Help:PIMModule

From OrangeHRM

Contents 1 Personal Information Management (PIM) Module 1.1 Add Employee 1.2 Main Interface 1.3 Personal 1.4 Contact 1.5 Emergency Contacts 1.6 Dependents 1.7 Immigration 1.8 Immigration 1.9 Job 1.9.1 Employee Contracts 1.10 Payments 1.11 Report-To 1.12 Work Experience 1.13 Education 1.14 Skills 1.15 Languages 1.16 Licenses 1.17 Memberships 1.18 Attachments

Personal Information Management (PIM) Module

This core module maintains all relevant employee related information, including different types of personal information, detailed qualifications and work experience, job related information etc. Picture of employee is included as well. Information captured in this module is utilized by all other modules, thus eliminating data redundancy. To access, select PIM Module from the top menu. This first screen will show a list of the employees entered. See figure 5.1 below.

If you haven’t entered any employees yet you need to add one before you can start using the PIM Module. See part 5.1.1 below on Adding employee. If employees are already entered you can access their details by clicking on ID. A search can be done on Employees based on Employee ID, First Name, Last Name, Middle Name, Job Title, Employment Status, Sub-Division, Supervisor. Click on the Next link to proceed to the next page of Employees. Click on the Previous link to move to the previous page of Employees.

Add Employee

A new employee is added to the system using the Employee Information Page. Click on the Add button shown in Figure 5.2.

Then the following screen will be displayed.

Enter details and click the Save button.

1. Employee ID is automatically generated.
2. Enter First Name
3. Enter Last Name
4. Enter Middle Name (Optional)
5. Enter Nick Name (Optional)
6. Attach Photo (Optional)

NOTE: The attached photo size should not exceed 1MB

NOTE: The remaining details such as personal information, job information etc. can be entered after clicking Save or by clicking on the relevant EmployeeID on the relevant pages (For this, the particular employee should have been entered prior to entering such information).

Main Interface

When either clicking on the Employee ID of an employee already created or clicking Save when adding a new employee, you will enter the main interface of the PIM Module. The PIM Module menu is displayed below

The icon menu in the middle of the screen shows all the features for entering info in the PIM Module. This is categorised into the following areas:

• Personal
• Contact
• Emergency contact(s)
• Dependents
• Immigration
• Job
• Payments
• Report-to
• Work experience
• Education
• Skills
• Languages
• Licenses
• Memberships
• Attachments

Each category is described below.

Personal

To access personal information click on the Personal icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.5 below.

Use the action buttons Edit/Save above the Icon menu to edit and save the information.

• The Nationality box contains the nationalities which has been entered in the Admin

Module.

• The Ethnic Races box contains the nationalities which has been entered in the Admin

Module.

Contact

To access the contact information click on the Contact icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.6 below.

Use the action buttons Edit/Save above the Icon menu to edit and save the information.

Emergency Contacts

To access the emergency contact(s) information, click on the Emergency Contact(s) icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in Figure 5.7 (a) below.

Enter the information of the emergency contact and click the Save button below the fields. The emergency contact will then appear in the screen as shown in the Figure 5.7 (b) You can enter an unlimited number of emergency contacts, using the Add button.

• To edit the emergency contacts, simply click on the name, do the changes and click on the Save button.
• To delete an emergency contact click in the check box and then click on the Delete button.

Dependents

To access the dependents information click on the Dependents icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.8 below.

Enter the information of the Dependents/ Children and click the Save button below the fields. The Dependents/ Children contact will then appear bellow the fields.

• To edit the Dependents/ Children info, simply click on the name, do the changes and click on the Save button.
• To delete Dependents/ Children from the list, click in the tick box and then click on the Delete button.

Immigration

To access the immigration information click on the Immigration icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.9 below.

Select if it is either Passport or Visa in from the upper left corner, enter the information and click the Save button below the fields. The Passport / Visa information will then appear bellow the fields.

• To edit the Passport / Visa info, simply click in the Passport / Visa column, do the changes and click on the Save button.
• To delete Passport / Visa from the list, click in the tick box and then click on the Delete button.

Immigration

To access the immigration information click on the Immigration icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.9 below.

Select if it is either Passport or Visa in from the upper left corner, enter the information and click the Save button below the fields. The Passport / Visa information will then appear bellow the fields. To edit the Passport / Visa info, simply click in the Passport / Visa column, do the changes and click on the Save button. To delete Passport / Visa from the list, click in the tick box and then click on the Delete button.

Job

To access the job information click on the Job icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.10 below.

Use the action buttons Edit/Save above the Icon menu to edit and save the job information.

