Um Pims

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Adrenalin eSystems Ltd Adrenalin 3.0

PIMS
Preface
Congratulations with your purchase of Adrenalin Software. Adrenalin offers a comprehensive
and powerful HR System with Modules covering the complete life cycle of an employee in
your organization. Adrenalin is available as individual modules and also as an integrated suite
for Human Resource Management.
Adrenalin is designed to provide you ease of use and easy maintenance. The software itself
is subject to continuous development, incorporating the new and growing needs of the
industry, you can rest assured that you have made an investment for the future.
This document details the steps in completing forms in addition to information on the modules
and how to access forms.
Copyright
Copyright © 2008 Adrenalin eSystems Limited. All rights reserved. Under the copyright laws,
this manual cannot be reproduced in any form without the prior written permission of
Adrenalin eSystems Limited
Trademarks
Microsoft Windows, Windows SharePoint Services (WSS), SQL Express, SQL Server, MS
Outlook are registered trademarks of Microsoft Corporation.
Firefox and the Firefox logos are trademarks of the Mozilla Foundation.
Redhat Linux is the trademark of Red Hat, Inc.
Disclaimer
This manual, as well as the software described in it, is furnished under license and may be
used or copied only in accordance with the terms of such license. The content of this manual
is furnished for informational use only, is subject to change without notice, and should not be
construed as a commitment by Adrenalin eSystems Limited. Adrenalin eSystems assumes no
responsibility or liability for any errors or inaccuracies that may appear in this document.
Except as permitted by such license, no part of this publication may be reproduced, stored in
a retrieval system, or transmitted, in any form or by any means, electronic, mechanical,
recording, or otherwise, without the prior written permission of Adrenalin eSystems. Any
references to company names in sample templates are for demonstration purposes only and
are not intended to refer to any actual organization.
Colors displayed in the user documentation may not match the Adrenalin HR Software screen
colors as implemented in an organization as the color theme can change from company to
company. The data shown in the screenshots are fictitious and are provided for easier
understanding.
Updated till – 5.4.0
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Table of Contents
1 About this Manual ............................................................................................................ 2
1.1 Scope and Purpose of the Document ......................................................................... 2
1.2 Organization of the Document .................................................................................... 2
1.3 Text and Visual Conventions....................................................................................... 2
1.3.1 Textual Conventions ................................................................................................ 2
1.3.2 Visual Conventions .................................................................................................. 3
2 Personal Data ................................................................................................................... 4
2.1 Employee Summary ..................................................................................................... 4
2.2 General information ...................................................................................................... 7
2.3 Configurations & Reminders ..................................................................................... 10
2.3.1 Configurations ....................................................................................................... 10
2.3.2 Reminders ............................................................................................................. 14
2.4 Personal ....................................................................................................................... 15
2.4.1 Employee Details ................................................................................................... 15
2.4.2 Family Details ........................................................................................................ 17
2.4.3 Employee On-boarding.......................................................................................... 20
2.4.4 Contact Details ...................................................................................................... 24
2.4.5 Emergency Contacts ............................................................................................. 27
2.4.6 Bank details ........................................................................................................... 28
2.4.7 Passport Details .................................................................................................... 31
2.4.8 Visa Details ............................................................................................................ 32
2.4.9 Vehicle Details ....................................................................................................... 36
2.4.10 Driving License ...................................................................................................... 37
2.4.11 Language Proficiency ............................................................................................ 39
2.4.12 Hobby Details ........................................................................................................ 40
2.4.13 Insurance Details ................................................................................................... 42
2.5 Qualifications .............................................................................................................. 43
2.5.1 Education Details ................................................................................................... 43
2.5.2 Certification Details ................................................................................................ 46
2.5.3 Professional Membership ...................................................................................... 47
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2.6 Remuneration .............................................................................................................. 49

2.6.1 Compensation Details ........................................................................................... 49
2.6.2 CTC History ........................................................................................................... 50
2.6.3 Pay slip & Tax computation sheet ......................................................................... 51
2.7 Attachments ................................................................................................................ 53
2.7.1 Employee Attachments.......................................................................................... 53
2.7.2 Attachments View .................................................................................................. 55
2.7.3 Letter Viewer ......................................................................................................... 57
3 Employment Data ........................................................................................................... 58
3.1 Current Employment .................................................................................................. 58
3.1.1 Employment Details ............................................................................................... 58
3.1.2 Facilitator ............................................................................................................... 61
3.1.3 Access Card Details .............................................................................................. 62
3.1.4 Critical Incident Details .......................................................................................... 63
3.1.5 Medical History ...................................................................................................... 65
3.1.6 Accident History..................................................................................................... 66
3.1.7 Confirmation Appraisal Record ............................................................................. 68
3.1.8 Skill Details ............................................................................................................ 70
3.1.9 Appraisal Record Creation .................................................................................... 71
3.1.10 Organisation Chart ................................................................................................ 73
3.1.11 Organization Chart Tree View ............................................................................... 76
3.1.12 Position Organisation Chart .................................................................................. 78
3.1.13 Awards and Recognition........................................................................................ 81
3.1.14 Appraisal Record View .......................................................................................... 83
3.1.15 Employee Achievements ....................................................................................... 84
3.1.16 Employee Comparison .......................................................................................... 85
3.2 Past Employment ........................................................................................................ 87
3.2.1 Past Employment details ....................................................................................... 87
3.2.2 References ............................................................................................................ 90
3.3 Training Data ............................................................................................................... 92
3.3.1 Training Details ...................................................................................................... 92
3.4 Matrix Manager ........................................................................................................... 95
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3.4.1 Matrix Managers .................................................................................................... 95

3.4.2 Re-assign Matrix managers .................................................................................. 97
Index ..................................................................................................................................... 100
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1 About this Manual

1.1 Scope and Purpose of the Document
 This document, the user manual, is intended to guide the users through the
business screens, with appropriate descriptions of the steps involved and business
rules, wherever applicable.
 Suitable illustrations are provided at relevant places to explain the actual steps
involved in the process/stage.
1.2 Organization of the Document

This document is organized as -
 Overview of the Module

 Referential process flow of the module
 Objective and overview of form/functionality
 Pre-requisites for working on the form/functionality.
 Procedure/steps for working on the form/functionality.
 Post activity steps.
1.3 Text and Visual Conventions
1.3.1 Textual Conventions
Abbreviations of terms used in the document.
Abbreviation Description
HRFAC or HR Admin Persons responsible for planning/defining and

maintaining HR Processes in the organization
OU Organisational Unit
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1.3.2 Visual Conventions
Styles: Following are few styles used in the document.
Style Reference Description
Body Text This is the common style for text in the document, while writing the
general text
Caption Caption is to provide a label to the screenshot/diagram
 List Bullet Style for bulleted list
A Tip or suggestion on how to use the functionality
Important. The user must take care and use the functionality as
described
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2 Personal Data
Adrenalin Personal Information Management System is used by employees to maintain their
Personal Data and Employment records.
Manage Employee and Employment Records

If Employee Self Service has been enabled in your organization then employees will have
access to information, but the display will be limited to
 View Only
 View & Edit
Using this functionality, an employee can maintain personal information in Adrenalin HR
Software.
For the ease of working we have demarcated the forms under various sections:
 Information Entry Form

 Personal
 Qualifications
 Remuneration
 Attachments
2.1 Employee Summary

This form displays direct/indirect reportees of the logged in employee. If the logged in
employee is a role player, then the employees under the logged in employee’s facilitation can
also be viewed here.
If you are a HRFAC or Manager or any role player, with access rights to enter/edit/approve
employee details for employees under their facilitation.
For entering/editing any employee’s details, or to initiate any form on behalf of an employee,
you will have to select the employee from the Employee Summary page. However, the
selection of employee is allowed on this page only when the parent form is enabled with
Employee Summary. Otherwise a legend will be displayed on the page.
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2
1 3
1 Selected employees Photo will be displayed if available.
2
Employee Summary form will display all the active employees on opening. Select
“Inactive” and click to view all terminated employees.
 ‘Show Direct Reportees’ – will list direct reportees of the logged in employee
3  ‘Show Indirect Reportees’ – will list the indirect reportees of the logged in
employee.
 ‘Show employee under Facilitation’ – will list all employees under the
facilitation of the logged in employee as per the role assigned.
 Boss – in case of secretary logs in to the application and want to initiate any
transaction on behalf of his / her boss, then this option can be selected.
 All – the employee summary page will show employees irrespective of their
travel/leave/logged in etc
4  Travel – the employee summary page will show employees who are on
travel on that day. De-selecting this option will not show employees who are
on travel.
 Leave - the employee summary page will show employees who are on leave
on that day. De-selecting this option will not show employees who are on
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leave
 In Office - the employee summary page will show employees who are in
office on that day. De-selecting this option will not show employees who are
in office
 Logged in – the employee summary page will show employees who are
logged in on that day. De-selecting this option will not show employees who
are not logged in
 Resignation Recorded - list of all employees whose resignation is submitted
and approved
This is filter section. Use the filter options to search for records by Emp Id, Global ID,
5 Last Name, Emp Name, OU, Location, Region, Grade, City, Department,
Designation, Pay Group, Reporting To, and Functional Manager.
This is a snapshot of selected employee’s details. This will have details such as Emp
6 Id, Global ID, Last Name, Employee Name, OU, Location, Region, Grade, City,
Department, Designation, Pay Group, Reporting To, and Functional Manager.
If any employees listed in the grid have initiated their resignation then the Last working date
would get displayed in the ToolTip over that record.
While entering data in the respective forms, after clicking [Submit] button, the
message ‘Submitted successfully’ will be displayed in the form. Though the
system shows the message, entered details will be visible in the grid only if
[Reset] button is clicked.
Whenever you are recording/updating employee information, you have to select
the employee from ‘Employee Summary’ option.
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2.2 General information

