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E-Portal Documentation For HR Personnel
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Document Change Control Version Date Author Summary of Changes
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Table of Contents ADMIN login .......................................................................................................................... 3
eLeave Configuration ........................................................................................................ 3
Delegate Manager ............................................................................................................. 5
Leave processing .............................................................................................................. 8
Process leave ................................................................................................................ 8
Leave history ................................................................................................................. 8
Leave Transaction ....................................................................................................... 10
User Management ........................................................................................................... 11
Manage user ................................................................................................................ 11
DB Management ............................................................................................................. 13
Remove leave application record ................................................................................. 13
Uploading payslips to eportal ........................................................................................... 15
Common Error ................................................................................................................. 17
NoLeaveApplicationRec ............................................................................................... 17
(Suspend6) –Leave Application Date is before Hire Suspension Date ......................... 18
Common Process Workflow ............................................................................................ 19
Leave Application ......................................................................................................... 21
Leave Amendment ....................................................................................................... 24
Organizer setting to view past leave ............................................................................. 26
View Payslip ................................................................................................................ 27
Personalization ................................................................................................................ 28
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ADMIN login E-Leave Configuration
Copy all leave type from EPE? ➢ This will update the leave type in E-portal from EPE leave module.
Copy Supervisor from EPE? ➢ Copy supervisor from EPE synchronize supervisor. This will overwrite the
E-Portal user's approving manager from EPE.
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Allow to amend past leave consumed ➢ This setting affects leave applications that has been approved and the leave
date is past the current date. If yes is selected, a limit number of days
employee can amend the leave application.
Allow leave application during probation
➢ If enabled, then employee can submit a leave application for dates before his or her
Confirmation date.
Allow advance leave application
➢ If the leave type is allowed advance application, the check box at EPE
leave module leave type need to be ticked.
➢ Example of Advance leave: No pay leave.
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Delegate Manager
➢ When an approving manager is on leave, you can set an alternate
Approving manager for leave applications
1. Default
The delegation can be set in two ways: -
1) Default
2) Time Based
➢ Once set, default delegation is activated automatically when the manager is
on leave
➢ For time based delegation is based on a set date range.
2. Time Based
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Example: for selected period
➢ Original Manager: The Original Manager refers to the default leave-
approving manager of an employee
➢ Alternative Manager: The delegate manager
Block leave
➢ This is to prevent staff submit the leave during a peak period
➢ Two block types: - " warning" or “not allowed” the staff to submit the
application
Leave Approver Setup
➢ To set specific leave approval for certain leave type
➢ This setting will supersede those approver level at user management
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Leave processing
Process leaves ➢ All the pending leave applications
Leave history
➢ Leave History retrieved a list of all approved leave application retrieved from
leave module.
➢ EPE remarks “Created by E-Portal” mean the leave apply from E-portal
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➢ If the remark is “empty” mean the leave is applied directly at modify leave at EPE
leave module
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Leave Transaction
➢ Leave transactions include those have been approved, rejected or
cancelled
➢ Only Administrator right have this function to check on the leave transaction
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User Management
Manage user
1. Add new user
➢ Key in the new staff at EPE core before adding the user in E-portal
➢ At Employee ID: key in employee ID and click on “Add User”
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2. Change User ID
➢ If there is change of the employee's ID in the employment records
➢ First change the ID at employment details before change the ID in E-portal.
➢ Key in current Employee ID
➢ New Employee ID
➢ Click on submit
3. Profile Change Request
➢ If user change his/her profile, it will be pending for E-portal administrator to
approve he changes
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DB Management
Remove leave application record
1. In E-portal ➢ Approved leave transaction need to be deleted in E-portal and then in EPE
leave module
➢ Key in employee ID
➢ Set the search criteria
➢ Click on search button
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➢ Select the check box next to the leave record
➢ Click on “Delete” button
2. In EPE leave module
➢ Click on modify leave
➢ Select the leave application
➢ Click on the “Delete” button
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Viewing Log ➢ Each time a record is deleted from E-portal, a log entry is made in the log
file.
Uploading payslips to E-portal
Follow the steps below: -
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➢ Login to EPE Payroll module ➢ Reports ➢ Pay slip generation ➢ Select payment group to right side ➢ Click on Next
➢ Change Date of Payment ➢ Click on Preview ➢ Tick on Preview & Generate
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➢ Select output to “E-portal “ ➢ Process
Common Error
No Leave Application Rec
➢ Manager will get this error message when approve the leave of the
subordinate
➢ Login to leave module modify leave, another leave application on the
same date has already in the leave module
Solution ➢ Delete the application in leave module
➢ Get the staff to re-apply the new application in E-portal
S
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(Suspend6) –Leave Application Date is before Hire Suspension Date
➢ The setting will be at leave module
➢ Setup leave type click on suspend tab
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➢ Click on Suspend tab
➢ Check on Hire Date Suspension
Common Process Workflow 1. Login to ePortal 2. Leave Application/Amendment 3. View Payslip 4. Change password
Employee login to eportal
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➢ Key in Employee ID and password
➢ Click on sign in button
➢ For the first-time staff login to E-portal
➢ Default password is “Identity No.” of the staff at EPE core
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Leave Application
➢ Leave Organizer
➢ Apply leave
➢ Select leave type
➢ Click on “Apply Leave”
➢ Click on Confirm
➢ Email notification will send to Manager
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Sample of the notification ➢ -----Original Message----- ➢ From: E-Portal HR Home [mailto:[email protected]]
➢ Sent: Friday, September 16, 2016 1:40 PM ➢ To: Nyan, Lynn Aung <[email protected]> ➢ Subject: Leave Application: nick Ally - 0011 ➢ ➢ ➢ ➢ Applicant Name: nick Ally - TEST2 ➢ ➢ Leave Type: Maternity ➢ ➢ Leave From: Friday, September 16, 2016 09:00 ➢ ➢ Leave To: Friday, September 16, 2016 17:00 ➢ ➢ Duration: 1 Day(s) ➢ ➢ Remarks: ➢ ➢ Submitted By: nick Ally ➢ ➢ Maternity Leave Balance: 60 ➢ ➢ ----------------------------------------------- ➢ Maternity Leave History ➢ ----------------------------------------------- ➢ NIL ➢ Approver 1: Mgr1
➢ Approver 2: Ally Mgr. (Michael) ➢ ➢ Approver 3: test 3 ➢ ➢ Click http://localhost/eportal1068/?leave=&empid=123456 to proceed
➢ Manager can click on the link of the notification or login to E-portal by
clicking on pending leave to approve the leave applications
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➢ Tick on the check box
➢ Click on approve Selected or check ALL to approve
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Leave Amendment
➢ View leave entitlement Home My home leave application status
➢ Staff can change the leave application by click on “amend button” on the right
side of the application
➢ Click on “OK” button to proceed
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➢ After necessary amendment, example: dates…etc.
➢ Do click on “Amend Leave” to submit for approval
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Organizer setting to view past leave
➢ staff can view the past leave application max 999 days
➢ By default, system set to 5 days
➢ Do change the number of days and click on submit button
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View Payslip
➢ Click on E-Report -> select month -> click on right side -> Action
➢ Key in password and click on OK
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Personalization
➢ Change on Personalization -> Change Password
➢ Key in current Password -> new and confirm Password
➢ Click on submit to update "New Password" (7 - 10 characters)
