Using OrangeHRM. OrangeHRM 2.4

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Quick User Guide for OrangeHRM 2.4

2.2 Using OrangeHRM

After logging in to the system you will se the screen showed below in figure 2.2. From the top menu you can select which module to enter i.e. Admin Module, PIM Module,

Leave Module, Time Module, Reports Module or Bug Tracker (See Chapter 1, Overview, for brief description of each module).

Top Menu

Module selection

Left side menu

Feature selection

Figure 2.2

Start by clicking on Admin Module in order to setup the system and define the information matching your needs.

2.2.1 Admin Module

When entering the Admin Module you will start by seeing the screen for the basic information on the company shown in figure 2.3. Start by clicking Edit and enter the information. Afterwards click Save.

From the left side menu of the Admin Module you can select the areas you want to define for your company, for example Company structure, Job titles, descriptions, pay grades,

Skills and Qualifications, Customers, Projects, etc. The security of the system is also being handled through Admin module, as it allows defining users, grouping them into groups and assigning user rights for the access to the OrangeHRM modules. Fore more see figure 2.3.

Quick User Guide for OrangeHRM 2.4

Left side menu

Adm. Feature selection

Figure 2.3

Action Buttons

Edit/Save and

Clear

We will show the general principle by one example. Move the cursor to Job in the left side menu and click on Job Title and you will get the screen shown in figure 2.4. Click on the Add button in order to enter a new Job Title.

Action Buttons

Add and Delete

Figure 2.4

You will then see the screen shown in figure 2.5. Enter the Job Title Name, Job

Description and eventually Job Title Comments.

Quick User Guide for OrangeHRM 2.4

Figure 2.5

A Pay Grade also needs to be assigned to the Job Title. Since you haven’t entered anyone yet the select box will be empty. You can add a new one by clicking on the link Add Pay

Grade. In the new box enter a name for the Pay Grade and click Save. Then you can choose the wanted currency, minimum salary, maximum salary and step increase as shown in the screen shot (Figure 2.6) below. After entering the information click Save.

Figure 2.6

When the currency has been assigned, click Back. You will return to the window for Job

Title. The info can be changed by clicking Edit. (It’s also possible to add and assign an

Quick User Guide for OrangeHRM 2.4 employment status to the Job title. It works the same way as just described for the Pay

Grade).

The example above shows the general principle of how to use the Admin module, enter the information and configure OrangeHRM to match you company. The more detailed information about each section of the Admin module is available in the OrangeHRM user manual. The following part describes briefly how to use the PIM Module and how to enter the info on each employee.

2.2.2 PIM Module

In the PIM Module start clicking Add in order to enter the information of an employee.

See screen shot in figure 2.7 below.

Figure 2.7

Enter the information in the fields and click Save. In case a picture of the employee is available it can be attached by clicking Browse. See screen shot in figure 2.8 below.

Quick User Guide for OrangeHRM 2.4

Figure 2.8

After saving the name info you will enter the main screen for the PIM Module with icons for the different areas of information, such as Personal, Job, Education etc. (See figure

2.9). Try and click on the Job icon and then click Edit. If you then click on the scroll down button for Job Title you will be able to see the names you just entered in the Admin

Module. Enter the needed information and click Save.

Icon Menu

PIM

feature selection

Figure 2.9

Quick User Guide for OrangeHRM 2.4

Some of the sections of PIM module (i.e. Job, Education, Languages, Skills, etc.) rely on the information specified in the Admin module. Therefore, it is important to configure the system and enter the relevant information before entering employee information into the system.

Most of the personal employee information can be entered by employee himself, if he has been assigned an ESS account to log into the system. The user account can be created under the Admin module (the basic user information should be saved in the system before, as the system will require to select Employee ID while creating an account). See section 2.2.3 for more information.

The above serves as a basic example of how to use the PIM module and how it connects with the admin module. The next section of the guide is devoted to the ESS module.

2.2.3 Employee Self Service Module (ESS)

The following part will briefly describe how to use the Employee Self Service Module

(ESS).

2.2.3.1 Creating an ESS User

First you need to create the user(s) whom you want to enable access to the ESS module.

Go to the Admin Module, move the cursor to Users in the left side menu and click on

ESS Users. Then click on the Add button and the screen shown in figure 2.10 will appear.

Figure 2.10

Quick User Guide for OrangeHRM 2.4

Type in the wanted User Name and password and select the employee. Make sure the status is set to 'enabled' and click Save. Note, that the employee record must already exist in the system prior to creating user for this employee. The user has now been created and the employee can login to the ESS module using the selected User Name and

Password.