History details
History details can be seen in the forms whenever changes are made. Please refer the
image below:
Figure 1 Form history
For forms in which more than one record can be created, the history can be viewed for each
record. Please refer the image below:
Clicking this icon shows /

hides history information
Figure 2 Record-wise history
Status column
“Status” column has been added in the form grid to view the status of the transaction that has
been done by the user. If the transaction has been approved, then this column shows as
‘Approved’ or ‘Pending’ based on the approval status. This is available in following forms:
 Bank Details
 Visa Details
 Family Details
 Family Visa Details
 Language Proficiency
 Hobby Details
 Education Details
 Certification Details
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 Professional Membership
 Employee attachments
Status in Pending for approval
“User Action” column has been added in Forms Pending for approval form grid to view the
action that has been taken by the user during submission of the form.
Update – This indicates that the initiator has updated an existing record in the form.
Add – This indicates that the initiator has newly created a record in the form.
Delete – This indicates that the initiator has deleted a record in the form.
This is available in the above mentioned form list.
Workflow
Workflow can be set for the forms and whenever workflow is set, a link ‘View workflow
information’ is available in the form. On clicking the link, a popup window appears, displaying
the levels of approval and name & employee ID of approver for each level.
Note: If no role player is available for the role for which the approval is set, then this form will
be blank, and no information is shown here.
Document Upload
Employees can upload any attachment/supporting document wherever needed, using the
‘Upload’ field available in the form. File formats that are configured in the Adrenalin
Configuration Editor form (SUPPORTED_FILES) only can be uploaded.
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Approvals
During approval process, the approver has given an option to edit / delete / modify the
uploaded documents. Also the approver can upload any other fresh document while
approving a transaction.
Note: This is not applicable for Dynamic Approvals.
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2.3 Configurations & Reminders
2.3.1 Configurations
Configuration
Sl.No Configuration Name Comments
Value
All Adrenalin All Adrenalin user group while creating an
1 ALL_ADRENALIN_USER
Users employee.
This is to set the maximum length of IFS
2 BCONF_MAXLNGH 11
number in Bank Details form.
This is to set the minimum length of IFS
3 BCONF_MINLNGH 11
number in Bank Details form.
This is to set whether employees’
separation status has to be checked for
editing Employment Details or not. If it is
set as ‘Y’, an employee’s employment
CHECK_EMPLOYEE_SEP details cannot be edited if his/her
4 _STATUS_FOR_EMPL_DE N resignation has been approved.
TAIL If it is set as ‘N’, then an employee’s
employment details can be edited even if
his/her resignation has been approved.
Note: This is applicable only if the
“EMPDTL_EDIT” parameter is set as “Y”.
This is to set the maximum length of
5 CONF_MAXLNGH 10 Phone number in Emergency Contact
Details form.
This is to set the confirmation due date for
an employee. For example, if it is set as
‘6’ then the employee’s confirmation due
6 CONF_MONTH 6 date will be shown as six months from the
date of joining if the employment status is
‘Probationer’.
Recommended range 1 to 12.
This is set to View/Modify rights to self.
If it is set as ‘Y’ then an employee can
view and edit the critical incident details.
CRITICAL_INCIDENT_SEL In this case Critical Incident details form
7 N displays both pending and approved
F
transactions for the employee.
If it is set as ‘N’ then, only HR can alone
edit the critical incident details. In this
case Critical Incident details form displays
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Configuration
Value
only the Approved transactions along with
workflow status.
This is to specify whether the reporting

manager can edit/delete the critical
incident record that is approved by the
role player.
If it is set as ‘Y’, then the reporting
CRITICAL_INCIDENT_RPT manager is allowed to further edit/delete
8 N
TO the transactions that are already
approved by role player.
If it is set as ‘N’, then the reporting
manager is not allowed further to
edit/delete the transactions that are
already approved by role player.
This is to enable/disable editing
employment details of an employee. If it is
9 EMPDTL_EDIT Y set as ‘Y’, then the employment details
can be edited. If it is set as ‘N’, then the
employment details cannot be edited.
This is to set the age limit in Family
Details form. Based on this limit, system
considers the family member as
10 FMLY_AGE_LIMIT 18
Minor/Major. Below this limit is considered
as Minor and above this limit is
considered as Major.
To specify whether the login password
has to be encrypted in the database or
not.
If set as ‘Y’, then the password entered
11 IS_ENCRYPT Y
will be saved in database in encrypted
mode.
If set as ‘N’ then the entered password
will be saved as it is.
To specify if functional reporting to has to
be selected on selecting the reporting to.
IS_FUNREP_CHANGE_RE If set as ‘Y’, then on selecting the
12 N reporting to, the reporting to will appear
Q
automatically in the Functional Reporting
to field.
If set as ‘N’, then the user has to select
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Configuration
Value
both the reporting to and functional
reporting to.
In employment details form, set this

configuration to 'Y' to change the current
pay group, if any one of pay group
attribute is changed. Pay group is
identified from CTC template based on
the employee OU, location and other
13 IS_PAYGROUPCHANGE Y
employee related CTC configuration
values. If you set this value as 'N' then
auto change of pay group will not happen
and the existing pay group is displayed in
pay group selection. The default value is
'Y'.
This is set to mandate the user to enter
IFSC code for the currency chosen.
For example
If IFSC_Currency is set as ‘INR’ and in
Bank Details form if the user selects the
Currency as ‘INR’ and Bank Type as
‘Others’, then IFSC Code fields becomes
mandatory.
14 IFSC_CURRENCY INR The IFSC Code will become mandatory in
any one or more of the following
scenarios:
 Bank Type is selected as ‘Others’.
 Currency is not selected
 If selecting the currency that is set
for ‘IFSC_Currency’ configuration.
Same validation has been added to
“Employee Bank Details” upload.
If employee is in more than 1 pay group in
a month, then the salary process should
be done for the pay groups which are
mapped to the employee in the pay
15 DUAL_PAY_PROCESS N
process period.
For example, if an employee is
transferred from Singapore to India in the
middle of the month on May say 15th
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Configuration
Value
June, then the salary process as per
Singapore pay group should be done for
15 days and 15 days salary to be
processed for India pay group.
During Employee Movement, if the
configuration is set as ‘Y’, then system
checks current and new pay group, if both
are not same it creates necessary entry in
payroll system for Dual Pay Process.
If the configuration is set as ‘N’, then
system does not check the pay groups.
The default value of the configuration is
‘N’.
To specify whether Leave Credit to
happen or not during Transfer.
If set as ‘Y’, then Leave credit/Reversal
process on Transfer for the employee will
LEAVE_CREDIT_ON_TRA be taken into account.
16 N
NSFER If set as ‘N’, then Leave credit/Reversal
process on Transfer for the employee will
not be taken into account.
The default value of the configuration is
‘N’
17 REJDAYS 500 Previous Rejection Days.
Date range for New Joinee List.

18 NEWJOINEE_DAYS 30
Recommended range 0 to 60.
To specify the movement of an employee
after the approval of record resignation
If set as ‘Y’ the movement transaction can
be done for an employee, who had
initiated record resignation and it is
19 MOV_ON_RESIGN Y approved.
If set as ‘N’ the movement transaction
cannot be done for an employee, who had
initiated record resignation and it is
approved.
The default value is 'Y'
20 WORKEMAILDUPCHECK Y Is work email duplicate check applicable.
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2.3.2 Reminders
 Personal Information Status Reminder Mail – This is to send mail notification to

Employees/Manager/Role Players when PIMS forms are either partially filled or blank
and also a separate MIS report is provided to list the employees. Currently the forms
which are listed in New Information Entry wizard are considered for the reminders.
 Passport Expiry Reminder Mail – This is to send mail notification to selected role
players / employees a specified number of days prior to passport expiry date.
 Visa Expiry Reminder Mail – This is to send mail notification to selected role players
/ employees a specified number of days prior to visa expiry date.
 Critical Incident Reminder for Release Date – This is to send mail notification to
selected role players specified number of days prior to the Release date as selected
in the Critical Incident details form.
 Critical Incident Reminder for Follow-up Date – This is to send mail notification to
selected role players specified number of days prior to the Follow-up date as selected
in the Critical Incident details form.
 Reminder Mail Notification – Driving License – This is used to configure reminder
mail notification specific days prior to expiry of the driving license.
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2.4 Personal
2.4.1 Employee Details
Why should I use this form?

This form displays the personal information of the logged in employee such as Name,
Gender, Date of Birth, Nationality, Language, Marital Status, Blood Group, etc.
Note: Some of the fields in this form are pre-populated based on the information provided
during Employee Creation.
What are the Pre-requisites?

Country Master should be available
Who can access this form?

This form shall be visible to all employees to whom the visibility is given in Setup HRMS 
Module Role Mapping/ Module Administration.
How to navigate to this form?

