EMD Manual-

Local Admin Level

 INDEX

SNo. Topic Page No.

1 Introduction to Employee Master Details (EMD) 3
2 Login Local Admin in EMD Module 4
3 Creation & Mapping
Entity 6
Entity Hierarchy 8
Designation 9
Holiday Calendar 11
Organization Unit 13
Post 16
4 Employee
Employee 19
Posting & Promotion 22
Increment Salary 26
Post Delegation 28
5 Transfer
Inbox 29
Initiate Transfer 30
Transferred Joining Inbox 32
6 Report of Transferred Employee 33
7 Reports
Designation Report 34
Post Report 36
Location wise Report 37
HOD wise Report 38
Master Report Page 39
Basic Employee Report 40
Inactive Employee Report 41
8 ADMIN Module
Login ADMIN 42
Role 45
1. Objective
EMD stands for Employee Master Detail. EMD application aims at global data storage in any
organization. The data is stored at central level that can be accessed by other applications. The
interface allows the Super admin to create Master Details and appoint Admin to various
divisions for management of Organizational and Employee data through Creation and
Mapping. It is the backbone for Implementation of e-Office in an organization.

2. Introduction
EMD is a web-based Employee Master Detail system that automates the employee data
management at a global level. EMD has two users one being the Super Admin and the other
Admin. The other Admin also called as Local Admin. The Master Details are created by Super
Admin while the Admin is responsible for management of Organizational and Employee Data
for the respective division.

3. List of Different Users in EMD

EMD module comprises of two users which are altogether responsible for Management of
database globally in an organization. The 2 different users defined in EMD are:
Super Admin
Local Admin

Let’s have an overview of the role of different users of EMD.

Super Admin

Local Admin 1 Local Admin 2 Local Admin N

 Local Admin

Local Admin
The Local Admin Role -
1. Creates the users
2. Search/Edit the existing user’s details
3. Map the reference data (Organization, Designation, Post etc.)
4. Post sanctioning
5. Post Assignment
6. Performs the transfer of users.
Generates the reports (Designation wise, HOD wise, Location wise etc.)

Login
1. Enter Username and Password in the eOffice Login page.

2. Click Login ( ) button to submit the details.

The Local Admin account comprises of three different sections:
1) Creation & Mapping
a) Organization: It includes mapping of Organization, Entities, Designation, and Post.
b) Employee: It includes Holiday Type, Holiday name, Year.
c) Transfer: It includes Location, Country, District, and State.
2) Reports Module
a) Reports

These two modules of Local Admin further divided into sub Modules.

Organization
It allows the admin to create or Map new/existing Organization related details to the database
through the options listed below.
 Entity
 Entity Hierarchy
 Designation
 Holiday Calendar
 Organization Unit
 Post
 Post Sanction
Entity
Entity is defined as something which exists by itself. e.g.: Ministry, department, and division etc.
in a particular organization for example branch, O/o, section etc.

Step 1: Click Entity

Type

Step 2: Click the forward arrow to

move the selected entity or entities
from General to Available to your
Organization.

After mapping, ‘Record

inserted successfully’ shown.

NOTE: It is recommended that Entities are created by Super Admin Only, Local Admin then map
these entities in the Organization.
Add New Entity
If entity required is not into the list then in that case local admin can create new entity by using
option New Entity.

Step 1: Click the New Entity button in

order to add New Entity

As a result following screen appears. Enter the value in required fields.

Step 2: Click on save Entity

button in order to save the New
Details.

The record will be shown in

Entity Type List(s).
 Hierarchy of Entity
Hierarchy of Entity is defined as an operation that map (associates) each element of a given Entity
(the domain) with one or more elements of a second Entity. Hierarchy of Entity is used to create
and view the entity and its parent above it. This depicts the Levels of organizations in which
entities are represented from the root level and there are entities below to it. Admin can map or
associate an Entity to its parent Entity.

Admin can map or associate

an Entity to its parent Entity.

To create an Entity Type Hierarchy, user has to perform following steps:

Step 2: Enter the value in mandatory Step 3: Click on save button.
fields.eg: Entity Type and Parent
Entity Type, Active Field is to be true.

Step 1: Click Entity

Hierarchy

The record will be shown in Entity

Type Hierarchy.
 NOTE: Hierarchy setting must be Department -> Department, Office->Department, Branch-
>Office.

Record Inserted Successfully

After mapping, ‘Record
inserted successfully’ shown.

Note: Admin can Edit the record which are already saved by clicking the icon

Designation
Designation refers to nomination or appointment.
Designation sub module is used:

 To map Designation from General section Organization to a specific organization.

