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RUB-IMS (HRM) Copyright © 2019 Royal University of Bhutan. All Rights Reserved. 1 Human Resource Management’s User Manual for Royal University of Bhutan- Information Management System v 1.0 All Rights Reserved. Published by Royal University of Bhutan. This publication is protected by copyright, and permission must be obtained from the publisher prior to any prohibited reproduction, storage in retrieval system, or transmission in any form or by any means, electronic mechanical, photocopying, and recording or likewise. For more information, please contact us on [email protected]

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RUB-IMS (HRM)

Copyright © 2019 Royal University of Bhutan. All Rights Reserved. 1

Human Resource Management’s User Manual for

Royal University of Bhutan- Information Management System

v 1.0

All Rights Reserved. Published by Royal University of Bhutan.

This publication is protected by copyright, and permission must be obtained from the publisher prior to any prohibited reproduction, storage in retrieval system, or transmission in any form or by any means, electronic

mechanical, photocopying, and recording or likewise. For more information, please contact us on [email protected]

RUB-IMS (HRM)

Copyright © 2019 Royal University of Bhutan. All Rights Reserved. 2

Contents Introduction ..................................................................................................................................................................5

Background ...............................................................................................................................................................5

Objectives .................................................................................................................................................................5

User Manual for Human Resources Management Module ..........................................................................................5

Audience .......................................................................................................................................................................6

The System ...................................................................................................................................................................6

OVC-HRO ....................................................................................................................................................................6

Human Resource Planning .......................................................................................................................................6

Activate HR Proposal ...........................................................................................................................................7

HRD Planning .......................................................................................................................................................7

HRD Plan Proposal ...........................................................................................................................................7

HRD Plan Approval Lists .................................................................................................................................8

HRD Plan Approved Lists ................................................................................................................................9

HRM Planning ......................................................................................................................................................9

Work Force Proposal ........................................................................................................................................9

Work Force Approval Lists ............................................................................................................................10

Update Work Force Approved List ................................................................................................................10

Recruitment ............................................................................................................................................................11

Announce Vacancy .............................................................................................................................................11

Planned ...........................................................................................................................................................11

Adhoc..............................................................................................................................................................12

List Job Vacancies ..........................................................................................................................................12

Job Applicant Status & Recruitment ..............................................................................................................13

HR Administration .................................................................................................................................................13

Assign Officiating Supervisor ............................................................................................................................13

Leave ..................................................................................................................................................................14

Leave Category ...............................................................................................................................................14

Apply Leave ...................................................................................................................................................14

Leave Approval ..............................................................................................................................................15

Attendance ..........................................................................................................................................................15

Enter Attendance ............................................................................................................................................15

Staff Attendance .............................................................................................................................................16

Leave Encashment ..............................................................................................................................................16

Leave Encashment ..........................................................................................................................................16

Leave Encashment List ...................................................................................................................................16

HR Development ....................................................................................................................................................17

Long Term Training ...........................................................................................................................................17

Planned ...........................................................................................................................................................17

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Adhoc..............................................................................................................................................................17

Short Term Training ...........................................................................................................................................17

Planned ...........................................................................................................................................................17

Adhoc..............................................................................................................................................................18

Nominate Staff for Trainings ..........................................................................................................................18

Apply Trainings & Workshops .......................................................................................................................19

View Trainings & Workshops Applications ...................................................................................................19

Update Training Report ..................................................................................................................................20

Training Report ...............................................................................................................................................20

Employee Lifecycle Management ..........................................................................................................................21

Transfer ...............................................................................................................................................................21

Apply Transfer ................................................................................................................................................21

From and To OVC/College Approval ............................................................................................................21

Transfer Application Status ............................................................................................................................21

Approved Transfers ........................................................................................................................................22

PMS ....................................................................................................................................................................22

Nature of Activity (Academic) .......................................................................................................................22

Nominations....................................................................................................................................................23

Feedback Questions ........................................................................................................................................23

Appraisals .......................................................................................................................................................24

Review ............................................................................................................................................................25

Completed Assessment ...................................................................................................................................26

Promotion ...........................................................................................................................................................27

Apply Promotion ............................................................................................................................................27

Meritorious Promotion ...................................................................................................................................28

Update Promoted Applications .......................................................................................................................29