2.2.3.2 Logging in as ESS User

To log in as an ESS User, use the username and password selected when creating the user. After logging in as an ESS user can browse through the menu, as shown in figure

2.11.

Figure 2.11

After logging in, the ESS User can view and edit personal information through the PIM

Module without having to trouble HR personnel of the company. User will be able to view his/hers leave summary and apply for leave through the Leave Module. If the ESS User is supervisor for another employee he or she can also approve or reject leave. Please see part 2.2.4 for more info on the Leave Module. Through the Time module user can create the weekly timesheets and submit them for the approval of the Supervisor. For more information, please refer to Time Module part 2.2.6.

Quick User Guide for OrangeHRM 2.4

2.2.4 Leave Module

The HR Admin can:

View Leave Summary for each employee and entitle leave days of each available type

Define Days Off – Weekends and Specific Holidays

Define Leave Types

Assign Leave for any employee

Scheduled Leave for any employee

List of Taken Leave for any employee

The ESS User can:

View the Personal Leave Summary

View the detailed leave information

Apply for Leave (including hourly based leave)

The ESS User – Supervisor can:

View the Personal or Employee (subordinate) Leave

Summary

View the Leave List – the detailed leave information

Apply for Leave (including hourly based leave)

Assign Leave for his/her subordinates (including hourly based leave)

Approve/Reject leave

2.2.4.1 Administrator

To view leave summary click Leave Summary from the left side menu. Then select a

Year. Administrator can filter leave summary information by the particular Employee

(click Browse to search for the employee code and name) or by the leave type. The

Leave Types are being defined by the Administrator.

Quick User Guide for OrangeHRM 2.4

If the Administrator wants to view all the leave information (without filtering) a screen similar to the one shown in figure 2.12 below will be displayed. The leave balance values will be displayed in days with the 2 decimal places precision. As long as system allows leave operations to be managed by hours, the balance in days will be calculated in regards with the work shifts (number of working hours per day), defined for the employees. Administrator can edit the information of the leaves entitled for the employees by editing the leave summary.

Figure 2.12

The other functionality available for administrator is described in the OrangeHRM User

Manual.

The administrator can Assign Leave for any employee (including hourly based leave). If the leave is being assigned by administrator or the supervisor of the employee, the leave does not require approval. The screen shown in the figure 2.13 will be used for leave assignment.

Quick User Guide for OrangeHRM 2.4

Figure 2.13

Administrator must select the Employee, by browsing through the list of employees, select the leave type, to and from day.

If the leave was taken within 1 day then From date and To date should be set to same.

The user will be given the option to specify the specific time for leave, ranging from 15 mins to 24 hours.

Eventually, comments shall be entered. To assign the leave, click Assign button.

2.2.4.2 ESS

By clicking on Leaves List from the left side menu, the ESS user can view a list of the leave types and get a summary of the leave taken the leave available as shown in the screen in figure 2.14 below.

Figure 2.14

Quick User Guide for OrangeHRM 2.4

Furthermore the ESS user can apply for leave by clicking on Apply in the left side menu.

Then the screen shown in 2.15 below will appear.

Select the wanted date and leave type and choose the From and To dates accordingly. If the leave is taken not longer than 1 day then the From and To dates are set to same. In that case user has the opportunity to apply for leave in hours, ranging from 15 minutes to 24 hours.

If needed, enter a comment in the empty box and click Apply. The application for leave will now appear to the supervisor when he or she logs in to ESS module (see description below). If the email notifications are configured, the supervisor will be sent the email, notifying him about the leave, pending for his/her approval.

The ESS user can also Cancel leave, which is pending approval or being approved but not yet taken. This can be performed through the Leave List functionality of the system. The leave list can also be used to view the detailed information of the employee leaves.

2.2.4.3 ESS – Supervisor

The Supervisor is the ESS user who has the subordinates assigned. The subordinates are being assigned through the “Report-to” section of the PIM module. The supervisor must also be assigned to the employees in the “Report-to” section of their PIM modules.

Except for the features already described above, a supervisor can also approve and reject leave through the ESS module when a subordinate is applying for it. To do this click on

Approve Leaves in the left side menu. If a subordinate has applied for leave, a screen similar to the one shown below in figure 2.16 should appear.

Figure 2.16

Quick User Guide for OrangeHRM 2.4

To approve or reject leave, select the wanted command from the drop down box under

Status and then click Save. System has the possibility for partial approval or rejection of the leave. To do so, Supervisor shall click on the link with the leave dates, specify the appropriate status for each day of the leave and click Save.

The Supervisor has also the possibility of Assigning Leave (as the Administrator does).