• Job Titles which were entered into the system by Administrator will be loaded in the drop down list
• Employment Statuses which were entered into the system by Administrator will be loaded in the drop down list
• EEO categories which were entered into the system by Administrator will be loaded in the drop down list
• Sub – division can be selected for the employee from the Company Structure information, which is displayed after clicking Browse (…) button
• The Joined Date can be selected from the calendar.

Employee Contracts

• User can select to Show/Hide Employee Contracts (contract extensions)
• Enter the contract extension start and end date and click the Save button below the fields. The contract will then appear below Assigned Contracts.
• To edit the contract info, simply click on the Contract Extension ID, do the changes and click on the Save button.
• To delete a contract from the list, click in the tick box and then click on the Delete button.

Payments

To access the payments information click on the Payments icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.11 (a) below.

Enter the information of the payment by selecting currency, entering basic salary and then clicking the Save button below the fields. The payment will then appear as shown in figure 5.11 (b)

• The minimum and maximum salary will be loaded into the system according to the selected Pay Grade.
• To edit an assigned salary, simply click on the currency type, do the changes and click on the Save button.
• To delete an assigned salary from the list, click in the tick box and then click on the Delete button.

Report-To

To access the report-to information click on the Report-to icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.12 (a) below.

• Enter the information of the Supervisor / Subordinate and click on the Save button below the fields. The Supervisor / Subordinate info will then appear as shown in the Figure 5.12 (b).
• To edit the Supervisor/Subordinate info, simply click on the Employee ID, do the changes and click on the Save button.
• To delete a Supervisor/Subordinate from the list, click in the tick box and then click on the Delete button.

Work Experience

To access the work experience information click on the Work experience icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.13 (a) below

• Enter the work experience info and click on the Save button below the fields. The work experience info will then appear as shown in the Figure 5.13 (b).
• To edit the work experience info, simply click on the Work Experience ID, do the

changes and click on the Save button. If you want to cancel the operation and add a new work experience instead, click on the Add button.

• To delete a work experience from the list, click in the tick box and then click on the

Delete button.

Education

To access the education information click on the Education icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.14 (a) below.

• Enter the information of the education and click the Save button below the fields. The education will then appear as shown in the Figure 5.14 (b).
• The education field contains the education info entered in the admin module.
• To edit the education history, simply click on the education name, do the changes and click on the Save button.
• To delete an education click in the tick box and then click on the Delete button.

Skills

To access the skills information click on the Skills icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.15 (a) below.

• Enter the skill info and click on the Save button below the fields. The skill will then appear in the list as shown in the Figure 5.15 (b).
• The Skill shall be selected from the drop down list. The list will be populated with the values, specified in the Admin Module.
• To edit the skill info, simply click on the skill name, do the changes and click on the Save button. If you want to cancel the operation and add a new skill instead, click on the Add button.
• To delete a skill from the list, click in the tick box and then click on the Delete button.

Languages

To access the language information click on the Language icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.16 (a) below.

• Enter the language info and click on the Save button below the fields. The language will then appear bellow the fields under assigned languages as shown in the figure 5.16 (b) above.
• The language field contains the languages entered in the admin module.
• To edit the language info assigned, simply click on the language name, do the changes and click on the Save button. If you want to cancel the operation and add a new language instead, click on the Add button.
• To delete a language from the list, click in the tick box and then click on the Delete button.

Licenses

To access the license information click on the Licenses icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.17 (a) below.

• Enter the license info and click on the Save button below the fields. The license will then appear in the Assigned Licenses list, as shown in the Figure 5.17 (b).
• The license field contains the licenses entered in the admin module.
• To edit a license assigned, simply click on the license name, do the changes and click on the Save button. If you want to cancel the operation and add a new license instead, click on the Add button.
• To delete a license from the list, click in the tick box and then click on the Delete button.

Memberships

To access the membership information click on the Memberships icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.18 (a) below.

• Enter the membership info and click on the Save button below the fields. The membership will then appear in the Assigned Memberships list as show in the Figure 5.18 (b).
• The ‘membership type’ and ‘membership’ fields are related and contains the membership types and memberships entered in the admin module.
• To edit a membership assigned, simply click on the membership name, do the changes and click on the Save button. If you want to cancel the operation and add a new membership instead, click on the Add button.
• To delete a membership from the list, click in the tick box and then click on the Delete button.

Attachments

To access attachments click on the Attachments icon in the icon menu in the middle of the screen. Bellow the icon menu you will then see the fields shown in figure 5.19

NOTE: The size of the attached files can not exceed 1MB.

• Select a path for the attachment, enter a description and the click on the Save button below the fields. The attachment will then appear bellow the fields under assigned attachments.
• To access an attachment simply click on the file name, and then click on the button saying show file. If you want to cancel the operation and add a new attachment instead, click on the Add button.
• To delete an attachment from the list, click in the tick box and then click on the Delete button.