Separation ...........................................................................................................................................................29

Apply Resignation ..........................................................................................................................................29

Resignation Approval .....................................................................................................................................29

Dues Records ..................................................................................................................................................30

Separation Records .........................................................................................................................................30

Employee Tour .......................................................................................................................................................31

Travel Authorizations .........................................................................................................................................31

Travel Approval ..................................................................................................................................................31

Organization Setting ...............................................................................................................................................31

Organization Configuration ................................................................................................................................31

HR Configuration ...............................................................................................................................................32

Other Configuration ............................................................................................................................................33

Employee Details ................................................................................................................................................33

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Employee Management ..........................................................................................................................................34

Add Employee ....................................................................................................................................................35

Employee List .....................................................................................................................................................35

Employee Relation Details .................................................................................................................................36

Employee Work Experiences .............................................................................................................................36

Employee Education ...........................................................................................................................................37

Employee Training etc. .......................................................................................................................................37

Employee Publications .......................................................................................................................................38

Employee Responsibilities..................................................................................................................................38

Employee Contributions .....................................................................................................................................38

Employee Awards ...............................................................................................................................................39

Employee Community Services .........................................................................................................................39

Reports ....................................................................................................................................................................39

HR Related Reports ............................................................................................................................................39

Student Related Reports .....................................................................................................................................39

Academic Related Reports .................................................................................................................................39

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Copyright © 2019 Royal University of Bhutan. All Rights Reserved. 5

Introduction Background The Royal University of Bhutan is founded on a distributed model with its constituent Colleges scattered

across the country. The University has been granted autonomy for the management of human and financial

resources. In order to function seamlessly, the University is required to embark on technology breaking the

geographical barrier. Integrated software that is fully automated and web-based has become crucial for the

University to support its administration and management across the colleges.

The RUB Information Management System (RUB IMS) is a solution for providing students, faculty, and

staff with highly effective tools to help them support in learning, discovery, and engagement.

RUB-IMS is primarily an initiative to replace the University’s administrative systems, which are operated

manually, with a new integrated computer-based system.

Following are the list of the constituent Colleges

1. College of Natural Resources, Lobese, Punakha

2. College of Science and Technology, Rinchending, Chukha

3. Gaeddu College of Business Studies, Gedu, Chukha

4. Gyelpozhing College of Information Technology

5. Institute of Language and Culture Studies, Taktse, Trongsa

6. Jigme Namgyel Engineering College, Dewathang, Samdrup Jongkhar

7. Paro College of Education, Paro

8. Samtse College of Education, Samtse

9. Sherubtse College, Kanglung, Trashigang

10. Yongphula Centenary College

Objectives The general objectives of the system are to ensure effective and efficient service delivery and to enhance

governance by way of ensuring transparency, accountability and informed decision-making processes

through reliable and timely provision of information.

More specifically the RUB-IMS is expected:

● To encourage and maintain efficient and faster movement of information within the University

colleges.

● To process and provide reliable and timely data to the students and employees for effective operation

and service delivery.

● To maintain up-to-date and systemic records regarding the students, employees and other information

related to the University in order to minimize human error and ensure safekeeping of the records.

● Improve the usage of Information Communication Technology systems in academic and administrative

processes.

● Web based System managed centrally to avoid duplication of efforts and to ensure efficiency.

● To ensure availability of Real-time and reliable Information at all levels.

● Consistent & highly Secured System.

● Helps in Timely Decision Making.

● Ensures Better Coordination and Workflow Between Departments / colleges / Office of the Vice

Chancellor.

● Faster and Automatic Report Generation.

● Helps in Reducing Paperwork, Manual Filing and Record Keeping.

User Manual for Human Resources Management Module Human Resource Management is an organizational function that deals with issues such as recruitment and

selection, training, appraisal, compensation and performance management of the employee. This document

attempts to cover the complete user manual for Human Resource Management Module (HRMM)

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Copyright © 2019 Royal University of Bhutan. All Rights Reserved. 6

Audience This document is intended as a complete guide for using RUB-IMS Human Resource Management Module 1.0.

This document is specially designed for non-specialists; specialists may find the document a useful point of

reference. By reading this guide, you will learn how to use RUB-IMS through the elements of the graphical user

interface and what's behind some of the advanced features that are not always obvious at first sight. It will

hopefully guide you around some common problems that frequently appear for users of RUB-IMS.