The difference is that Administrator can assign leave to any employee of the company and Supervisor – only to his/her subordinates. For more information, please refer to part

2.2.4.1

2.2.5 Time Module

The Time module automates time tracking procedure. It allows employees to register and submit their timesheets and punch in/out times, supervisors can review / edit / approve or reject employee timesheets and monitor the employee activities through the help of employee and project reports.

The HR Admin can:

• Define Timesheets period

• Print timesheets

• View / Edit / Approve / Reject employee timesheets

• View any employee’s time reports

• View project reports for any project undertaken by the company

• Define a Work Shift for a individual/group of employees

The ESS User – Supervisor can:

• Enter, modify timesheets and submit personal

• View / Edit / Approve / Reject timesheets of his subordinates

• Enter punch in/out time

• Enter time events that employee has spent on the project activities

View his subordinates’ employee time reports

Quick User Guide for OrangeHRM 2.4

The ESS User – Project Administrator can:

• Enter, modify and submit personal timesheets

• Enter punch in/out time

• Enter time events that employee has spent on the project activities

• View project reports for the projects, the employee is administrating

The ESS User can:

• Enter, modify and submit personal timesheets

• Enter punch in/out time

• Enter the time events for the activities of the projects he/she is working on

2.2.5.1 ESS User

The ESS User of the system can edit and submit for approval his/her weekly timesheets.

The user must select Timesheets/Personal Timesheets menu items and choose the week, for which the timesheet shall be edited. The empty weekly timesheet is shown in the figure 2.17

Figure 2.17

Quick User Guide for OrangeHRM 2.4

Once the week is selected, ESS user shall edit the timesheet for the week by pressing

Edit button. The edition of the timesheet can include adding new, editing and deletion of time events. See figure 2.18 for more information

Figure 2.18

To specify the new time event user shall select the customer, project, start time, end time and/or duration of the event and description. The Update button is being used to add the time event to the timesheet. The Insert time button makes it easier for user to specify the exact time in correct format.

Once user has finished modification of the timesheet, he can submit it for the approval of the supervisor or HR administrator. To do so, press the Submit button, show in figure

2.17.

The events to the timesheets can be submitted using the Project Time functionality. The section provides user with the interface to enter the time event, as shown in the figure

2.19 and automatically updates the relevant employee’s timesheet.

Figure 2.19

Quick User Guide for OrangeHRM 2.4

The ESS user can also enter his punch in/out time, which allows his attendance tracking later on. The employees are also being updated with the punch in/out time under the

Project – Internal and Activity – Work Time.

2.2.5.2 Administrator, ESS User – Supervisor and ESS User – Project

Administrator

The administrator and Supervisor users can view through, edit and Approve/Reject the timesheets of the employees with the difference that administrator has the access to the timesheets of all employees of the company and supervisor – only to the timesheets of his/her subordinates.

The figure 2.20 shows the weekly timesheet of the employee, which is pending for approval.

Figure 2.20

To approve or reject the timesheet, Supervisor/Administrator must click the appropriate button. The comments can also be entered. Once the timesheet is approved it can not be edited.

The Supervisor can also view Employee time reports for the employees, who are his/her subordinates.

The Project administrator can manage Project Reports, which allows him to see the times employees spend on the activities of the projects, that he is administrating.

The Administrator of the system (HR Admin) can Print preview and print employee timesheets for the specific period of time.

Quick User Guide for OrangeHRM 2.4

In addition, the Administrator can Define work shifts for the individual or group of the employees of the company. The work shift durations are taken into consideration while calculating employees’ leave related balances.

2.2.6 Reports Module

Enter the Reports Module by clicking on the Reports button at the top of the screen.

You will then see the screen shown below in figure 2.22

Figure 2.22

To create a new report click on Define Employee Reports at the left-side menu and then click Add and the screen shown in figure 2.23 will appear.

Quick User Guide for OrangeHRM 2.4

Specify

Report

Name

Define

Selection

Criteria

Fields to be included in report

Figure 2.23

From here you can define the report from several different criteria. After completing the specifications click Save. The report will by default be assigned to the user group you belong to. After saving you can manage the assigning of user groups and remove the existing and/or add new ones if needed.

To view the report click on View Employee Reports at the left-side menu and then click on the report from the list.

2.2.7 Benefit Module

This module illustrates on the company’s Health Saving Plan policies. This allows the administrator of the system to define the suitable health savings plan policy for the organization, ESS users to make requests on health savings, administrator to approve or reject the requests and the systematic monitoring of the user accounts on health savings.