 Admin can add new designation in an organization on the basis of Employee Name,
Employee Code, Designation and Post Name.
Click the forward arrow to move the
selected Designations from General
to Available to your Organization.

Click on Step
Designation 1

Step
Step
3
2
NOTE: It is recommended that Designations are created by Super Admin Only, Local Admin then
map these designations in the Organization.

Add New Designation

If local admin want to add new designation, then use button ‘New Designation.’

1. Click on Designation link. As a result, a new page appears.

2. To add new data, click the New Designation button.

3. As a result, Add Designation page appears.

Enter the required information and click the Save button. As a Result, record will be
added in Designation List(s).
 Holiday Calendar
Holiday Calendar specifies holidays (RH/GH) scheduled corresponding to a particular
organization.
Holiday Calendar is used:
 To map Holiday Calendar from General section Organization to a specific Organization
section.
 Admin can also Add Calendar of a particular organization.

 Admin can also Add new Holiday Calendar in an organization on the basis of Calendar
Name, Calendar Date, Holiday Name and Year etc.

Calendar Mapping

The steps needs to be followed for Holiday Calendar mapping from General list to Available to
your Organization List:-

1. Click the Holiday Calendar link. As a result, Holiday Calendar Mapping

page appears.
2. Move the mouse over General list block. Select the desired Holiday Calendar from the available
Calendar Type in General List which need to be moved to the Available to your Organization
List.

3. Click the forward arrow to move the selected Holiday Calendar Type from General to
Available to your Organization.

Step 2 choose
calendar

Step 1 Step 3 Click forward

arrow button , so
that calendar can be
mapped to the
Organization.

4. As a result, selected Holiday Calendar Type is moved from General to Available to your
Organization and message will appear that “Record inserted successfully in your Organization”.
Add New Calendar
It specifies adding a new calendar for specific Organization. E.g.: Calendar NIC is name of
calendar of NIC organization where holidays plan is done according to NIC organization.
The steps needs to be followed to add new calendar are as under:-

1. Click the Holiday Calendar link. As a result, Holiday Calendar

Mapping page appears.

Fig.LocalAdmin22

2. To add new Calendar, click the New Calendar button.

3. As a result, New Calendar page appears.

Enter the required information and click the Save button.

4. As a Result, record will be added in the list.

Organization Unit
Under Organization, click the Organization Unit link.

Organization Unit Search

1. Click the Organization Unit link. As a result, Organization Unit Search
page appears.
2. Enter the required information to search the Organization Unit.

3. Click the Search button.

Search by Name Search by Entity
already created e.g Department,
Organization Units Office or Section.

4. As a result, Organization Unit will appear in the list.

Note: Admin can edit the record which are already saved by clicking the icon
Show All
It shows the name of all organizations units.

Add Organization

1. Click the Organization Unit link. As a result, Organization Unit Search

page appears.
2. Click the Add Organization button. As a result, Organization Unit page
appears.

Create new
Organization
Unit (O.U)

3. Enter the required information in Organization Unit page and click the Save button.
Type O.U Name, Type O.U code
Select Entity,
Parent Orgz.

Map calendar,
if created.

Press Save
Post
Post module is used:
 To map the Post from General section Post Available to your Organization section.
 Admin can also add New Post of a particular organization.

Post Mapping

The steps needs to be followed for Post mapping from General list to Post Available to your
Organization List:-

1. Click the Post link. As a result Post Mapping page appears.

2. Move over General list block. Select the Required Post from the available General List which
needs to be moved to the Post Available to your Organization.
3. Click the forward arrow to move the selected Post from General to Post Available to your
Organization.
4. As a result, selected Post is moved from General to Available to your Organization and
message will appear that “Record inserted successfully in your Organization”.

New Post
The steps needs to be followed to add a new Post are as under:-

1. Click the Post link. As a result Post Mapping page appears.

2. To add new data, click the New Post button.

As a result, Add Post page appears.

Add Post Add Post Set Active

Name Code checkbox and
press Save

Post Description

3. Enter the required details and click the save button in order to save the New Details.

Post Sanction
It is an option to restrict number of particular Post in an Organization Unit.

Fig.LocalAdmin38

The Following Steps are need to be Follow for Designation mapping from General list to
Available to your Organization List:-
1. Click the Post Sanction link.
2. Enter the required details.

Total No. of Post field specifies the number of post assigned to a particular organization.

3. Click the save button in order to save the New Details.

Employee

Employee
It allows the admin to Create or Map new/existing Employee related details to the database
through the options listed below.