Human Resources Management Module user manual is divided into following category

1. OVC-HRO

2. College-HRO

3. Academic Staff

4. Administrative Staff

5. Executives

The System Log in to the RUB-IMS using your staff ID that has been allocated to you during the time of joining the

University as shown in Figure 1.0.

Figure 1.0: Log in Form

OVC-HRO Human Resource Planning This feature has the HRM and HRD master plan (which should encompass the future plans, staffing

pattern, program diversifications, recruitment plan based on the general roles, functions, and skills needed

for the position etc. among others) uploaded online for reference of all at the click of a button. This

information will enable the officials concerned in systematic identification and analysis of what the college

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is going to need in terms of the size, type, experience, knowledge, skills and quality of workforce/human

resources to achieve the objectives. Human Resource Master Plan should have online facilities where it

will be prepared, proposed, submitted, approved, managed (updated) and monitored.

Activate HR Proposal Click on the Activate HR Proposal to enable the OVC/Colleges to submit the proposal. The user has to

select the following fields and click on submit button.

HR Proposal Type

Five Year Plan

Start Date of Proposal Submission

Last Date of Proposal Submission

Figure 2.1: Activate HR Proposal

HRD Planning HRD Plan Proposal

Click on the HRD Planning – HRD Plan Proposal to submit the HRD Plan Proposal. First user need to add

the information as required and click Add. After finalizing the list with the management click on submit

before the deadline to submit it to OVC for further process.

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Figure 2.2: HRD Plan Proposal

HRD Plan Approval Lists Once the proposal is submitted OVC-HRO can view the proposal submitted by OVC/Colleges by clicking

on the HRD Plan Approval List. The OVC-HRO have the access right to edit or Approve or Reject upon

the approval for the management.

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Figure 2.3: HRD Plan Approval List

Figure 2.3: View HRD Plan Approval List

HRD Plan Approved Lists The individual OVC-HRO and College-HRO will have access to the status of the HRD proposal by

clicking on the HRD Plan Approved Lists.

Figure 2.4: View HRD Plan Approved/Not-Approved/Pending List

HRM Planning Work Force Proposal

Click on the HRM Planning – Work Force Proposal to submit the HRM Plan Proposal. First user needs to

add the information as required and click Add. After finalizing the list with the management click on

submit before the deadline to submit it to OVC for further process.

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Figure 2.5: HRM Plan Proposal Form/List

Work Force Approval Lists Once the proposal is submitted OVC-HRO can view the proposal submitted by OVC/Colleges by clicking

on the WorkForce Approval List. The OVC-HRO has the access right to edit or approve or Reject upon the

approval for the management.

Figure 2.6: Workforce Approval lists

Update Work Force Approved List The individual OVC-HRO and College-HRO will have access to the status of the HRM proposal by

clicking on the WorkForce Approved Lists.

Figure 2.7: View Work Force Approved/Not-Approved/Pending List

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Recruitment Announce Vacancy

Based on the workforce approved list the individual OVC-HRO and College-HRO can announce the

vacancy by clicking on the planned and Ad-hoc menu.

Planned

Figure 2.8: View Work Force Approved List

Figure 2.9: Planed Vacancy Announce Detail

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Adhoc

Figure 2.10: Job Vacancy Details

Figure 2.11: View Work Force Approved List

Figure 2.12: Ad-hoc Vacancy Announce Detail

List Job Vacancies RUB staff and job seeker can have access to the vacancy announcement list by clicking on the List Job

Vacancies.

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Figure 2.13: Vacancy Announcement Detail

Click on the Apply to apply of the vacancy announced.

Figure 2.14: Vacancy Application Form

Job Applicant Status & Recruitment Individual OVC-HRO and College-HRO will have access to the list of applicant details and take action by

clicking on the View/Shortlist/Select/Reject button.

Figure 2.15: Job Applicant Status Update

HR Administration This section looks after the assigning on officiating, leave and attendance.

Assign Officiating Supervisor Any individual staff of the Royal University of Bhutan can assign the officiating staff in the absence of the

staff. By assigning the officiating staff the system will divert all the authority of the staff to the officiating

staff. For example: the authority of approving leave. To do that click on the Assign Officiating Supervisor

and fill up the required form and submit.