The following types accounts have been configured in the OrangeHRM benefit module and the operation of the accounts differ as follows

Quick User Guide for OrangeHRM 2.4

• Health Savings Account (HSA)

The Employer offers a Health Savings Account or an HSA. Both the Employer and

Employee can contribute money to this account. It is not mandatory for either one to do so. The money in the account belongs to the employee. When the employee leaves the company, he takes the money with him.

• Health Reimbursement Account (HRA)

The Employer offers a Health Reimbursement Account or an HRA. Only the Employer can contribute money to this account. The employee can use the money and roll it over, but when the employee leaves, any money left in the account reverts back to the employer.

• Flexible Spending Account (FSA)

The Employer established a Flexible Spending Account or an FSA. Only the employee contributes to this account. The money in the account MUST be spent within that calendar year. If the employee leaves, he can make claims against whatever is in the account, but only for that calendar year.

For the illustrations let us consider the Health Savings Account (HSA)

2.2.7.1 Define HSP

Only the administrator of the system can define the HSP plan for the organization. No other user has the rights to set this

He goes to the “Benefit Module” and clicks on the Health Saving Plan>Define HSP. The administrator selects the HAS plan and click “Save”. Then the following screen will be displayed.

Figure 2.24

Quick User Guide for OrangeHRM 2.4

It is possible to select one of 6 options: o

Health Savings Account (HSA) o

Health Reimbursement Account o

Flexible Spending Account o

Health Savings Account and Flexible Spending Account o

Health Reimbursement Account and Flexible Spending Account o

Health Reimbursement Account and Health Savings Account

2.2.7.2 Employee HSP Summary

The administrator clicks on the Health Savings Plan>Employee HSP Summary. Then the following screen will be displayed.

Figure 2.25

To enter the respective values administrator clicks on “edit” and starts entering. The annual limit for each employee is set to US $ 10,000.00.Since the plan is HSA, both the employer and the employee are contributing to the account by US $ 1000 each.

After he’s done, he clicks “Save”. You will see the following screen.

Quick User Guide for OrangeHRM 2.4

Figure 2.26

2.2.7.3 Add Pay Period

The administrator can define the pay period for a given HSP plan. He clicks on the Payroll

Schedule>Add Pay Period. The following screen is displayed.

Figure 2.27

Quick User Guide for OrangeHRM 2.4

The administrator starts entering the dates for the respective fields. Normally the timesheet approval date is set just after the last date of the pay period. And the check date is set to a date between the pay period. But there’s no hard and fast rule for the setting of the dates.

Figure 2.28

2.2.7.3.1 Reaching the Check Date

The administrator logs into the system upon reaching the check date of the pay schedule.

He clicks on the Health Savings Plan>Employee HSP Summary. The following screen will be displayed.

Figure 2.29

Quick User Guide for OrangeHRM 2.4

2.2.7.4 ESS User makes a HSP request

When an ESS user logs into the system he can make a HSP request by clicking on Health

Savings Plan > HSP Request. Then he arrives at the following screen.

Figure 2.30

•

It is possible to submit the following information using the form: o

Date of payment (incurred) o

Provider / Organization name o

Person incurring expense

•

It is possible to select this value from a list of names that include the logged in employee’s name and all his/her dependents and children.

•

The dependents and children are taken from the values defined elsewhere in the system (PIM). o

Expense description o

Expense amount o

Check payment made to. o

3 rd

party account number (if required) o

If payment is made to a 3 rd

party by HR, an option to specify mailing address. o

Any comments

Quick User Guide for OrangeHRM 2.4

Expense amount should always be less than or equal to the accrued amount of the given period for HSA plan.

2.2.7.5 Administrator views the employee HSP summary

Administrator logs into the system and clicks on the Health Savings Plan > HSP Payments

Due. Then he can view the following.

Figure 2.31

When the administrator clicks on the link “No”, he will be directed to the employee’s request form. All the fields in this form can be edited by the administrator. It is mandatory for the administrator to fill out the following fields. o

Date paid o

Check no

Quick User Guide for OrangeHRM 2.4

Figure 2.32

After finish editing the administrator clicks on the “save” button. Then the request is considered as “paid”.

2.2.7.6

Administrator views the employee HSP summary

Administrator clicks Health Savings Plan>Employee HSP Summary. Then he views the following screen which displays the total accruals and the total paid.

Quick User Guide for OrangeHRM 2.4

Figure 2.33

The total accrued and the total used keeps adding as a running total. This does not have any relationship with the balance of the HSP.

2.2.7.7 Administrator Views The HSP Expenditure

Administrator clicks on the Health Savings Plan>HSP Expenditure. Here he selects an employee and views a list of all the paid and pending HSP payments for that respective employee.