 Employee
 Posting & Promotion
 Increment Salary
 Post Delegation
 View Employee Details
Employee Search

This sub module specifies Employee Search on the basis of Employee Name, Employee Code,
Email, and Designation.

1. Click the Employee link. As a result, Search Employee page appears.

2. To search existing data, enter the data to be searched in the search bar.

3. Click the Search button.

Search
employee by
Name

Press Search

4. The searched record will be displayed on the same screen.

 Add New Employee (Complete Information)
1. Click the Employee link. As a result Search Employee page appears.

2. Click the New Employee button.

Step 1:
Click
Employee

Step 2:
Add new
Employee

3. As a result, pop up window appears. Click the complete information radio button.

4. As a result, Employee Personal Detail and Employee Designation Detail screen appears.
Enter the required details.
 After entering
mandatory details,
Press Save

Posting & Promotion

A local admin can assign multiple posts to an employee.
The steps for assigning post to New Employee are as under:
1. Click the Posting & Promotion link under Employee
module.

2. Enter the required values in the fields in Post Mapping section.

3. Click the Search button.
4. As a result, record(s) will be shown in Post(s) List section.

Fig.LocalAdmin53
Records shown after clicking the Search button can be Editable. Admin can edit/modify the value
of fields.
Primary column in Post(s) List section specifies that one post is assigned as Primary Post among
multiple post of an employee.

Actions on the Post(s) List section:

The steps to assign a new post are as under:-

1. Search employee.
2. Insert TO Date of employee.
3. Untick Primary checkbox.
4. Press Save.

Check the below screenshot for the same:

Now, Search for the same employee and add new post.

1. Click the link to sanction another Post.

2. Enter the following details for the new Post

Post Name, Marking Abbreviation, Organization and From Date.

3. DO NOT ENTER To Date for this post.

4. Check the Primary Box for the New Post and press Save

Step1:Click on +
icon

Step3: Add Step4: Add new Step5: Step6: Make it

Step2: Make
new Post Marking Select From Primary & Press
it active
Abbreviation date Save
 Note: To check new post is added to employee, search again same employee, you should see 2
posts for the same Employee, in that case, Uncheck the Active checkbox for the Old Post and
press Save next to this post
Step 2 : Press
Step 1: Save
Uncheck Old
Post

Now If again search employee, this time admin will see only one post given to employee, because
old post is active now.

Note: Employee having additional charge of other department (not in same Office): In that case,
new Posting & Promotion can only be done by Super Administrator. Local admin is not authorized
for the same.

Promotions/Demotions

Local admin add new promoted designation of an employee from Promotions & Demotions Tab
unders Posting & promotions.

Step1: Search
employee

Step4: Reference no.

Step3: From Date

Step2: Update Designation Step5: Press Save.

Edit record, if
required
  Hierarchy: Hierarchy specifies that a local admin can assign (mapping) post and
organization to an employee who is under the Searched employee Name.

The steps to assign a post hierarchy are as under:-

1. Click the Posting & Promotion link to search a record.

2. Enter the Employee Name to be searched .Click the Search button.

3. As a result, a record is shown on the basis of search criteria. Click the Hierarchy

button.
4. As a result, Post Hierarchy Details page appears which will map Organization Name
and Employee Name on the basis of Marking Abbreviation of Parent Post.
Employee Name field depends on Marking Abbreviation of Parent Post field.

5. Click on Submit button to save the details.

Increment Salary
1. Select the tab Increment Salary under the Employee link.
 Search the required Employee by using Employee Code, Employee Code, Email and by
Designation of required ones.

E.g. .

2. After that, you can Update Employee’s Incremented pay value, from date and New Basic.

3. Press Update Button to update all fields.

Post Delegation
It specifies that the Admin can delegate the post and responsibilities of an employee to another
employee for a specific period of time.
The steps to delegate the post are as under:-

1. Click the Post Delegation link under Employee in order to

delegate a new post to an employee for a particular time period.

2. Fill the required details as mentioned. Click the Submit button in order to
save the New Details.
3. As a result, record is displayed in the same screen.

View Employee Details/Employee Details

A user can add/view its own details.

An Admin login can view this module as View Employee Details link.

A normal user can view this module as Employee Details link.

The steps to view personal details are as under:-
1. Click the View Employee Details link.

