 with join date as 01 Feb 2013 and employee 2 with join date as 05 Feb 2013

In 15 Feb 2013, move the employee 1 to Department 2

In filter condition of report, select "Date from/to" as "01 Feb 2013 - 25 Feb 2013", "Join Date from/to" as "01 Feb 2013 - 25 Feb 2013" and "Change Type" as "*: show all"

The report will be shown with 2 employees in 2 departments: Employee 1 - Department 2 and Employee 2 - Department 1

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1.1.1.2 Passport, Visa

With following information:

- Passport No./ Date of Issue/ Expiry Date/ Place of Issue/ Visa Number/ Date of Issue/ Expiry Date/ Place of Issue: are reference information

1.1.1.3 Health

- Health Care Date/ Height/ Weight/ Right Eye/ Left Eye/ Blood Type/ Health Type;

- Other Information

These are reference information

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1.1.1.4 Family Background

- Relationship/ Full Name/ Date of Birth/ Pass away/ Occupation/ Address/ Mobile Phone/ Email/ Emergency Contact/ Note

1.1.2 Educational Background

1.1.2.1 Regular Education

Regular education and education level in general information are used for employee list by education level

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- Education Level/ Training Place/ Major/ Main Information/ From Date/ To Date/ Graduation Date/ Rank of Graduation/ Note

1.1.2.2 Foreign Language

This foreign language information and one in general information are used for employee list by foreign language

- Language/ Certificate: used for data filter of "Employee List by Foreign Language";

- Grade/Score/ Date of Issue: reference information

One "Language/ Certificate" is input once for an employee If this employee takes another exam to extend the certificate, it can only be edited with the new date

1.1.2.3 Speciality

- Speciality/ Level: used for data filter of "Employee List by Speciality" report;

- Note: further information

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1.1.2.4 Training Courses

Type/ Course/ Subject/ Training Provider/ No of Training Hours/ From Date/ To Date/ Note: Reference information about short-term training courses

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1.1.3 Working History

1.1.3.1 Current Working History

Used for reports relating to working history With following information:

- Type: 1 - Current Position, 2 - Previous Position: if position type is current position, it will be updated to general information;

- Nature: 1 - Official Position, 2 - Concurrent Position: if job nature is official position, it will be updated to general information;

- Change Category: 1 - New Employment, 2 - Department Transfer, 3 - Position Transfer;

- Department/ Position/ Job Grade: these information will be updated to general information if job nature is official and position is current;

- Supervisor: is reference information;

- Start Date: used as time mark to consider the query date of reports by working history;

- Reason for Change/ Decision No./ Date of Decision/ Decision Maker/ End Date/ Note: reference information

Important note about "New Employment" record

- Before adding a record in "Working History" with change category as

"Department Transfer", it is required to create a record as "New Employment" Otherwise, the information about department transfer will not be shown in reports

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- For information about concurrent position, if there is no record as "New Employment" with job nature as "Official Position", it will not be shown in reports

- For department transfer, define change category as "2 - Department Transfer" to keep track of working history by department If the position is also changed, input new position with type "1 - Official Position" and job nature "1 - Current Position", which will be updated to general information

- If there is a record as current position existing, when adding a new record with position type as "Current" and job nature as "Official" the old record will be replaced by the new one and becomes the previous position

- When an employee is defined to be transferred (Change category is 2 - Department Transfer"), general information of that employee will be moved

to new department in organization structure

- Reason for Leaving: used as column title in "Job Leaving Statistics by Reason";

- Note

In case an employee returns to work after a period of leaving, if you do not want to create a new employee ID, you have to delete the date of leaving and update the current status in general information of the old employee ID

1.1.4 Salary History

1.1.4.1 Actual Salary

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 Current Salary

- Start Date: is base for "Employees with Salary Change" report;

- Currency: an employee should be defined one currency because some reports will be filtered by currency;

- Nature;

- Salary Coefficient/ Basic Salary/ Allowance Coeff 1/ Allowance Amount 1/ Allowance Coeff 2/ Allowance Amount 2/ Allowance Coeff 3/ Allowance Amount 3: are base to calculate "Total Allowance" and "Total Income";

- Reason for Change/ Note: reference information

 Planned Salary

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- Start Date: is base for "Employees with Salary Due to Increase" report;

- Currency: an employee should be defined one currency because some reports will be filtered by currency;

- Nature;

- Salary Coefficient/ Basic Salary/ Allowance Coeff 1/ Allowance Amount 1/ Allowance Coeff 2/ Allowance Amount 2/ Allowance Coeff 3/ Allowance Amount 3: are base to calculate "Total Allowance" and "Total Income";