Figure 2.34

Figure 2.35

Quick User Guide for OrangeHRM 2.4

Figure 2.36

Figure 2.37

2.2.7.8 Administrator Views the HSP Used

Administrator clicks on the Health Savings Plan>HSP Used. Then he selects a respective employee to view the records. Here he can view only the “already settled” amounts, but not the pending payments.

Figure 2.38

Quick User Guide for OrangeHRM 2.4

Figure 2.39

2.2.8 Recruitment Module

Adam Smith logs into the system as the HR administrator. He clicks on Job>Job title in the admin tab.

Figure 2.40

Quick User Guide for OrangeHRM 2.4

2.2.8.1 Creating a job title called “Manager”

Here it is not compulsory to define a job title called “Manager”. But if you do so, it will much ease your work.

I. Adam creates a job title called manager, fills out the necessary information and clicks save. (Note: By default the employment status is set to “terminated”. You need to change it.)

Figure 2.41

II. Then he creates the PIM record for James Moore and sets his job as the

“manager” and the employment status as “full time permanent”.

Quick User Guide for OrangeHRM 2.4

Figure 2.42

2.2.8.2 Creating other job titles

I. This depends on the available vacancies in the organization at this moment. Let’s assume that Adam the HR admin adds a job title called “Maintenance Engineer”.

Figure 2.43

Quick User Guide for OrangeHRM 2.4

II. Then Adam goes to the recruitment module>job vacancies and clicks on add.

Figure 2.44

III. Then he arrives at the following screen. He adds the job title called “Maintenance

Engineer”.

Figure 2.45

Quick User Guide for OrangeHRM 2.4

IV. After completing the “Job Description”, “Pay Grade” and if necessary “Job Title

Comments”, Adam clicks “Save”.

V. Then he arrives at the following screen, where he needs to click on “Edit’” and fills out all the correct and necessary information.

Figure 2.46

VI. Then Adam goes to the recruitment module > job vacancies.

Quick User Guide for OrangeHRM 2.4

Figure 2.47

VII. He clicks on “add”.

VIII. He selects the job title as “Maintenance Engineer”, selects the hiring manager as Bob Smith, gives the job description, clicks the Active check box and clicks

“Save”.

Quick User Guide for OrangeHRM 2.4

Figure 2.48

2.2.8.3 Applicants start applying for the vacancies

The following URL gets created if you have installed the application on your local PC. http://localhost/name of the directory/jobs.php

Example: http://localhost/orangehrm-2.3-beta.2/login.php

Example: http://recess.orangehrm.com/jobs.php

I. David Cartner wishes to apply for the post of “Sr Business Analyst

(Manufacturing)” and clicks on the above URL.

II. Then he arrives at the following screen. Following are the job vacancies in the company.

Quick User Guide for OrangeHRM 2.4

Figure 2.49

Quick User Guide for OrangeHRM 2.4

III. He clicks on the “apply” button, fills out the form and clicks “save”.

Figure 2.50

IV. When David Cartner applies for this post a notification email is sent to the hiring

manager of the particular job. Also an email confirmation is sent to the address

specified by David Cartner in the application

V. Once the hiring manager accepts/rejects the application a notification email is sent to David Cartner.

Note: As you can see, the URL can be embedded into any website.

The following screen is an example of a website where they have embedded the URL into their “Careers” tab in the menu bar.

Applicants applying on your website will not know that the OrangeHRM recruitment engine is running behind the scene .

Quick User Guide for OrangeHRM 2.4

Figure 2.51

2.2.8.4 HR Admin Views the List Of Applicants

I. Adam the HR admin goes to the Recruitment module and clicks on Applicants.

Then he views all the job applicants listed out there.

II. If Bob Smith logged into the system he will see only the applicants who have applied for his open positions.

III. This provides you the status of each applicant, whether they are rejected, called for the 1st interview, 2nd interview, hired and etc.

Quick User Guide for OrangeHRM 2.4

Figure 2.52

IV. Adam clicks on each action to view full details and he arrives at a screen similar to the following.

Quick User Guide for OrangeHRM 2.4

Figure 2.53

V. The necessary details for the interview are filled by Bob the hiring manager and clicks “Save”.

VI. After all the interviews are done you will see the following consolidated list with all the events that happened with the given candidate.

Quick User Guide for OrangeHRM 2.4

Figure 2.54

Quick User Guide for OrangeHRM 2.4

2.2.9 Bug Tracker

If you happen to encounter any bugs/errors you can immediately report them using the

Bug Tracker by clicking on Bug Tracker from the top menu. Enter the different criteria and description and click Save and the bug will be reported to the OrangeHRM team immediately. See figure 2.55 below.

Figure 2.55

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