HR Foundation  Personal Data  Employee Details.
Figure 3 Employee Details
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The field guidelines are as follows:
Field Name Description

Title Select the title, whether Mr/Mrs/Dr/Miss
Surname Enter the Surname
First Name Enter First Name

Middle Name Enter the Middle Name
Known as Enter the name by which you prefer to be called
Official Name Enter the official name
Place of Birth Enter the Place of birth

Date of Birth Enter the Date of birth
State/Country of Birth Enter the State and Country of birth
SSN Enter your Social Security Number, if you have one.
DOB for Birthday This is for specifying a date to celebrate Birthday. Some people
Celebration celebrate their birthday on a day other than their birthday. This field
is to capture the celebration date.
Marital Status/ Wedding Select your Martial status and if it’s selected as Married, select your
Date wedding date.
Nationality Choose your nationality.
PAN Number Enter your PAN number
Previous name This is to capture if the employee is known by any other name prior
to joining the company.
Language Enter/Add your Mother tongue language
Gender Select the gender
Blood Group / RH Select the Blood group and RH factor

factor
Ethnic Code Select the Ethnic code
Unique Identity Enter unique identity, if any.
Physically Challenged Select whether the employee is physically challenged or not. If the
option ‘Yes’ is selected, then nature of disability has to be selected
from ‘Disability’ field.
Disability Select the nature of the disability of the employee. If ‘Physically
Challenged’ option is selected as ‘Yes’, then this field become a
Mandatory one.
The above two fields facilitate providing ESI calculation and Conveyance exemption for
physically challenged employees, as per statutory compliance.
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Aadhar No Enter the Aadhar number.
Click [Submit] to save the details. On submission, it would be sent for approval, based on the
workflow settings.
Clicking [Reset] will refresh the form.
2.4.2 Family Details

This form contains the family details such as the relationship, name, date of birth and so on.
These records help in identifying dependents and thus can be used in HR Policy Benefits
such as Mediclaim. It also helps in recording information on the next of kin, in case of an
emergency.

NA


HR Foundation  Personal Data  Family Details.
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Figure 4 Family Details
Existing records are shown in the grid. Use the filter section to filter records in the grid based
on some condition.
If the grid is empty then it means that there is no record available in this form.
The field guidelines are as follows

Relationship Select the Relationship. Click the ellipse button [ ] to add/modify
relationship.
Name Enter the Name of the relation.
Date of Birth Select the Date of Birth.
Note: Based on the selected date of birth, the Minor field will be
populated by default.
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Gender Select the gender of the relation.
Dependent Select whether the relation is a dependent.

Address Enter the Address of the relation.
Minor This field will be populated based on the Date of Birth selected.
Guardian Name & Enter the Guardian’s Name and Address.
Guardian Address Note: This field is mandatory if the Minor field shows as ‘Yes’.
Guardian’s relation Enter the relationship of the Guardian with the Nominee.
with Nominee
Guardian’s contact Enter the contact number of the Guardian.
number
Name as in Enter the name as mentioned in the passport
Passport
Passport Number Enter the unique identification number for passport
Place of Issue Enter the name of the place the passport was issued
Smoker Select whether the relative is a Smoker
Student Select whether the relative is a Student
Insured Select whether the relative is Insured.
Occupation Enter the Occupation of the relative
Other Insurance Mention if there are any other Insurance
Graduation Date Enter the Graduation Date.
Comments Enter additional information, if any
SSN Enter the Social Security Number of the relation.
Nationality Enter the Nationality of the relation
Passport Issue Select the Date when the passport was issued
Date
Passport Expiry Select the Date when the passport will Expire
Date
Place of Birth Enter the birth place of the relation
ECNR Required Select if the Emigration check is required or not.
Upload Click the [Browse] button to add any supporting document for the
employee. On clicking the Browse button, the File Open dialog box
appears, allowing selection of file to be uploaded. Multiple files can
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be uploaded. Attached files are shown as below:
Click the link

to view the
attached file
To remove any attached document, click the [Remove] button

against the file name.
Click [Submit] to save the details.
Click [Reset] to refresh the form.
To delete any record from the grid, select the record by clicking on the grid. Selected record
will be populated in the form. Click [Delete] to delete the record.
2.4.3 Employee On-boarding

This form will be loaded when a new employee logs into the system for the first time. This
form proceeds like a wizard where the employee can fill in his/her personal details followed by
the Welcome Letter, Terms and Conditions.
Note: Only this form will be available to the new joinees who belong to ‘New Employees
Group’.

 Employee should have been created and should be a part of ‘New Employees
Group’.
 Information Entry Form – Admin Setup has to be done (Administration  Setup
HRMS)
 Template for Statement of Compliance has to be set up (Administration  Setup
HRMS  Document Designer)

HR Foundation  Personal Data  Employee On-boarding.
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Forms listed here will be shown in

the order as mentioned in the
Employee Information Wizard form
under Personal Data
Figure 5 New Employee Information Entry
By default, the Welcome Letter will be loaded in this form.
On clicking a form name on the left panel, respective form will be shown on the right panel.
This wizard will have the ‘Welcome Letter’ as a first form, and ‘Terms & Conditions’ as the
second form and finally it will have the ‘Statement of Compliance’. The Personal Details forms
are organized in between these standard forms.
Click [Next] on the Welcome letter to view the Terms and Conditions form.
Select ‘Accept’ and click [Submit].
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The employee has to accept the Terms and Conditions in order to start filling rest
of the forms. Otherwise, system will not allow the employee to view any of the
forms.
The employee can either follow the wizard or can randomly select the form name from the left
panel to fill details.
Note: The order in which the forms are shown depends on the settings done in Information
Entry – Admin Setup form.
Click [Next] to go to the next form in the wizard.
Fill in necessary information in all the forms.
Statement of Compliance
When all the forms are filled in, the last step in the wizard is the acceptance of Statement of
Compliance. When the employee clicks on [Confirm] button, he/she will be moved from ‘New
Employee Group’ to ‘All Adrenalin Employees’ group. As a result, all the forms which are
visible to ‘All Adrenalin Employee Group’ will be applicable to this employee as well.
Figure 6 Statement of Compliance
Click [Confirm] to confirm. On clicking this button, validations are done. If any mandatory
form/field is left out, then system shows alert message and the in-complete forms are shown
as below:
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Figure 7 Compliance – Result
Forms marked with a tick mark [ ] indicate that those forms are completed with regard to
mandatory fields.
Forms marked with a cross mark [ ] indicate that those forms are incomplete with regard to
mandatory fields.
The employee can directly click on the link to go to that particular form to provide necessary
details.
The Statement of Compliance will be submitted successfully only after all the mandatory fields
in all the forms have been duly filled in.
On submission of the form, the employee will be moved to "All Adrenalin Users" group and
system automatically loads all the applicable forms for the employee.
If the employee exits without completing the mandatory forms, he/she will still remain in the
group ‘New Employees’ and will not be able to access any other forms in the application
unless he/she submits all the mandatory forms and clicks on the “Confirm” button on the
Statement of Compliance form.
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2.4.4 Contact Details

This form contains the employee’s contact details such as email ID, phone number, Fax
number and so on.

Following masters should be available:
 Country Master
 Region Master
 City Master


HR Foundation  Personal Data  Contact Details.
Figure 8 Contact Details
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This form has two tabs, one is for providing Permanent Address and the other is for Current
Address.
If the option ‘Current Address same as Permanent Address’ is selected, then the details
provided in the Permanent Address will be applied to Current Address also.
The field guidelines are as follows

Permanent/Current Enter the first line of Permanent/Current Home address. This
Address 1 can denote the door number.
Note: Click the Checkbox if the Current Address is going to be
the same as the Permanent Address, or enter the current
address by navigating to the current address tab.
Permanent/Current Enter the second line of Permanent/Current Home address.
Address 2 This can denote the specific street name.
Permanent/Current Enter the third line of Permanent/Current Home address. This
Address 3 can denote the specific area name.
Country Select your Country from the drop down field. To search for
any specific country, click the ellipse button. The Search
Expert pop up window appears. Type required country and
click [search] button to get the specific country.
Region List of all the regions mapped to the Country are shown in this
field. Select your Region from this field. If the required Region
is not listed in this field, click the ellipse button to search
Regions.
This window has two sections (A and B), one is for filtering
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Regions. The other section lists all the available Regions.
A. Enter name of the Region and click [Search]. Regions
matching the entered criteria will only be listed in the grid.
B. Double click on the Region to select it on the form.
State Select State. If required state is not available, you can enter
the state name by choosing ‘Others’ in this field. On selecting
the ‘Others’ option, the text box adjacent to the field will get
enabled and you can enter name of the state.
City List of all the available Cities mapped to the respective

Country are shown in this drop down field. Select your City
from this field. To search for any city, click the ellipse button
and select the City.
Zip Code Enter the Zip Code corresponding to that Country
Home Telephone Enter all the relevant information.
Number, Work Mobile
Number, Work
Telephone with
Extension Number
Work and Personal Enter all the relevant information.
Email Address, Note: The Work Email ID will be populated as given in the
Personal Mobile Employee Creation form. This is entered by the HR/Admin
Number and Fax while creating an employee and it is possible to edit.
Number
Enter necessary information and click [Submit] to save the details.
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2.4.5 Emergency Contacts

This form contains the employee’s emergency contact information such as contact address,
phone number and so on.

N/A


HR Foundation  Personal Data  Emergency Contacts.
Figure 9 Emergency Contacts

Name Enter the Name of the person to be contacted during
emergency
Relationship Select the Relationship of the employee with the Contact
Person. Click the ellipse button [ ] to add/modify
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relationships.
Address and Zip Code Enter the Address and Zip Code
Home Phone, Work Phone Enter all the relevant information
and Mobile number of the
Contact Person
Physician Name, Address, Enter all the relevant information
Zip Code and Phone number
Enter necessary information and click [Save] to save the details.
2.4.6 Bank details

This form contains an employee’s bank information including account number, bank name
and so on.
The salary account of an employee can be recorded in this form. Depending on integration
with Payroll/Accounts, information on salary account may be used for salary payments to the
employee.