Figure 2.16: Assign Officiating Supervisor.

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Leave An online leave application portal enables the applicant to apply online and also enable the approving

authority to approve online, and the approval conveyed back to the applicant and HRO, simultaneously.

This leave information (Casual Leave, Earned Leave, Medical Leave, Maternity/Paternity Leave,

Bereavement leave, Study Leave, extraordinary leave etc.) should be updated and kept online by HRO for

information of all. Ideally, the online application portal should automatically remind the applicants and

HRO on the status of leave (leave availed and leave balance).

Leave Category Click on the Leave Category to add the type of leave in to the system.

Figure 2.17: Add Staff Leave Category

Apply Leave All staff will have to click on the Apply Leave to avail leave. The user will get a list of type of leave

available for the user and based on the leave that user wants to take, the user should click on the apply

button.

Figure 2.18: Leave Status

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Figure 2.19: Leave Application

Leave Approval The individual Supervisor/OVC-HRO/College-HRO will get a notification for the leave application. The

user will have to click on the Awaiting Approval -> View and click on Approve or Reject to grant or reject

the leave.

Figure 2.20: Leave Detail (Supervisor/HRO)

Attendance Ideally, a biometric attendance system should be put in place to keep track of attendance of the employees.

However, until such time the biometric system is introduced, the Human Resource Officer should update

the status in the database including the time in accordance to the signed register. The attendance record

should be interlinked with the leave management system so that the information is updated accordingly by

the HRO for information of all (employee and employer).

Enter Attendance To add the attendance, click on the Enter Attendance. Select the unit/section and date and click Search

button. In this case please only check the staff that is on leave or absent only because by default everyone

will be present.

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Figure 2.21: Add Attendance by Unit/Section

Staff Attendance To view the attendance, click on the Staff Attendance

Figure 2.22: View Attendance by Unit/Section

Leave Encashment Leave Encashment

Click on the Leave Encashment to apply for leave application

Figure 2.23: Leave Encashment Application

Leave Encashment List OVC-HRO/College-HRO can access and take action on the list of staff who has applied for Leave

Encashment.

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Figure 2.24: Leave Encashment List

HR Development Human Resource Development is the frameworks for helping employees develop their personal and

organizational skills, knowledge and abilities, career development which contributes to the organizational

performance.

The database should have the details of all trainings availed by an employee during his/her tenure. It has

feature to continuously update the status of the long-term study beginning from enrollment till the

successful completion and generation of HRD report (individual and organizational).

Long Term Training Planned

The OVC-HRO/College-HRO will have to activate and fill up the long term studies detail by clicking

Figure 2.25: HRD Approved Lists

Adhoc The OVC-HRO/College-HRO will have to add the training detail and click on Submit button.

Figure 2.26: Adhoc Training Details

Short Term Training Planned

The OVC-HRO/College-HRO will have to activate and fill up the long term studies detail by clicking

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Figure 2.27: HRD Approved Lists (Short term)

Adhoc The OVC-HRO/College-HRO will have to add the training detail and click on Submit button.

Figure 2.28: Workshop, Seminar, Field Visit & Other Details

Nominate Staff for Trainings Based on the approval from the management the OVC-HRO/College-HRO will nominate the staff for the

training by searching the staff and clicking the particular staff and submit for nomination.

Figure 2.29: Nominate staff for training search

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Figure 2.30: Nominate Staff for Training

Apply Trainings & Workshops Every Individual who has been nominated should apply for training by clicking on the Apply Training &

Workshop by submitting the documents.

Figure 2.31: Training nomination List

View Trainings & Workshops Applications OVC-HRO/College-HRO can view the training nomination details with documents submitted or not.

Figure 2.32: View Training and Workshop Details

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Figure 2.33: Application Form and Documents Submitted for Training

Update Training Report Individual will have to submit the training report as a record by clicking on the Update Training Report

Figure 2.34: Report for Long Term /Short Term.

Figure 2.35: Form to submit report after training.

Training Report OVC-HRO/College-HRO can download the detail training report submitted or not.

