OrangeHRM 2.2
From OrangeHRM
Personas and Goals
Carol
Carol is an HR Manager at XYZ Inc., a 250 employee <ABC> firm. She takes her work b50 seriously and understands the responsibilities. She's 38 and a mother of 2 kids. She values her family life as well and likes to spend time with her husband and kids. She likes to work hard but don't like working late or taking work home. Carol wants to complete her work for the day before she leaves home and likes to leave work on time with a clear mind.
Carol has been working with computers for years. Although she's comfortable with using wordprocessors and and getting basic tasks done in quick time she does not have much technical understanding and is not comfortable working with new software applications as she finds most of them difficult to learn. She hardly ever reads a user manual and this does not help either.
Carol like to be focused when she works. However, she often gets disturbed by the phone when employees call her to ask for HR related information. This disturbs her work and she would like to provide the employees some means of getting their HR related work done without going through her in all situations. One of her main cocerns is the the complaints she gets about salaries not being paid on time or not paying accurate amounts. This has been due to the time and attendance information being manually entered into the payroll software which usually results in delays and inaccuracies.
Sergei Ivanov
Sergei, 40 is a System Administrator at XYZ Inc. He's devoted to his work and the organization but has always been a rebel. He does not like to follow processes and protocols and like to do his work his own way. He does not like spending time on meetings and other formalities unless he feels it adds some value to him and the company. He also likes to work his own time and does not like the requirement to sign the register in the morning. This makes him feel being micro managed. Sometimes he works late and gets late to come to work in the morning. He does not like to work shifts as his work is quite unpredictable and he's willing to stay late if there an urgent crisis to resolve. One of the main reasons he liked working at XYZ Inc. is the flexible working hours it had that suited him.
Linda Williams
Linda, 50 works as an accountant. She is used to manual book keeping and found it hard to adapt to using software. However, after spending a lot of time she is now comfortable with the software she uses regularly. She does not use a computer at home and believes technology has made things more complex. She's quite looking forward to her retirement and a quiet life at home away from computers and email.
Paul
Paul, 45 is a Project Manager and manges multiple projects. He has many employees reporting to him and sometimes finds it overwhelming to keep track of all his activities. He has the habit of taking work home and this has resulted him spending less time with his wife and kids. He feels he needs to be more o b50 rganized and be in control of his work.
Scenarios
HR Admin view timesheets per employee per pay period and approves/rejects time sheets.
Carol got a phone call from Paul in the morning that he will not be able to come to work as he was sick. He was also having some problems with accessing Internet from home. Paul told Carol that he is yet to approve the timesheets for 3 of the employees that report to him and wanted Carol to approve these for him as the payroll calculations were supposed to start that day.
Paul wanted Carol to view last week's time sheets for Garry, Anne and John. Carol logged into OrangeHRM and searched and accessed Garry's time sheet records page and selected the last week's time sheet. She was able to see the time he had spent on each project on each day in the time sheet and it's status was shown as Pending Approval. Carol walked Paul through the time sheet and Paul found no issues with is and asked Carol to approve the time sheet on behalf of Paul. She approved the time sheet for Garry and followed the same process for the others.
HR Admin Defines Pay Periods; Assigns Pay Periods to Employees; Defines time sheet submission periods; Defines pay rates; Defines Projects / Customers
YZ Inc. just started a new division overseas with only 4 new employees. Initially most of the employees would be working part time without having fixed shifts. They were to submit their timesheets weekly and would also be paid weekly. This was different from rest of the company where all other employees were paid monthly.
Carol had to define these new rules in OrangeHRM. She defined a new pay period as 'Division A - Weekly' and select weekly as its frequency. She also selected the pay period start and end dates as Sunday and Saturday respectively as the employees were part time and were expected to work from home. Carol assigned the new pay period 'Division A - Weekly' to the 4 new employees whose data had been previously entered by her assistant. She then thought of assigning the already defined weekly timesheet option that was used by the rest of the company but later realized that there a week was defined from Monday to Friday which did not satisfy the new requirement. Therefore, Carol decided to create a new time sheet submission period as 'Extended Weekly' and defined a week to be from Sunday to Friday. Then she assigned the 'Extended Weekly' time sheet submission period for the 4 new employees.