 Country Master should be available
 Currency Master should be available


HR Foundation  Personal Data  Bank Details.
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Figure 10 Bank Details
on some condition.

Bank Type Select the Type of Bank as either Corporate or Other.
Bank Name This field will be a text field which allows the employee to enter the Bank
Name, if the Bank Type is selected as ‘Others’.
If the Bank Type is selected as ‘Corporate’ then list of all the Bank
names available under Corporate Bank Master (Administration  Setup
HRMS) will be available for selection in the drop down field.
Bank Address Enter Address of the Bank.
Note: If a Corporate Bank is selected in the Bank Name field, then this
field will be automatically populated.
Branch Name Enter Branch name of the Bank.
Note: If a Corporate Bank is selected in the Bank Name field, then this
field will be automatically populated.
Account # Enter Account Number.
Width of the bank account number is based on the width given in
Corporate Bank Master. If it is given as ‘0’, then in employee bank
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details form the account number can have a maximum width of 30
characters.
Name of Account Enter the name of the person in whose name the account exists. It is
Holder defaulted to the employees Legal Name.
Sort Code Enter the Sort Code of the branch. A sort code is a number which is
assigned to a branch of a bank for internal purposes.
Type of transfer Select the type of transfer to be made from the dropdown list.
% on net pay Enter the percentage to be considered from the net pay
Swift code Enter the unique identification code
Bank URL Enter the web address of the bank
Country of the Bank Select the Country of the bank.
Bank Phone # Enter the phone number of the bank
Contact Person Enter the name of the person to be contacted in the bank
Account Type Select the type of account from the dropdown list
Currency Select the currency used by the Country from the dropdown list. These
values will be hardcoded.
Salary Account Enable the checkbox, if the account is to be considered as a Salary
Account.
Note: This field will be disabled if salary account already exists.
Bank charge code This is to specify to which category the bank charges will be applied to.
Select ‘C’ if you want the bank charges to be applied to the company.
Select ‘P’ if you want the bank charges to be applied to your personal
account.
IFS Number Enter the IFS (Indian Financial System) number.
Note: Mandatory / Non-mandatory of this field is based on the
IFSC_Currency configuration. This configuration is used to mandate the
user to enter IFSC code for the currency that is chosen. For example, if
the IFSC_Currency is set as ‘INR’, and if the user selects the Currency
as ‘INR’ and Bank Type as ‘Others’, in Bank details form, then the ‘IFSC
Code’ field becomes mandatory.
Enter necessary information and click [Save] to save the details.
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2.4.7 Passport Details

This form contains an employee’s passport details including passport number, place of issue,
validity and so on.

Passport should be available


HR Foundation  Personal Data  Passport Details.
Figure 11 Passport Details
on some condition.

Name as in The First Name, Middle Name, Last Name of the employee as it
Passport appears in the passport.
Passport Enter the Passport Number.
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Number
Place of Issue Enter the place where the Passport was issued.
Issue Date and Select the Issue Date and Expiry/Renewal Date.
Expiry/Renewal
Date
ECNR Select the ECNR Required from the dropdown.
Required
Date of Birth Date of Birth and Place of Birth will be displayed automatically, based
and Place of on the details provided in Employee Details screen.
Birth
appears, allowing selection of file to be uploaded. Multiple files can be
uploaded. Attached files are shown as below:
Click the link
to view the
attached file
To remove any attached document, click the [X] button against the file
name.
2.4.8 Visa Details

This form contains an employee’s visa information including visa number, visa type and so
on.

Passport Details should be updated.

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HR Foundation  Personal Data  Visa Details.
Figure 12 Visa Details
on some condition.

Country Select the Country from the drop down field. Values in this field are
populated from the Country Master.
Visa Type Select the Visa Type. Click the ellipse button [ ] to add/modify Visa
type. This is to capture the various visa types like :
 Business visa,
 Tourist visa,
 Student visa, etc...
Issue Date Select Visa Issue Date and Expiry/Renewal Date.
and Expiry/
Renewal Date
Visa Number Enter the Visa Number.
Entry Type Select the Entry Type. Click the ellipse button [ ] to add/modify Entry
type. This is to capture the various entry types like :
 Tourist
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 Visitor
 Work
Visa Enter the Designation to be mentioned in the visa. This ideally has to be
Designation the current designation
Sponsor Enter the Sponsor Name.
Remarks Enter additional information, if any
Click the link
to view the
attached file
name.
Visa Expiry Reminder notification

Reminder can be set for Visa expiry, at a defined frequency.
How to set it up?
o Set Reminder Required option as ‘Yes’, in Form Master for the form Name
‘Visa Master’.
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o Create a new event scheduler under Category Name ‘Event Reminder

Scheduler’
o Go to Add Reminder (Administration  Setup HRMS  Add Reminder)
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 Select ‘Visa Expiry Reminder Mail’ from the grid, and choose the Scheduler name
(which has been created in the previous step)
 Specify number of days and choose Mail notification Template.
 Select role players for whom the mail notification has to be sent.
This will send reminder mail to employees whose visa is going to get expired ‘n’ days prior to
their Visa expiry date as provided in Visa Details form. For example, in Visa Details, the
Expiry/Renewal date is selected as ‘30th March 2013, and the Number of days in Add
Reminder is set as ‘5’. In this case, the reminder will be sent to the selected employees from
March 25th onwards.
By default, if visa reminder is set, then it will be sent to all visa types.
2.4.9 Vehicle Details

This form contains an employee’s vehicle entitlement details.

N/A


HR Foundation  Personal Data  Vehicle Details.
Figure 13 Vehicle Details
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Vehicle Number/Vehicle type Enter the Number of the Vehicle and the Vehicle type.
Driver’s License Enter the Driver’s License Number and the Place where it
Number/License Issue Place was issued.
License Expiry Date Enter the License Expiry Date.
Date Vehicle Assigned/ Enter the date when the vehicle was assigned and the date
Expected Return Date when the vehicle is expected to be returned
Actual Return Date Enter the Actual return date of the Vehicle.
Assigned Parking Space Select whether the Assigned parking space is available
2.4.10 Driving License

This form contains an employee’s driving license information including license number, date,
place of issue and so on.

N/A


HR Foundation  Personal Data  Driving License.
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Figure 14 Driving License

License Number Enter the License Number.
Place of issue and The Country, City, Area from where the License is issued is the Place of
Issue Number Issue.
Issue Date and The date when the Driving License is effective is the Issue Date.
Expiry Date The date when the Validity of the License gets over is the Expiry Date.
Category Select Category from the drop down field. Click the ellipse button [ ]
to add new Category. On clicking this button, a pop up window appears
where a new Category can be created and existing category can be
modified.
Text1 & Text2 These two fields can be used to capture any additional information, as
required.
Information captured in these two fields will get reflected in the approval
form as well.
License Authority Select Licensing Authority from the drop down field. Values in this drop
down field is populated from Two field Master form (by selecting the
Master value drop down field as ‘License Authority – Driving License’)
IDP Issue Date and If the License is for an International Driving Permit (IDP), select the date it
IDP Expiry Date was issued and the end date of the validity.
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IDP issue place Enter the name of the place the IDP was issued.
Authorized Driver This is applicable if you are an Authorized Driver. Select No if it is not
Applicable
uploaded. Attached files are shown as below: Click the link
to view the
attached file
name.
Enter the necessary information, and click [Submit] to save the details.
2.4.11 Language Proficiency

This form facilitates the maintenance of language proficiency details of an employee. This
information helps in identifying employees with specific language skills.

N/A


HR Foundation  Qualification  Language Proficiency.
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Figure 15 Language Proficiency
on some condition.

Language Name Select the Language Name. Click the ellipse button [ ] to
add/modify languages.
Proficiency options Select the proficiency options in the selected language.
Enter the necessary information and click [Submit] to save the details.
2.4.12 Hobby Details

This form records the hobby details of the employee.
You can store more than one record using this form and it is possible to add, delete/modify
the information.
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HR can use this information in employee development programs, to get people with similar
hobbies to interact and to reward employees by expanding their horizons to pursue their
hobbies further.

NA


HR Foundation  Personal Data  Hobby Details.
Figure 16 Hobby Details
on some condition.

Hobby Select a Hobby. Click the ellipse button [ ] to add/modify the
hobby.
Interest Level Enter your Interest Level of the Hobby.
Pursuing for in years Enter the Number of years that you are pursuing the hobby.
Comments Enter any specific or additional information.
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2.4.13 Insurance Details

This form facilitates employees to provide their insurance details. Details such as Insurance
Number, Company Name, Insurance Date, Expiry Date, etc., are captured in this form.

NA


HR Foundation  Personal Data  Insurance Details.
Figure 17 Insurance Details
on some condition.
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Insurance No Enter the Insurance policy number
Insurance Company Name Enter the name of the Insurance provider
Country Select Country.
Insurance Date Select the start date of the insurance policy.
Expiry Date Select the expiry date of the insurance policy.
Remarks Enter remarks about the insurance policy.
2.5 Qualifications
Forms under this section allow you to manage employee qualification details such as
Education, Qualifications, Certification details and Professional Membership details, etc..
In order to record/update employee qualification details, select the employee from the
Employee Summary Form.
 Certification Details
 Professional Membership
Access the forms as displayed in the Tabs to see the corresponding records for an employee.
2.5.1 Education Details

This form contains an employee’s education information including degree, subjects, rank,
college name and so on.