Figure 2.36: Report from Long Term Training

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Copyright © 2019 Royal University of Bhutan. All Rights Reserved. 21

Employee Lifecycle Management Employee Lifecycle Management module includes Transfer, PMS, Promotion and Separation from service.

In this module the Human Resource Officer should insert and update the particular sub module information

into the system when a decision is taken on a particular employee.

Transfer Apply Transfer

If a staff wants to apply for a transfer, the user has to apply by clicking on the Apply Transfer

Figure 2.37: Transfer Application Form

From and To OVC/College Approval The OVC-HRO/College-HRO will see a list of transfer proposal by clicking on the From Org/College

Approval and Org/College Approval menu. The OVC-HRO/College-HRO can take action by approving or

rejecting upon approval from the management by clicking on the view button.

Figure 2.38: List of Transfer Request from

Figure 2.39: List of Transfer Request to

Transfer Application Status The OVC-HRO/College-HRO can see the transfer proposal status by clicking on the Transfer Application

Status

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Figure 2.40: Transfer Applicant Status

Approved Transfers Once the transfer proposal is approved by both the outgoing and coming organization the OVC-HRO can

view by clicking on the Approved Transfer menu.

Figure 2.41: List of Approved transfer proposal

Now the OVC-HRO can click on the Update button to transfer the staff to the approved location after the

approval for the management.

Figure 2.42: Update detail of transferred application

PMS Performance Management System aims to enhance the performance of employees through continuous and

objective performance planning, monitoring, reviewing and recognition; enhance productivity of the

institutes/colleges and OVC by aligning employee’s performance to the organizational goals; and also to

ensure fairness in career advancement through rigorous and transparent performance appraisal system.

Nature of Activity (Academic) The OVC-HRO should add the Academic Weight and the Nature of Activity in order for the academic to

fill up their Individual Work Plan.

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Figure 2.43: PMS-Academic Weight and nature of Activity

Nominations Individual staff can nominate their peers, subordinates and beneficiaries for their own evaluation after the

discussion with their individual supervisor.

Figure 2.44: PMS-Add and list of Peer, Subordinates, Beneficiaries

Feedback Questions The OVC-HRO can also set the question for peer, subordinate, beneficiary and students for the purpose if

IWP evaluation.

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Copyright © 2019 Royal University of Bhutan. All Rights Reserved. 24

Figure 2.45: PMS-Questions for Peer, Subordinates, Beneficiaries and Students

Appraisals The duly filled up Individual Work Plan, which has to be prepared in consultation with the respective

supervisor, should be applied online by the employee for the record of the supervisor within a prescribed

deadline as per the policies and procedures. Then at the end of each term (semester wise for faculty and

yearly for Administration staff), the duly evaluated and rated performance evaluation form should be

forwarded (online) to the HRO within the prescribed deadline as per the policies and procedures. HRO

should maintain the record in database to make it available as and when required.

Activate PMS Date The OVC HRO will have to activate the PMS date for the staff to fill up the appraisal online by clicking on

the activate PMS Date.

Figure 2.45: PMS-Activate Date

Administrative Appraisals The administrative staff will have to click on the Administrative appraisal and fill up their IWP and click

submit.

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Figure 2.46: PMS-Administrative Appraisal

Academic Appraisal The Academic staff will have to click on the Academic appraisal to fill up their IWP.

Figure 2.47: PMS-Academic Appraisal

Appraisal Approval Lists The supervisor will access the appraisal list and approve the appraisal

Figure 2.48: PMS-Appraisal Approval List

Review Employee Performance Assessment

The individual will click on the Employee Performance Assessment menu to self-evaluate based on the

activities approved previously by the supervisor. After the self-evaluation it will be forwarded to the

supervisor for the final review and evaluation. Once the supervisor approves the appraisal it will be

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submitted back to the individual for review. If the employee feels that it is ok than it will be forwarded to

HR.

Figure 2.49: PMS-Performance Assessment (Self-Evaluation Form)

Feedbacks An individual who have been nominated to give feedback to a particular/identified staff will have to click

on the feedback menu to provide the feedback.

Figure 2.50: PMS-List of Peer/Subordinate/Beneficiaries for Feedback

Student Feedbacks The students will give feedback to their module tutors by clicking on the student feedback menu.

Performance Lists The OVC-HRO/College-HRO can view the performance review list by clicking on the Performance

Review List menu.