- Reason for Change/ Note: reference information

Before adding new record for current salary, you have to create a record

of first salary when the employee was hired So that they will be shown as

"Old Salary" and "New Salary" in "Employees with Salary Changes" report Otherwise, the "Old salary" field in the first row of report will be blank

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1.1.5 Award/ Violation

1.1.5.1 Award

- Award: used as filter condition of "Award Recipients" report;

- Company/ Decided by/ Award Level/ Decision No./ Date Signed/ Signed by/ Reason/ Award Value/ Note: reference information

1.1.5.2 Violation

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- Disciplinary Action: used as filter condition of "Discipline Violators" report;

- Company/ Decided by/ Award Level/ Decision No./ Date Signed/ Signed by/ Reason/ Amount/ Note: reference information

1.1.6 Work Accident

- Accident Type: used as filter condition of "Employees Having Work Accidents" report;

- Work Accident/ Date of Occurrence/ No of Days off/ Level/ Note: reference information

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1.3 Human Resources Reports

1.3.1 Curriculum Vitae

 Join Date from/to

Only employees with "Join Date" (input in "Employee Information/Other") satisfying the filter condition will be shown in report

 Department

Only employees in the filtered "Department" will be shown in report

“Department” is directly input in employee information entry screen or updated by department transfer in working history

If the filtered department consists of lower-level departments, employees

in these departments will also be shown

 Job Grade

Only employees with job grade (input in "Working History/ Current Work"

of "Current" and "Official" position) satisfying the filter condition will be shown report

 Employee Status

Only employees with "Current Status" (input in "Working History/ General Information") satisfying the filter condition will be shown in report If this field is blank, only employees with "Working" status are shown

1.3.2 Employee Birthday List

Filter Condition

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 Month

Filtered by month of birth input in "Personal Information/General Information”

 Department

 Position

Only employees with "Current" and "Official Position" (input in "Working History/ Current Work") satisfying the filter condition will be shown in report

 Job Grade

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1.3.3 Employee List

 Department

 Department Group 1/2/3

Employees in department group 1, 2 or 3 will be shown in report

Department group is defined to each department in Department List

 Position

 Position Group 1/2/3

Employees with position in group 1, 2 or 3 satisfying filter condition will be shown in report Position group is defined to each position in Position List

 Job Grade

 Gender

Employees can be filtered by gender, which input in "Employee Information/General Information”

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1.3.4 Employee List by Department

 Date to

The report will include employees with latest "Start Date" of current work before the defined "Date to", showing to which department the employees belong

Note:

- Only employees with position "Nature" as "1 - Official" and working status will be shown in report

- In case there is no record in "Current Working History", employees will

be filtered by join date, department, position, job grade and direct supervisor in "General Information"

Only employees with "Join Date" in General Information satisfying the filter condition will be shown in report

 Department

 Position

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 Job Grade

 Gender

Employees can be filtered by gender, which input in "Employee Information/General Information”

1.3.5 Employee List by Education Level

 Department

“Department” is directly input in employee information entry screen or updated by department transfer in working history If the filtered department consists of lower-level departments, employees in these departments will also be shown

 Position

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 Job Grade

 Education Level

Only employees with "Education Level" input in "Employee Information/General Information" or "Education Background/ Regular Education" satisfying the filter condition will be shown in report

 Education Major

Only employees with "Education Major" input in "Employee Information/General Information" or "Education Background/ Regular Education" satisfying the filter condition will be shown in report

 Graduation from/to

Only employees with "Graduation Date" input in "Employee Information/General Information" or "Education Background/ Regular Education" satisfying the filter condition will be shown in report

Only employees with "Current Status" input in "Working History/ General Information" satisfying the filter condition will be shown in report If this field is blank, only employees with "Working" status are shown

1.3.6 Employee List by Speciality

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 Department

“Department” is directly input in employee information entry screen or updated by department transfer in working history If the filtered department consists of lower-level departments, employees in these departments will also be shown

 Position

 Job Grade

1.3.7 Employee List by Foreign Language

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 Joint Date from/to

 Department

 Job Grade

 Foreign Language/ Type of Certificate/ Cert Date from/to

Foreign language information input in "Employee Information/ Foreign Language" and "Educational Background/ Foreign Language The information in "Employee Information/ Foreign Language" is priority

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1.3.8 Employee List by Seniority

 Report Date

Only employees with "Join Date" (input in "Working History/General Information") before or the same as report date will be shown in report; except employees with date of leaving before report date

Number of years viewed in report will be = (“Report Date” – “Official Hire Date”)/365