N/A

Module Role Mapping / Module Administration.
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HR Foundation  Qualifications  Education Details.
Figure 18 Education Details
on some condition.

Type of Establishment Select the type of Establishment. (E.g. University, Diploma,
College, etc.)
Name of Select the Name of the Establishment. (E.g. S.A. Engineering
Establishment College, Anna University, Madras University, etc.)
If Name of Establishment is selected as ‘Others’, then system
gives the provision to capture the name of establishment
separately as shown in the below screenshot. Width of the field
will be 100.
Affiliated to Select the University to which the Institution is Affiliated to.

Attended from Select the Attended From Date of the Course from the Calendar.
Attended to Select the Attended to Date of the Course from the Calendar.
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Passing year Enter the Year of Passing
Company sponsored Select whether the Company has sponsored for the Course.
Amount Enter the Amount sponsored for Course and select the Currency.
Address of Institute Enter the Address of the Institute
Reimbursement Date Select the date on which the company has to reimburse the
amount.
Discipline Select the Discipline of study and level of education in that
discipline. If it is not listed in the respective drop down list, click
the ellipse button [ ] to add new.
If Discipline is selected as ‘Others’, then system gives the
provision to capture the Discipline separately as shown in the
below screenshot. Width of the field will be 100.
Level Select the graduation level. If it is not listed in the respective drop
down list, click the ellipse button [ ] to add new.
Subject Select a subject from the dropdown list. If it is not listed in the
respective drop down list, click the ellipse button [ ] to add
new.
Major/Minor Fields Select the Major and Minor subjects from the respective dropdown
lists. If it is not listed in the respective drop down list, click the
ellipse button [ ] to add new.
Grade Select the Grade achieved in the course. If it is not listed in the
respective drop down list, click the ellipse button [ ] to add
new.
Explain breaks during Enter a brief description if there are any breaks during Education.
Education
employee. On clicking the Browse button, the File Open dialog
box appears, allowing selection of file to be uploaded. Multiple
files can be uploaded. Attached files are shown as below:
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To remove any attached document, click the [X] button against the
file name.
Click [Submit] to save the data.
2.5.2 Certification Details

This form contains an employee’s certification information including the certification name,
institute and so on.

N/A


HR Foundation  Qualifications  Certification Details.
Figure 19 Certification Details
on some condition.

Certificate/Exam Select the Certificate or the Exam name
Reference # Enter the Reference number
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Institution Institution Name is captured at the time of creating
Certificate/Exam. This will be displayed based on the selected
Certificate/Exam.
Subject Select the Subject for the Certification Program from the
dropdown field
Certified on Enter the Date on which the Certificate was issued
Expiry/Renewal Date Select the Expiry/Renewal date of the Certificate
Renewed On Select the Date on which the Certificate was renewed
Percentage Enter the Percentage of marks awarded
Enter necessary details and click [Submit] to save the data.
To modify any record, select the record from the grid. Selected record will be populated in the
form.
Make necessary changes and click [Submit] to save the changes.
2.5.3 Professional Membership

This form contains an employee’s affiliation details such as institution name, professional
membership number and so on.

N/A


HR Foundation  Qualifications  Professional Membership.
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Figure 20 Professional Membership
on some condition.
If the grid is empty, it means that there is no record available in this form. Please
refer the general guidelines document to know about filtering records.

Organisation Select the name of the Organisation
Membership No Enter the Membership Number

Membership Since Select the Date from when the membership starts
Expiry/Renewal Select the Expiry/Renewal Dates of the Membership
Date
Notes Enter Notes/Comments, if any
Status Select the Status of the Membership
Membership Type Select the Type of Membership
Annual Fee Enter the Annual Fee for the Membership
Company Pays Fee Select this option if company pays the fees. Else, just leave this
field un-selected.
Enter necessary details and click [Submit] to save the data.
Click [Reset] to refresh/clear the form.
To modify any record, select the record from the grid. Selected record will be populated in the
form.
Make necessary changes and click [Submit] to save the changes.
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2.6 Remuneration
Forms under this section allow you to manage employee benefit details.
If you are a HRFAC or Manager or any role player, you will have access to these forms.
For entering/editing/viewing any employee’s details you will have to select the employee from
the Employee Summary page.
If you are viewing your own details, then you can enter/edit/view the details.
2.6.1 Compensation Details

This form facilitates employees to view their Compensation Details.

N/A


HR Foundation  Compensation Management  Compensation Details.
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Figure 21 Compensation Details
2.6.2 CTC History

Use this form to view the CTC history details. Whenever there is a change in the CTC,
history record is available in this form.

N/A


Reports  Compensation Management  Compensation History.
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Click here to view

first/last/previous/next records
Figure 22 CTC History
The current CTC of the employee is shown in this form by default. To view the previous CTC
history details, use the navigation buttons to move first/last/next/previous records.
- Click here to go to the first record in the history details.

- Click here to go to the next record in the history details.
- Click here to go to the previous record in the history details.
- Click here to go to the last record in the history details.
- This indicates there are totally 3 records in the CTC history, and currently the system
shows the 3th record.
2.6.3 Pay slip & Tax computation sheet

This form facilitates viewing the Pay slip or Tax Declaration details of an employee for a given
month and year.

N/A

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Payroll Management  Pay process  Pay slip and Tax Computation Sheet.
Figure 23 Pay slip and Tax Declaration
Enter the month and year for which you want to see the Pay slip/Tax Declaration.
Select the option Pay slip or Tax Declaration.
Click [Submit]. The Pay slip or Tax Declaration for the selected Month and Year will be
shown as below:
Figure 24 Pay slip
Figure 25 Tax Computation sheet
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2.7 Attachments
2.7.1 Employee Attachments

This form facilitates the employees to add details of any appreciations, awards, certificates
etc.

N/A


HR Foundation  Job Data  Employee Attachments.
Figure 26 Employee Attachments
on some condition.
If the grid is empty then it means that there is no record available in this form

Category and Type Select the Category and Type. Values in the drop down fields are
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pre-configured and they cannot be changed
Comment Enter Comments, if any.

Uploaded File Click the link to view the file that has been uploaded.
Note: This field will be available only on selecting an existing record.
While creating a new attachment, this field will not be available.
Browse If any document available for the category, such as citation, letter
copy, etc., upload the document(s) by clicking Browse.
Desired Width of Enter the Width of Thumbnail
Thumbnail
Desired Height of Enter the Height of Thumbnail
Thumbnail
Click [Submit] to save the attachment.
To modify any Employee Attachments, select the record by clicking on the grid. Selected
record will be populated in the form. Make necessary changes and click [Submit] to save the
changes.
If the transaction is pending for approval, then it is not possible to modify/delete

the record. System shows alert message to that effect.
Employee can add his/her own photo by selecting the category ‘My Photo’. Photo uploaded
here will be displayed in ‘Work details’ section in Employee Summary form.
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2.7.2 Attachments View

This form facilitates employees to view the documents that have been uploaded, while
working on any of the following forms:
 Local Conveyance Claim

 LTA Claim
 Medical Claim
 New Reimbursement Claim
 Authorised Signatory
 Employee Confirmation
 Initiate Query
 Leave Request
 Awards and Recognition
 Family Visa Details
 Passport Details
 Visa Details
 Course Registration
 Create Course Instance

Documents should be attached.


HR Foundation  Job Data  Attachment View.
Click this link

to view the
attached file
Figure 27 Attachment View
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Select the Form Name from the drop down field. This field will have values only if any
documents have been attached for the employee.
Employee Name shows the logged in employee’s name, by default. The HRFAC or Manager
can view the details of the reportees/employees under their facilitation. Enter ‘@@’ in the
Employee Search field, which populates list of employees in a drop down, as shown here:
Select an employee from this field.
You can also enter employee ID or Name to filter the search. For example, in the screenshot
given below, the employee ID has been entered, and hence the drop down is showing
records based on the entered employee ID.
Click [Go]. On clicking this button, documents attached for the selected employee under the
selected form name is populated in the grid.
If [Go] button is clicked without selecting any employee, documents attached for all the
employees (under the logged in employee’s facilitation) under the selected form name is
populated in the grid. Click the link in the File name to view the attached file.
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2.7.3 Letter Viewer

This form facilitates viewing Letters that are generated for the employee.

Letter should be generated


HR Foundation  Job Data  Letter Viewer.
Figure 28 Letter Viewer
 Select From Date, To Date and Letter Type.

 Click [Go] button. Records will be populated on clicking the Go button, based on the
rights given to the selected employee or logged in role player. For example, if
confirmation module is mapped to an employee and during a given period if any
confirmation letter is available, then on selecting that date range and employee,
system will populate those confirmation records.
 Click View link to view the generated letter.
Note: If any letter type is generated with password, Password Format link will be available
against each letter. Click the link to view password format for the letter.
Password column will be visible / hidden in this form, based on the settings done in Label
Editor, for the Letter Viewer form. If the "Show Hide Password Column" is set as Hide, then
the password column will not be visible in Letter Viewer.
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3 Employment Data
As a HR user you can maintain Employment records under this section. Both current, past
and future employment details can be maintained here and future changes can be preset.
3.1 Current Employment

Forms under this section allow you to manage employment details of employee such as skill
details, roles and groups, access card details, facilitator, etc.
3.1.1 Employment Details

This form facilitates viewing of employment record with various effective dates as and when
employment changes are happening to employees.

