MecWise ESS (End User)

MecWise ESS (End User)
STARVISION INFORMATION TECHNOLOGY (SDA)
STARVISION INFORMATION TECHNOLOGY
(SDA)
HUMAN RESOURCE INFORMATION SYSTEM
(HRIS)
MecWise ESS User Guide
(For End User)
VERSION 1.0
User Manual | HRIS | Version 1.0
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STARVISION INFORMATION TECHNOLOGY (SDA)
Table of Contents
1.0 INTRODUCTION .................................................................................................. 3
2.0 SELF HELP ......................................................................................................... 4
2.1 Pay Slip .......................................................................................................................... 4
2.2 Employee Self Service ................................................................................................. 5
2.3 Employee Self Service Details Verification .............................................................. 9
3.0 LEAVE TRANSACTION .................................................................................... 10
3.1 Leave Application ....................................................................................................... 10
3.2 Leave Cancellation ..................................................................................................... 17
3.3 Leave Balance ............................................................................................................ 18
3.4 Leave History .............................................................................................................. 21
3.5 Leave Roster ............................................................................................................... 21
3.6 Leave Approver Enquiry ............................................................................................ 22
3.7 Employee Leave Record ........................................................................................... 23
User Manual | HRIS | Version 1.0
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1.0 Introduction
The system is designed primarily to empower employees to carry out simple HR functions
online such as leave applications, and updating of employee’s personal information.
MecWise® Employee Self Service (ESS) system:
(a)
Enables employees to submit their leave on-line.
(b)
Enables employees to enter and update their personal information as and when
required.
(c)
Routes submissions to authorized verifier and approving officer for approval.
(d)
Enables employees to withdraw any leave applications prior to or after it has been
approved; an approval of cancellation is sent to the approving officer.
(e)
Provides on-line enquiry facility to allow employees to check the status of their
applications.
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2.0 Self Help
This module comprises 3 sub-modules, which are included in the ESS entries. The
sub-modules are:



Pay Slip
Employee Self Service
Employee Self Service Details Verification
2.1 Pay Slip
This option allows user to view his/her own monthly pay slip record. User needs to enter a
password in the field called - Password used for generation of Payslip and then click on the
month to view the pay slip detail.
Pay Slip Screen
A Save file dialogue box will appear. Find a directory that you wish to save it to.
Click on the Save button
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2.2 Employee Self Service
When the employee clicks on this module, he will see his personal information being
displayed. Each employee will only be able to update/view his own personal
information.
Click on the Update icon at the top toolbar to update the information displayed.
Self Help-Employee Self Service
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Fields
Approval Status:
Description
New – Select New when updating information.
Submit for Approval – Select this when information has been
updated for submission.
Dependant Button
Education/Training
Button
Emergency Contact
Button
Print CV Button:
Click this to update Next of Kin information.
Click this to update Qualification information.
Job Info Section:
Fields in this Section cannot be updated.
Personal Info
Section:
Details such as the employee’s Address and Contact Details
can be updated here.
National Service
Info Section:
Male employees can update details on their National Service
here.
User Manual | HRIS | Version 1.0
Click this to update Emergency contact information.
Click this to print the Employee’s CV.
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Self Help-Employee Self Service – Dependant
To add a new next of kin, click on the Add button on the top and fill in the fields in mandatory
fields that include relationship code, sex, Name, birth date and citizenship. Click on the Save
icon once it is finished.
Likewise you can update a current next of kin by choosing it from the list above and then
click on the Update button to make the necessary changes.
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Self Help-Employee Self Service – Education/Training
To add a new qualification, click on the Add button on the top and fill in the fields in
mandatory fields that include qualification code. You can add in the education details for that
code.
Likewise you can update the qualification by choosing it from the list above and then click on
the Update button to make the necessary changes.
Self Help-Employee Self Service – Qualification – Education Detail
Click on the Save icon once it is finished.
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Once all of the information has been updated, go back to the main self help page and click
on the Save icon. (Ensure that Approval Status has been set to Submit for Approval).
The employee will be above to view the Approval Status of the update once it has been
approved/denied or is still in progress by accessing this module.
2.3 Employee Self Service Details Verification
This module allows the System Administrator/HR personnel/Supervisor to approve or deny
the Updates/Changes made in the Employee Self Service Module.
On entering this module, the user will see details on any recent updates that employees
have submitted for approval.
Self Help-Employee Self Service Details Verification
Click on the record to view the Employee’s profile and changes made to it.
Details that employee has updated will be highlighted in red.
After viewing the updates, select the desired Approval Status.
Click on the Save icon, then Return to return to the previous screen.
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3.0 Leave Transaction
This subsystem is consists of 5 modules related to an employee’s leave. These 5
modules are used by the Employee to apply for and cancel leave, check leave
balance and history.
The 5 modules are:







Leave Application
Leave Cancellation
Leave Balance
Leave History
Leave Roster
Leave Approver Enquiry
Employee Leave Record
3.1 Leave Application
This module allows the Employee to apply for different leave types and submit it for
approval to a recommending and approving officer.
On entering the module, the employee will see the screen as below.
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Leave Transaction-Leave Application
Fields
Employee ID
Description
The employee’s ID and Name will be displayed here.
Designation
Designation of this Employee ID.
Apply on behalf
Allows the employee to apply leave on behalf of another
employee if the rights are given by the administrator thro the
‘Workflow Administration-Delegation’ module.
Balance Section
Leave Type
Select the relevant type of Leave to be applied by clicking on
the drop down list.
Leave Balance
Brought Forward
Leave balance brought forward from last/previous year/s.
Brought Forward
Expired
Brought Forward
Total
Entitlement (Current
Year )
Number of expiry leave B/F.
Leave Earned To
Date
Number of leave days earned to date.
Leave Adjusted
Number of days that this leave type can be adjusted.
Leave Used to Date
Numbers of days for this leave type that has been used.
Leave Pending
Approval
Numbers of days for this leave type that is pending approval.
Leave Balance
Number of leave days balance for this leave type.
User Manual | HRIS | Version 1.0
Total of leave balance brought forward.
Leave entitlement for the current year.
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(3+4+5–6-7)
Last Updated On
The date on which the lasted update was made.
Details Section
Dates Applied
Displays the dates that employee selected for the leave.
Select Dates
Total No. of Days
Leave Reason
Leave Country
Click this to pick dates to apply leave for from a calendar.
Total number of days of leave taken.
Reason for application of Leave.
YES – Overseas Leave.
NO – Local Leave.
Leave Address
Overseas address if overseas leave.
Route to the following officers Section:
Routing Officers
This tab displays the ID of the Recommending and
Tab:
Approving Officer.
Submit Button:
User Manual | HRIS | Version 1.0
Click this to submit the Leave Application for approval.
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Applying for Leave
Select the desired Leave Type from the drop down list.
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Figures for leave balance, usage and entitlement for this Leave Type will be
displayed.
Proceed on to the Details section.
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Click on the Select Dates button to select the desired dates of leave application.
Half-day leave may be selected by clicking on am or pm.
Click OK when done.
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Once the dates are selected, they will be displayed in the Dates Applied: box.
Fill in the Leave Reason, and Leave Address (for Overseas Leave).
Proceed on to the Route to the following officers section.
The recommending and approving officer should be displayed in the browser.
If the browser is blank, get the HR Administrator to add the recommending and
approving officer for you. ( Workflow Administrator  Routing Officer Admin)
Click on the Save icon once each Officer has been added.
When done, click on the Submit button to submit the leave application.
The following pop up will display upon successful submission.
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3.2 Leave Cancellation
This module allows the Employee to cancel a leave application that has been
approved. The layout of this module is similar to that for Leave Application.
Leave Transaction-Leave Cancellation
Select the Leave Type that is to be cancelled.
Click on the Select Dates button to select the dates of approved leave to cancel.
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Once done, click on OK.
Check the Routing Officers, then click Submit to submit the cancellation request for
approval.
The following pop up will appear if the submission is successful.
3.3 Leave Balance
This module allows the employee to view his/her leave balance for each leave type.
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Leave Transaction-Leave Balance
To view the leave balance, the employee has to select the desired Leave Type from
the drop down list.
Figures for the respective fields will be shown accordingly.
A description of the fields can be found in “Leave Application Module”.
Formula for Leave Calculation:
Entitlement for 1st year
Entitlement for 2nd year
Entitlement for 3rd year
= 14
= 15
= 16
Please Note:
If the calculated result has a decimal value that is between 0 and 0.49, the system
will round down the value to the nearest integer.
Example: 14.42 => 14.00
If the result is between 0.5 and 0.99, the system will round the value down to 0.5.
Example: 14.75 => 14.5
Formula for calculating proportionate annual leave in respect of an incomplete
year of service for pro-rating.
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Example:
Joined Date: 10/5/2002
<---- A (130 Days) ---->
|----------------------------|-------------------------------------|
1/1/2002
10/5/2002
31/12/2002
Current Year Leave Entitlement = 14 Days
Leave Earned To Date = [(365 – 130) / 365] * 14 Days
= 9 Days
Formula for calculating leave entitlement of employee in service for more than
1 year.
Example:
Joined Date: 10/5/2001
<---- A (130 Days) ----><------- B (235 Days) -------->
|----------------------------|-------------------------------------|
1/1/2002
10/5/2002
31/12/2002
(Anniversary Date)
Leave Entitlement for 2nd year = 15 Days
Leave Earned To Date = [(130 / 365) * 14 Days] + [(235 / 365) * 15 Days]
= 14.5 Days
Formula for calculating the proportionate annual leave in respect of
resignation/termination of service for pro-rating.
Example:
Joined Date: 10/5/2001
Last Day of Service: 20/10/2002
<--A (130 Days)--><---B (161 Days)---><-C (74 Days)->
|---------------------|---------------------------|-------------------|
1/1/2002
10/5/2002
20/10/2002 31/12/2002
(Anniversary Date) (Last day of service)
Leave Entitlement for 2002 = 15 Days
Leave Earned To Date 2002 = [(130 / 365) * 14 Days] + [(161 / 365) * 15 Days]
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= 11.5 Days
3.4 Leave History
This module allows the employee to view a history of leave transactions (Leave
Application, Leave Cancellation) that he/she has made.
The transactions will be listed in a browser as below.
Leave Transaction-Leave History
To view any of the transactions, click on any record to view details on the transaction.
Figures for the respective fields will be shown accordingly.
3.5 Leave Roster
This module allows the employee to view the leave roster of all the leave taken by
the users of the system.
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Leave Transaction-Leave Roster
3.6 Leave Approver Enquiry
This module allows the employee to view the leave entitlement and transactions of their
subordinates (based on the routing officer structure).
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Fields
Approver ID
Description
Tied to your ESS login
Employee Type
Allows you to pick to only show Active or Resigned staff.
Employee
Allows you to choose all or individual employees
Leave Type
Allows you to view all or single Leave Types
Click on the Refresh button to generate the data.
The Entitlement tab at the Details will be filled up and you can view your information here.
You can also click on the Leave Applied tab to show all the transactions made.
3.7 Employee Leave Record
This module allows the employee to print leave records of him/herselves and their
subordinates. Click on Click Here to proceed.
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