 Department

 Job Grade

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1.3.9 Employees with Salary Changes

The report will include employees with "Start Date" of "Current Salary" in "Actual Salary History" within the period of "Date from/to" in filter condition If old basic salary is less than the new one, the employee will be shown in salary increase group

On the contrary, the employee will be shown in salary decrease group

Note:

- The record with earliest "Start Date" in "Actual Salary History" will be shown without old salary;

- Department viewed in report is current department of employees;

- Only working employees are shown in report

For example:

Employee A with 3 records in current actual salary:

- Record 1: Start date 01/01/2013, basic salary 1.000.000;

- View report from 01/01/2013 to 31/01/2013, employee A is shown in increase group, there is no old salary, new salary is 1,000,000;

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- View report from 01/03/2013 to 31/03/2013, employee A is shown in increase group, old salary is 1,000,000 and start date is 01/01/2013, new salary is 3,000,000 and start date is 01/03/2013;

- View report from 01/04/2013 to 30/04/2013, employee A is shown in decrease group, old salary is 3,000,000 and start date is 01/03/2013, new salary is 2,000,000 and start date is 01/04/2013

1.3.10 Employees with Salary Due to Increase

 Date from/to

Employees with "Start Date" in "Planned Salary" of "Actual Salary History" within the period of "Date from/to" will be shown in report

 Department

 Position

 Job Grade

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Note:

+ Planned Salary: get following basic salary;

+ Scheduled Date: get following "Start Date" in "Planned Salary" tab of Actual Salary History

- Employee information input - General information;

- Passport, Visa input

 Province/City List

Used in:

- District list definition;

- Employee information input - Resident address

Besides, the "ID Card Place of Issue" is also used in reports with the "ID Place of Issue" column such as Employees requesting for SI Book, HI Card,

 District List

Used in:

- Employee information input - Resident address

 Department Group List

Used in department definition

 Job Grade

Used in:

- Position list definition;

- Employee information input/Other information;

- Current working history input

 Position Group List

Used in position input

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1.4.2 Educational Information List

 Education Level

Used in:

- Employee information input - Education Level;

- Regular Education input

 Education Major

Used in:

- Employee information input - Education Level;

- Regular Education input

- Employee information input - Foreign Language;

- Foreign Language input

 Foreign Language Certificate

Used in:

- Employee information input - Foreign Language;

- Foreign Language input

1.4.3 Other List

 Award

Used in Award input

 Disciplinary Action

Used in Violation input

 Reason for Job Leaving

Used in Working history input - Other information

Short name is used as column title in "Job Leaving Statistic by Reason"

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2 Training Management

2.1 Data Input

2.1.1 Training Request Form

2.1.1.1 Entry screen

2.1.1.2 Some tasks in data entry

 Import data from spreadsheet (excel)

The system is enabled to import data from excel spreadsheet to save hours of manual effort

The data importing process:

- Enter “Training Request Form”;

- Click the icon to download template file to put data in;

- After keying data in the spreadsheet, to up data to the system, click the icon , select the file, the system will get data from this file to grid view of the voucher

Notes of inputting data in template file:

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- Employee ID: must be unique one with the same length in add (edit) screen in list; only employees belonging to departments in the assigned unit;

- Position: the current position of the employee;

- Subject: must be one existing in “Subject List ";

- Training Type: must be one existing in “Training Type List”;

- Request Date from/to: input in date format

The system will give error message in some following cases:

- Data in column containing object codes do not exist in the corresponding lists In this case, the system will also get data to grid but will give error message when saving You have to edit the information before saving;

- String data is longer than the available length of field

- You must have the "Edit" right to edit data in voucher detail grid;

- It is not required to keying object name in lists, the system will auto update following their codes

2.1.2 Training Course Information

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2.1.2.1 Entry screen

2.1.2.2 Some field descriptions

Format view – upper area

 Course Code

This is required field with 16 characters maximum

The code is systematically increased For example: the current code is

"Khoa0014", key in "Khoa00"and press down arrow key, the new code

"Khoa0015" will appear

 Status

There are 5 statuses: 0 – No Action, 1 - Planned, 2 - Opening, 3 – Completed and 4 - Cancelled

Default status is defined in “Voucher Information” but editable to status 0,

1, 2 and 4 The status 3 – Completed will be system-generated after inputting “Training course result”

Note:

- If the default status in “Voucher Information” is 3 – Completed, when you add new “Training Course Information”, the system will change to status 0 – No Action

- Cannot edit the “Completed” training courses; if you edit, the system will give message “You are not assigned to this function or access

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