The following masters should be available:
 OU
 Designation
 Grade
 Department
 Location
 City
 Country
 Region
 Calendar
 Position
 Pay Group
 Compensation Template


HR Foundation  Job Data  Employment Details.
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Figure 29 Employment Details – active employment details
Employee’s past and future employment records (history records) are shown in the grid. The
current record of the employee is populated in the form by default.
The first tab ‘Basic Info’ displays employee’s basic information like OU, department,
designation, grade, reporting manager, functional reporting manager etc.,
This tab is non-editable and employees can only view details in this form.
Employment Details  Additional Info
This tab gives Additional Information regarding the Employment Details of the employee such
as Shift, attendance, notice period, weekly off etc.,
This tab is non-editable and employees can only view details in this form.
Employment Details > Payroll Info. This tab gives Payroll Information regarding the
Employment Details of the employee.
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Data Upload
Figure 30 Employee Basic info update
Note - Updating of Employment details is available in the Data upload as Employee Basic
Info Update. The fields like Employee ID, Effective Date and Future Date are mandatory in
the template.
Employee ID – Unique Employee ID of employee is entered.
Effective Date – The date on which the updation takes place. If update is to be done on May
15 2012 for an employee, then enter the effective date as May 15 2012. The updation takes
automatically on that day.
While modifying existing employment records through Data upload ‘Employee Basic Info
Update’ if the column ‘Update future effective record’ is given as ‘Yes’ then all the future dated
employee history records also get updated with the given data provided in excel data sheet.
E.g. If the history table is having 3 records with effective dates as 1-Jan-2012, 2-Feb-2012, 2-
Mar-2012, then through data upload if we modify the record dated 1-Jan-2012 and in the
column if ‘Update future effective record’ is given as ‘Y’ then all the future dated records 2-
Feb-2012, 2-Mar-2012 will also get updated with the employment details provided in Excel
data sheet.
Note: It is advisable to use this Data Upload on need basis. Since the data like DOJ,
OU/Loc/Grade/Pay group etc., can be changed through this upload which may impact other
processes say ‘Leave Credit on DOJ’.
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3.1.2 Facilitator

This form displays the employee’s facilitator details.

N/A


Reports  Security  Facilitator.
Figure 31 Facilitator Details
Display of Facilitators in this page is based on the settings done in ‘Facilitator Role Mapping’
form (Administration  Setup HRMS)
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3.1.3 Access Card Details

This form displays an employee’s access card details.

N/A


HR Foundation  Job Data  Access Card Details.
Figure 32 Access Card Details

Access Card No The Access Card Number issued to the employee is displayed in
the Access Card No. field.
Issue/Expiry Date Issue Date is date on which the Access Card is issued to the
Employee.
Expiry Date is the end of the Access Card Validity period.
Photo The Photo of the employee maintained in the Employee
Attachments form is shown here.
Click [Submit] to the details.
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3.1.4 Critical Incident Details

This form facilitates the maintenance of critical incident details of employees.

N/A


HR Foundation  Job Data  Critical Incident Record.
Figure 33 Critical Incident Record

Date Select the date when the incident has happened
Event Select the event from the drop-down list. If the required event is not
listed in the drop-down, click the ellipse [ ] button to add the event.
An event is an incident, which occurs at the work place or outside the
work place but directly related to work or as a result of work activity,
which is recorded as grievance and action taken, is also recorded.
Category Select the Category from the drop-down list. If the required category is
not listed in the drop-down, click the ellipse [ ] button to add the
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category. Events are categorized in event types, which are grouped as
‘Categories’. This helps in tracking events by a category.
By Whom Select the name of the person who issues the record in the By Whom
Field. Type @@ to display full list. Select the name of the employee.
Release period Enter the release period.
To remove any attached document, click the [Remove] button against
the file name.
Follow Up Select a date when the follow up is to be made.
Note: Reminder can be set for sending mail notification regarding the
follow-up date.
Complainer Enter the Complainer Name.
Notes Enter Notes, if any.
Action Point Enter the Action Points planned
Release Date Select the release date.

Note: Reminder can be set for sending mail notification regarding the
release date.
Note:
View or modify options in this form is based on the configuration

‘CRITICAL_INCIDENT_SELF’. If this option is set as ‘Y’, then the employee can view & edit
the critical incident details. If it is set as ‘N’, then this form will be edited only the HR. Also, if
the option is set as ‘Y’, then the Critical incident details form displays both pending and
approved transactions for the employee. If the option is set as ‘N’, only the Approved
transactions will be shown in the grid along with the workflow status.
If approval is set, the approver has the option to edit the details if required. However, the
approver cannot edit if any document is uploaded.
System also allows the reporting manager to edit approved Critical incident details, if
required. It is done based on the configuration settings ‘CRITICAL_INCIDENT_RPTTO’. If it is
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set as ‘Y’, then the reporting manager is allowed to further edit / delete the transactions that
are already approved by role player. If it is set as ‘N’, then the reporting manager cannot edit /
delete the transactions.
Reminders can be set both for ‘Follow-up date’ and ‘Release date’ through reminder
framework.
3.1.5 Medical History

This form facilitates employees to enter medical history details.

N/A


HR Foundation  Job Data  Medical History.
Figure 34 Medical History

Medical Examination Date Select the Medical Examination Date
Result Enter the Result or the status of the test
Examiner Enter the name of the Medical Examiner
Address Enter the Address of the Clinic/Hospital/Test Centre
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Follow up on Select the Follow Up date
Comments Enter additional comments if any
Upload Click the [Browse] button to add any supporting
document for the employee. On clicking the Browse
button, the File Open dialog box appears, allowing
selection of file to be uploaded. Multiple files can be
To remove any attached document, click the [X] button

Click [Submit] to save the data.
3.1.6 Accident History

This form facilitates employees to enter accident history details.

N/A


HR Foundation  Job Data  Accident History.
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Figure 35 Accident History

Accident Date Select the date when the accident has occurred.
Accident Time Select the time of accident from the Accident Time dropdown list.
Accident Type/Injury Enter the Accident Type and Injury Type.
Type
Location/First Information Enter the Location and the name of the person in the First
Received By Information received by field.
Received Date Enter the date when the first information about the accident was
received
Witness/Evidences Enter the Witness/Evidences name for the accident
Next Step Enter the Immediate step taken
Remarks Enter additional remarks, if any
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3.1.7 Confirmation Appraisal Record

Employees can view their own confirmation appraisal details using this form. If a HRFAC logs
into the system, apart from viewing his/her own confirmation appraisal details, he/she can
view the confirmation appraisal details of employees under his/her facilitation.
The employee (L0) will be able to view the Ratings, comments and final comments given by
his/her reporting manager (L1), and/or the comments made by the manager (L2) of the
reporting manager, by selecting the level from ‘Levels’ drop down field. Refer the image
below.
Note: The display of levels in this drop down field is based on the configuration settings. Use
the Adrenalin Configuration Editor form under Administration  Setup HRMS to set the
levels. (parameter name – ‘conf_level’)

N/A


Employee Life Cycle  Confirmation Management  Confirmation Appraisal Record.
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Figure 36 Confirmation Appraisal record
This form also displays records that are provided in Performance Management System.

Employee Comments Comments that are given by the employee during confirmation appraisal
process is shown here
Training Required Training needs identified by the appraiser is shown here.
Final Status It shows the final status of the confirmation appraisal for the employee
Extended Date If the confirmation is extended for the employee, then this field shows
the date when the confirmation is due.
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Comments Shows the comments given by the appraiser.
3.1.8 Skill Details

This form contains an employee’s skill details such as skill name and skill level.

N/A


HR Foundation  Qualifications  Skill Details.
Figure 37 Skill Details
Existing records are shown in the grid. Use the filter section to filter records in the grid, based
on some condition.

Type This is to choose the type of skill or competency.
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Name Select a Name. If Competency is selected in the above field, then this
field shows the names under Competency. If Skill is selected in the
above field, then this field shows the names under Skills.
Note: Both the Skills and Competencies are created in Skill/
Competency Master (HR Foundation  Job Structure).
Sub title Sub title for the selected name (from Skill/Competency Master form) is
shown here. The Sub title cannot be changed/modified.
Category Category name for the selected name (from Skill/Competency Master
form) is shown here. The Category cannot be changed/modified.
Level Choose the proficiency level in the selected Competency/Skill.
Years of experience Enter the years of experience in the selected Competency/Skill.
Last used date Select a date till when the selected competency/skill has been used.
Key Behaviour This is shown from the Skill/Competency Master form. The Key
indicators Behaviour indicators cannot be changed/modified.
Enter necessary details and click [Submit].
3.1.9 Appraisal Record Creation

This form facilitates creating performance appraisal record for employees.

N/A


HR Foundation  Job Data  Appraisal Record Creation.
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Figure 38 Appraisal Record creation
Field Description
Employee ID Enter ‘@@’ to choose employee for whom the performance
appraisal record needs to be created.
Organizational Unit OU/Grade/Location/Designation/Rating gets auto populated.
/Grade/Location
/Designation/Rating
Appraisal Period Select the Appraisal Period start date and end date.
From/Till Note: The current date will be displayed in this field as default.
Appraiser Enter ‘@@’ to choose the name of the Appraiser.
Feedback Enter the Feedback regarding the performance of the employee

during the appraisal process.
Action Plan Enter the action plans to be taken for the employee
Training Needs Enter the training needs for the employee, if they lack in any
required skills.
Comments Enter any additional information.
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Field Description
Upload Document Click the [Browse] button to add any supporting document for the
To remove any attached document, click the [X] button against the
file name.
Note: If you want to update the Appraisal record details for more number of employees, you
can use the data upload to do the same, by selecting ‘Appraisal Record Creation’ Data
upload.
3.1.10 Organisation Chart

This form shows the organization chart for various levels.