2. Enter the required data on behalf of user whose details needs to be filled.
3. Click the Save button.

Transfers
Transfer module specifies an Employee transfers from one Department to another Department or
one Organization to another Organization.
Transfer consists of three sub modules:-
 Inbox
 Initiate Transfer
 Transferred Joining Inbox
 Report of Transferred Employees
Inbox
Inbox specifies an incoming document container where admin can get the status update of
the process for an employee transfer.

Initiate Transfer
The steps to initiate transfer process are as under:
1. Click the Initiate Transfer link.
2. Enter the employee name or any other fields. Click the Search button.

3. As a result, List of record will be displayed. Click the Initiate button.

4. After clicking the Initiate button, Initiate Transfer screen appears.

5. Enter the required transfer details.

6. Click the Initiate button to save the details. As a result, “Transfer Initiated Successful
“message appears.

Transfer
Initiation
Successfully

Transferred Joining Inbox

This module specifies those employees who have been Transferred/Relieved from other
Organization. And require joining in the organization.

1. Click the Transfer Joining Inbox link.

As a result, List of transferred Employees along with the status will be shown.

2. Click the Edit link. The Transferred Employee Joining Details screen appears.
 3. Enter the Designation and Actual joining Date and Click the Submit button.

Report of Transferred Employee

This module is provided to give the reports of those employees who were transferred from our
organization to another.
There is also an option to generate the same report is PDF format.
The Steps to generate report are as under:

1. Click the Report of Transferred Employee link.

2. Click the Generate PDF link. As a result, PDF report has been generated.
Reports Module
Reports facilitate an Admin user to frame personnel policies and help in planning & decision
making. It gives consolidated information to all Employees.

Note: Generating Report in PDF format is highly secure as it is in compressed form and
editing is restricted.

Designation Report
To generate a report, Admin has to perform following steps:
1) Click the Reports under Reports Module.

Fig.LocalAdmin69

2) As a result, Designation Wise Report screen will appears. User can search employee by
Employee code, Employee Name, Email and Designation.

3) Click the Search button.

Here, Search by the Designation.
As per Requirement, user can View all by pressing button Show All.

4) As a result, a list of records appears.

5) Click the Generate PDF to generate a report.

Post Report

1) Click the Reports under Reports Module.

Fig.LocalAdmin84
2) As a result, Post wise Report appears. User can search employee by Post Name.

3) Click the Search button.

Fig.LocalAdmin85
4) As a result, a list of records appears.
5) Click the Generate PDF Button to generate a report.

Location Wise Report

1) Click the Reports under Reports Module.

2) As a result, Location Wise Report appears. User can search employee by Post Name, Country,
State and District.
3) Click the Search button.

4) Click the Generate PDF Button to generate a report.

HOD Wise Report

1) Click the Reports under Reports Module.

2) As a result, HOD Wise Report appears. User can search employee by HOD Name
 3) Click the Generate PDF Button to generate a report.

Master Report

1) Click the Reports under Reports Module.

2) As a result, Master Report Page appears. Enter the value in the mentioned fields.

3) Click the Search button.

4) Click the icon to generate the PDF Report.

Basic Employee Report

1) Click the Reports under Reports Module.

2) As a result, Basic Employee Report Page appears. Enter the value in the mentioned fields.
 3) Click the Search button.

4) Click the icon to generate the PDF Report.

Inactive Employee Report

1) Click the Reports under Reports Module.

 2) As a result, Inactive Employee Report Page appears. Enter the value in the mentioned
fields.

3) Click the Search button.

4) Click the icon to generate the PDF Report.

Admin Module: Local admin will provide roles by logging to ADMIN Module. Login in
ADMIN Module:
Application
All the applications are managed by Super admin. Application like eFile, Kms, eTour, eLeave and
EMD.

Module
All the Modules under applications are managed by Super admin. Modules like Dispatch by
CRU, notification, Receipt etc.

Super admin can also add new Module by Add NEW link.
 Fig. SuperAdmin5

Sub-Module
All the Sub-Modules under modules are managed by Super admin. Sub-modules like Sent, Inbox,
Created etc.

Super admin can also add new Sub-Module by Add NEW link.
Role
To access applications like eFile, Kms etc. Super Admin defined Roles. These roles are assigned to
Users to access application. These Roles are differ Users to Users according to his/her Designation.

Super admin can also add new Roles by Add NEW link.

Role Post
This link is used to assign/Manage role to users.

Step 1 Select Application Name.

Step 2 Select Post Name.
Step 3 if your EMD is correctly created then according to Post Name, Employees Name (with
Marking Abbreviation) automatically occurs.
Step 4 Add roles from right side partition to left side.
Step 5 Press Save Button.

In this way Local admin of particular department provide roles to employees.