Figure 2.51: PMS-Performance Review List

Completed Assessment Employee View Performance Assessments

Individual staff can view their individual performance assessment by clicking on the Employee View

Performance Assessment.

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Figure 2.52: PMS-Performance Assessment

Promotion Under the promotion category the employee will fill up the promotion form and apply for promotion

online. Now based on HR promotion committee the particular HRO of the colleges/OVC should update the

system based on the promotion report. The Human Resource Officer of colleges/OVC will have the only

right to update the prompted information of the employee into the system and uploading of promotion

order into the system.

Apply Promotion To apply for promotion, the individual employee will have to click on the Apply Promotion menu and fill

up the required form and click on submit button.

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Figure 2.53: Promotion Form

Meritorious Promotion If the employee is eligible and wish to apply for meritorious promotion than the employee has t click on the

meritorious promotion menu.

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Figure 2.54: Meritorious Promotion Form

Update Promoted Applications The OVC-HRO/College-HRO will have to click on the update promoted application to update the

promoted detail

Figure 2.55: Promotion Applicant Status Update

Separation Apply Resignation

If the employee wants to resign than the employee can now apply only for separation by clicking on the

separation menu.

Figure 2.56: Apply Resignation Menu

Resignation Approval The OVC-HRO/College-HRO should click on the Resignation approval menu to approve or reject the

resignation.

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Figure 2.57: Resignation Approval List

Dues Records Once after the approval of the resignation the individual and OVC-HRO/College-HRO can check the status

of the no due clearance of the approved staff.

Figure 2.58: Resignation Approval List

Separation Records Finally, after all the no due is cleared the OVC-HRO/College-HRO can update the system by issuing a

reliving office order and then update the system.

Figure 2.59: Resignation record-issue of separation record

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Figure 2.60: Resignation issue record form

Employee Tour Travel Authorizations

The user can fill up the travel authorization form and submit online and the supervisor can approve online.

Figure 2.61: Travel Authorization Form

Travel Approval The user will have access to the travel authorization details by clicking on the travel approval menu.

Figure 2.62: Travel Approval Form

Organization Setting Organization Configuration

The OVC-HRO will have to configure the organization, department, and unit details before using the

system or if there is any new organization coming in or any updates in the name of the department or units.

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Figure 2.63: Organization Configuration & Settings

HR Configuration The OVC-HRO will have to update the following HR details by clicking on the HR Configuration Settings.

Position Title

Position Level

Teaching Allowance

Rent Allowance

Pay Scale

Employee Status

Position Category

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Figure 2.64: HR Configuration Setting 1

Other Configuration

Figure 2.65: HR Configuration Setting 2

Employee Details The OVC-HRO/College-HRO can have access to the list of employee by clicking on the Employee Details

menu.

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Figure 2.66: Employee Details Search

Employee Management The OVC-HRO/College-HRO can add employee and their details from this section such as adding

following information.

Employee Profile Picture

Update Employee Details

Employee Relation Details

Employee Work Experiences

Employee Education Details

Employee Training Details

Employee Publication Details

Employee Responsibilities

Employee Contributions

Employee Awards

Employee Community Services

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Add Employee

Figure 2.67: Add Details of new Employee

Employee List

Figure 2.68: Employee List

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Employee Relation Details

Figure 2.71: Add Employee Family Details

Employee Work Experiences

Figure 2.72: Add Employee Work Experience

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Employee Education

Figure 2.73: Add Employee Education Details

Employee Training etc.

Figure 2.74: Add Employee Training Details

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Employee Publications

Figure 2.75: Add Employee Publications

Employee Responsibilities

Figure 2.76: Add Employee Resposnibility

Employee Contributions

Figure 2.77: Add Employee Contribution

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Employee Awards

Figure 2.78: Add Employee Awards

Employee Community Services

Figure 2.79: Add Employee Community Services

Reports The executives, OVC-HRO and College-HRO can have access to the different Human Resources related

report by clicking on the Report Menu.

HR Related Reports The HR related reports is categorized into 3 following category.

Staff Category Report

Staff Life Cycle Reports

Staff Training Reports

Student Related Reports This section will provide the report related to students

Academic Related Reports The academic related report can be accessible only form academic related reports.

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Tashi Delek