N/A
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HR Foundation  Job Data  Organization Chart.
Figure 39 Organization Chart
 Org chart comes with the following features:

 Loads with Start level 0 and shows 1 level by default.
 Start level and No.of levels can be inputted that can render chart accordingly and
thus it enables you to view and export the Org structure from Nth level Instead of
taking the output always from the 0th level. It simplifies Users, who want to take
print out of only his/her team structure chart.
 Overview plug-in is a feature-rich navigator that helps user to navigate like joystick
through the large charts at ease.
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 Each hierarchy level is represented with a unique color that gives better visual
effects and clear distinguishability of levels.
 Clicking on the node (basically an employee box in the chart) shows the basic
information of selected associate in the "Properties" panel shown at the left side of
the screen.
 Export button allows you to export the current Org chart as SVG (an XML-
based vector image format for two-dimensional graphics with support for
interactivity and animation)" Compatible with iPad tablet viewing.
 Drill down option to view sub-ordinate details.
Click here to
drill down
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When the mouse is moved over the blue color line, the Direct reports and Total reports at that
level will be shown on the form. Please refer the above screenshot.
Note: If the logged in employee is not a reporting manager or a role player, then only that
employee’s detail is shown in the chart.
3.1.11 Organization Chart Tree View

This form shows the organization chart for various levels in a tree view.

N/A


HR Foundation  Job Data  Organization Chart Tree View.
The organization chart can be viewed for multiple levels. If the employee is a reporting
manager, then multiple levels of chart can be viewed.
Enter the number of levels to be viewed in ‘Levels’ field and click [Go]. The organization chart
for the entered number of levels will be loaded/re-loaded.
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Logged in employee, his/her direct reportees, and indirect reportees are shown by default. If
levels is specified here, then based on the number of levels, the tree view gets drilled down till
that level.
Click on the employee name to view employee details. Please refer image below:
Exporting chart
System gives the provision to export the organization chart in below formats:
 XML
 CSV
 PDF
 MHTML
 Excel
 TIFF
 Word
Select required export option and click the Export link to export the chart. On clicking the
export link, the File Download dialog box appears, with options to Open/Save/Cancel the file
download.
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3.1.12 Position Organisation Chart

This form shows the organization structure based on Position.

N/A


HR Foundation  Job Data  Position Organization Chart.
Figure 40 Position Organisation Chart
Organogram – This is for viewing the organization chart in graphic format, as shown below:
Figure 41 Organogram
When the mouse is moved over the blue color line, the Direct reports and Total reports at that
level will be shown on the form.
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Viewing Options
The Organogram can be viewed ‘With Photo’ or ‘Without Photo’.
With Photo – Select the ‘With Photo’ option to view the organization chart with the photo of
employees.
Without Photo – Select the ‘Without Photo’ option to view the organization chart without the
photo of employees.
Select either of these options and click [Go]. The Organogram chart will be loaded/re-loaded
with the selected option.
Figure 42 Tree view
By default, the system shows the organization chart without Photo.
Logged in employee, his/her direct reportees, and indirect reportees are shown by default. If
levels is specified here, then based on the number of levels, the tree view gets drilled down till
that level.
Click on the employee name to view employee details. Please refer image below:
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Levels
The organization chart can be viewed for multiple levels. If the employee is a reporting
manager, then multiple levels of chart can be viewed.
Enter the number of levels to be viewed in ‘Levels’ field and click [Go]. The organization chart
for the entered number of levels will be loaded/re-loaded.
Font Size
By default, the chart is displayed with font size 8. System gives the flexibility to change the
size of the font. To change the font size, select the required font size from the Font Size (px)
drop down field. On selecting the font size, the organization chart will be re-loaded with the
selected font size.
Export to PDF
System gives the provision to export the organization chart to a PDF file. Click the Adobe icon
to export the chart. On clicking the Adobe icon, the File Download dialog box appears, with
options to Open/Save/Cancel the file download.
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3.1.13 Awards and Recognition

This form facilitates employees to update the awards and recognitions that they received.

N/A


HR Foundation  Job Data  Awards and Recognition.
Figure 43 Awards and recognition
on some condition.
If the grid is empty, then it means that there is no record available in this form.
The field guidelines are as follows.
Field Description
Date of Receipt Select the Date when the award/recognition has been received.
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Field Description
Award/Recognition Select the Award/Recognition name. If the required name is not found
Name in the drop down field, click the ellipse button to add a new
Award/Recognition.
Issued By Enter the name of the board/organization that has awarded the
award/recognition.
Description of the Enter the details of the award or recognition.
Award/ Recognition
To remove any attached document, click the [Remove] button
Category Select the Category of the Award/Recognition.
Frequency An Award or Recognition can be received multiple times. In such

case, enter the number of times that the award/ recognition has been
received.
Notes Enter comments, if any.
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3.1.14 Appraisal Record View

This form displays the details of performance appraisal record completed for the employee.

Performance Appraisal record should be created.


HR Foundation  Job Data  Appraisal Record View.
Figure 44 Appraisal Record view
If the logged in employee is a role player, then the grid in this form shows details of
employees under his/her facilitation and also the role player’s own record.
Otherwise, only the logged in employee’s performance appraisal record will be shown.
Click a record on the grid to view the Appraisal Record details.
Comments – This field allows the employee to enter comments.
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Performance Category – This field allows the Admin / HR fac to provide comments
regarding performance category of the employees. For ex, Met Expectation, Exceeds
Expectation etc,
Note: This field will be visible only if the APPR_RECORD_SHOW_AXIS configuration is set
as ‘Y’.
Notification can be set for this form which will get triggered on submission of the form.
Note: This form does not have approval process, only notification can be set.
3.1.15 Employee Achievements

This form facilitates employees to record their achievements in the organization.

N/A


Self Service  My Information  Employee Achievements.
Figure 45 Employee Achievements
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1. Achievement ID is generated automatically and shown.
2. Enter details of your achievements in the Description section. System gives the
flexibility of formatting text like copy-paste, cut-paste, alignment, bullets and
numbering etc. Also, Tables can be inserted, wherever necessary.
3. Click [Browse…] to choose and upload supporting document for the achievement. It
could be a certificate, photo etc.
4. Click [Submit] to save the details.
5. Click [Reset] to refresh the form.
Note: ‘Employee Achievement’ form is Workflow enabled. Workflow approval available can
be set for Employee Achievement.
3.1.16 Employee Comparison

This form is used for comparing the employment details of two or more employees.

N/A


Employee Life Cycle  Employee Movement  Employee Comparison.
Figure 46 Employee Comparison
Click [Choose Employees]. The Add Form popup window appears, allowing selecting
employees for comparison. Please refer the image below:
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Figure 47 Add Form
Select required employees by clicking the check box and click [Compare].
Selected employees’ comparison will be displayed, as shown here.
Figure 48 Employee Comparison
The parameters based on which the employees’ comparison is to be done can be set using
the “Employee Compare List” form (Employee Life Cycle  Employee Movement 
Employee Compare List).
Click [Reset] refresh the form.
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3.2 Past Employment

Forms under this section allow you to manage past employment details and references of
selected employee.
3.2.1 Past Employment details

This form is used to capture details with respect to previous experience of the employee.
Note: This form is not applicable for a fresher. Appropriate message is shown in the form.

N/A


HR Foundation  Job Data  Past Employment Details.
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Figure 49 Past employment details
Field Description
Company name Enter the name of the Company previously Employer.
Address Enter the Address of the company.
From - to date Select the From - to date of employment in the previous

organization.
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Field Description
Job Title Enter the Job Title
Salary on leaving Enter the annual salary earned while leaving the company.
Select the currency.
Designation on Joining Enter the Designation on joining the company.
Designation on Leaving Enter the Designation while leaving the company.
Industry Type Select the Industry Type. If the required type is not available in
the drop down, click the ellipse button and add new Industry
type.
Roles and Key Enter the Roles and Key Experience played in the previous
Experience company
Reasons for leaving Enter Reasons for leaving the previous organization.
Breaks in Career If there are any breaks in career, enter those details in Enter
Breaks in Career field.
Number of people Enter number of people who were reporting to you in the
reporting to you previous organization.
Experience Certificate, Click the [Browse] button to add any supporting document for
Salary Slip, Relieving the employee. On clicking the Browse button, the File Open
Letter dialog box appears, allowing selection of file to be uploaded.
Multiple files can be uploaded.
Note: The Experience Certificate, Salary Slip and Relieving Letter fields will be made
mandatory if the form is assigned with ‘Reference Check’ option in Employee Information
Wizard form. The documents uploaded in this form will serve as input for ‘Reference Check’
option.
Enter necessary details and click [Submit].
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3.2.2 References

This form facilitates maintaining reference details of employees.

N/A


HR Foundation  Job Data  References.
Figure 50 Job References
Field Description
Person Name Enter the name of the person.
Is this person a relative or Select if the person is your relative or friend who is working in
friend to you in this company or this company or in its affiliates.
affiliates?
Relationship Select the Relationship of this person with you.
Designation Enter ‘@@’ to choose Designation.
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Field Description
Note: The above two fields are enabled, only if the ‘Is this person a relative or friend to you in this
company or affiliates’ field is selected as ‘Yes’.
Address Enter Address of the person.
Period since he/she knows you Enter how long the person is known to you
Organization Enter the name of the Organization the person works with
Date Referenced Select Date when the person was referenced.
Phone Number Enter Phone Number of the reference person.
Email ID Enter Email ID of the reference person.
Comments Enter Comments.
Enter the necessary details and click [Submit].
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3.3 Training Data

Forms under this section allows to create training records for employees who have undergone
training.
For recording/updating any employee’s details, you have to select the employee from the
Employee Summary form.
3.3.1 Training Details

This form facilitates the creation of training records.

The employee should have attended the training program and his attendance should be
recorded.


HR Foundation  Job Data  Training Details.
Figure 51 Training Details
Existing training detail records are shown in the grid. Click a record on the grid to view details.
Click [Create Training Data] to create new training record. The Create Training Record form
will be displayed as shown below:
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Figure 52 Training Record
Field Description
Program Title Enter the Title of the Training program attended
Program Category Enter the category under which the training program falls
Subject Enter the Subject of program
Start Date/End date Select the Start and End date
Duration Enter the total duration of the program attended
Venue Enter the venue of the training program
Provider Enter the name of the Institute providing the training
Result Enter the result of the training program

Sponsor Enter details of sponsor, if any.
Cost (USD) Enter the cost of the training program
CPE/CPD Formal Continuing Professional Education (CPE) is a specialized area of

Value education for professionals in their efforts to keep abreast of new
techniques, skills, and knowledge.
Continuing Professional Development (CPD) is a continuous process of

personal growth, to improve the capability and realize the full potential of
professional people at work.
This can be achieved by obtaining and developing a wide range of

knowledge, skills and experience, which are not normally acquired
during initial training or routine work, and which together develop and
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Field Description
maintain competence to practice.
There are a number of reasons why you may wish to undertake CPD,
including:
The desire to develop your professional knowledge and skills.

A condition placed on your continuing membership of a professional
body.
To demonstrate your professional standing to clients and employers.
To assist you with your career development or a possible career change.
Enter the Formal CPE/CPD points.
CPE/CPD Informal Enter the Informal CPE/CPD points.
Value
Training Material Click the [Browse] button to add any supporting document for the
Upload employee. On clicking the Browse button, the File Open dialog box
uploaded.
To remove any attached document, click the [Remove] button against
the file name.
Note: The type of file that can be uploaded in this form is configured in
the “Supported_Files” configuration parameter.
Enter comments, regarding the training program.
Click [Submit] to submit the form
Click [Discard] to view the details.
Post Activity
The training record for the employee will be created with the details of the training program
saved.
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3.4 Matrix Manager
3.4.1 Matrix Managers

Matrix management is a type of organizational management in which people with similar skills
are pooled for work assignments. For example, when employees are assigned to different
projects and report to a different managers while working on that task, each employee may
have to work under several managers to get their job done.
If an employee is moved to another project, he/she reports to the manager of that project until
he/she is relieved from the project. This reporting manager is termed as Matrix Manager.
The employee can be assigned up to maximum of 5 Matrix Manager.
The Matrix Manager can be assigned in the Matrix Manager form. The Employment Details
form displays the matrix managers of the employee.

N/A


HR Foundation  Job Structure  Matrix Managers.
Fields of Matrix Manager
 Manager Category
 Employee ID
 Employee Name
 Effective From
 Effective To
The List of Matrix Manager assigned to the employee is displayed in the grid of Matrix
Manager form. In case if you want select a particular Matrix Manager, it can be selected
through Manager Category.
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Figure 53 Matrix Manager – Manager Category
To assign Matrix Manager, follow the steps below:
 Select the employee for whom you want to assign Matrix Manager, through ‘Advanced’
link.
 Select Matrix Manager Category
 Enter ‘@@’ to select Manager for the selected category
 Select period from when to when the Matrix manager will be in effect.
 Click [Submit] to save the details.
 Click [Reset] to refresh the form.
Bulk Assign
Matrix Managers can be assigned in bulk using data upload template ‘Matrix Manager’.
Figure 54 Matrix Manager - Data Upload
Matrix Manager and Employment Details
If Matrix Manager(s) exists for an employee, then the same will get displayed in Employment
Details form of that employee.
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Figure 55 Matrix Manager – Employment Details
3.4.2 Re-assign Matrix managers

If the matrix manager is changed, the below form is used to reassign the matrix managers.
Selecting the matrix manager category will list the matrix manager for the employee and new
manager can be chosen with ‘Effective from’ and ‘Effective to’ dates.

Matrix Managers should be assigned to the employee.


HR Foundation  Job Structure  Reassign Matrix Managers.
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Figure 56 Reassign Matrix Manager
Work Flow
The Workflow will have these preconfigured roles – Matrix Manager 1, Matrix Manager 2,
Matrix Manager 3, Matrix Manager 4 and Matrix Manager 5 for routing any form for approval
or otherwise to them. It is similar to Reporting Manager and Functional Reporting Manager
roles in Workflow.
If the Workflow is set to be routed to Matrix Manager and if the employee is not assigned with
Matrix Manager the workflow will automatically moves to next stage/level.
The Workflow can be set to move in parallel to all Matrix Manager or sequentially move from
one Matrix Manager to another. If it is set in parallel the choice of approval (moving to next
level after one matrix manager approves or after the approval of all matrix manager) is set at
configuration level.
If a transaction is raised, the Workflow will move to the current Matrix Manager who is
assigned to the employee.
The Workflow can be configured to move to the next stage/level automatically if no action is
taken in the current stage/level for XXX number of days.
Figure 57 Workflow Definition
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MIS Reports
Two reports were provided for matrix manager Reports  Job Data View Matrix Managers
report will list the matrix managers for a given employee. Reports  Job Data View Matrix
Reportees will list the reportees when manager name is entered.
Figure 58 View Matrix Managers Report
Figure 59 View Matrix Reportees Report
Business Case
Matrix Manager based workflows can be set for Weekly Timesheets and Self Appraisal where
approval are mandated for completion of process with parallel/matrix managers when
employees are working across different projects.
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Index
Access Card ........................................... 64 Employment Details ............................... 60

Accident History ...................................... 68 Facilitator ............................................... 63
Appraisal Record Creation ..................... 73 Family Details ........................................ 17
Appraisal Record View ........................... 82 Hobby Details ......................................... 41
Attachments View ................................... 56 Insurance Details ................................... 43
Awards and Recognition ......................... 80 Language Proficiency ............................ 40
Bank details ............................................ 29 Letter Viewer .......................................... 58
Certification Details ................................. 47 Matrix Managers .................................... 94
Compensation Details ............................ 50 Medical History ...................................... 67
Confirmation Appraisal Record ............... 70 Organisation Chart ................................. 75
Contact Details ....................................... 24 Passport Details ..................................... 31
Critical Incident Details ........................... 65 Past Employment details ....................... 86
CTC History ............................................ 51 Pay slip & Tax computation sheet ......... 52
Driving License ....................................... 38 Position Organisation Chart ................... 79
Education Details .................................... 44 Professional Membership ...................... 48
Emergency Contacts .............................. 27 Re-assign Matrix managers ................... 96
Employee Achievements ........................ 83 References ............................................. 89
Employee Attachments ........................... 54 Skill Details ............................................ 72
Employee Comparison ........................... 84 Training Details ...................................... 91
Employee Details .................................... 15 Vehicle Details ....................................... 37
Employee On-boarding ........................... 20 Visa Details ............................................ 33
100

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ii

Adrenalin eSystems Ltd Adrenalin 3.0

Redhat Linux is the trademark of Red Hat, Inc.

Updated till – 5.4.0

2.6 Remuneration .............................................................................................................. 49

3.4.1 Matrix Managers .................................................................................................... 95

1 About this Manual

1.2 Organization of the Document

 Overview of the Module

1.3 Text and Visual Conventions

1.3.1 Textual Conventions

Abbreviations of terms used in the document.

HRFAC or HR Admin Persons responsible for planning/defining and

1.3.2 Visual Conventions

Styles: Following are few styles used in the document.

Style Reference Description

Manage Employee and Employment Records

 Information Entry Form

2.1 Employee Summary

1 Selected employees Photo will be displayed if available.

2.2 General information

Figure 1 Form history

Clicking this icon shows /

Figure 2 Record-wise history

Note: This is not applicable for Dynamic Approvals.

2.3 Configurations & Reminders

This is to specify whether the reporting

In employment details form, set this

17 REJDAYS 500 Previous Rejection Days.

Date range for New Joinee List.

20 WORKEMAILDUPCHECK Y Is work email duplicate check applicable.

 Personal Information Status Reminder Mail – This is to send mail notification to

2.4.1 Employee Details

Why should I use this form?

What are the Pre-requisites?

Who can access this form?

How to navigate to this form?

Figure 3 Employee Details

The field guidelines are as follows:

Field Name Description

Surname Enter the Surname

First Name Enter First Name

Official Name Enter the official name

Place of Birth Enter the Place of birth

SSN Enter your Social Security Number, if you have one.

Nationality Choose your nationality.

PAN Number Enter your PAN number

Gender Select the gender

Blood Group / RH Select the Blood group and RH factor

Unique Identity Enter unique identity, if any.

Field Name Description

Clicking [Reset] will refresh the form.

2.4.2 Family Details

Why should I use this form?

What are the Pre-requisites?

Who can access this form?

How to navigate to this form?

Figure 4 Family Details

The field guidelines are as follows

Field Name Description

Field Name Description

Dependent Select whether the relation is a dependent.

Field Name Description