Division A's first project was from customer ABC and was called 'EFG'. Carol added the company name and project name to OrangeHRM such that employees could select them when entering their time information.
(Do we really need to define the pay periods?)
Supervisor views, approves/rejects employee timesheet
Paul felt better the next day and decided to report to work. It was the first day of the new b50
overseas operations and Paul was given the responsibility of managing the project 'EFG' remotely. He had communicated the assignments for the first week over email and wanted to see whether any work has been done. He logged into OrangeHRM and immediately noticed that he there were 4 timesheets that were pending his approval. Paul realized that business has closed at Division A for the day and all 4 employees have submitted their timesheets for his approval. All seemed to have spent a full day at work and this should be sufficient make some progress on the first few reports. Paul checked his email and noticed that they have sent draft versions of the reports for his review. He was satsified with the progress with the time logged and approved the 4 time sheets in OrangeHRM.
Project Manager views project time sheet
One of Paul's teams have completed a major project and Paul wanted to calculate the total project cost. So he wanted to first calculate the total effort put on the project by everybody involved. Paul logged into OrangeHRM and selected the project name, selected the time range and executed the option to generate a timesheet. He was happy to see all the information he needed displayed on a project time sheet that included number of hours spent on the project by each individual.
In addition to the time spent by others he could also see how much of his management effort had gone into this project. Paul was happy that since the introduction of OrangeHRM to the company he has been able to do these routine tasks faster and spend more time on important activities.
Employee Updates Time
It was a big day for Sergei. He had a major product upgrade to perform and it there was a soccer match that he wanted to watch. He had to do the upgrade during off peak hours so he came to work in the afternoon. He was thinking about a way in which he could achieve both. He came to work in the afternoon and started reading the material for the upgrade. By 6:30 in the evening most employees had left the company and all records were updated for the day. Sergie started the back up process which he knew would take a couple of hours to complete. He made sure that the back up was happening properly before he decided to head towards the close by pub to watch the soccer match on TV. Before he left upadated his timesheet in OrangeHRM with the time spent so far as he could forget that later.
The match was a disappointment as his team lost. However, he was glad to see the back up completed when he returned to work. This time he updated OrangeHRM with start time and start working on the upgrade process. He worked without a break and it was early morning when he finished the job. He was satisfied that the everything had gone smoothly. He updated his timesheet in OrangeHRM with the end time. He saw that he had put in more than 8 hours worth of effort 5a8 and was thinking of taking the following day (Friday) a little easy as he did not have any pressing tasks.
Employee Submits Time Sheet
Sergei reported to work late on Friday as he had spent the night at work. Friday was a quiet day and he spent his time coming up with a harware architecture for a new project. He completed his work for the day at 6:00pm; updated his time in OrangeHRM. He reviewed the time sheet before he submitted and noticed that he had not entered any time for Tuesday. Sergei remembered that he was at a client's site on that day and had forgotten to update his time. He updated the time sheet with what he could remember. Having taken one final look and feeling satisfied with the contents, he submitted the timesheet and headed toward the pub looking forward to some fun and a good weekend. He was happy that he had a productive week and based on OrangeHRM had put the more than the required number of hours while working flexible hours.
Employee Views Time Sheet
Sergei received a phone call from Paul requesting him to submit the time sheet for the week before last. Sergei suddenly remembered that he had to take a day off on Friday that week as he was sick and forgot to submit the time sheet. He logged into OrangeHRM and selected to view his past time sheets and saw that the time sheet mentioned had the state 'not submitted. He quickly opened the timesheet which already had data for the first b50
4 days. The data looked ok and did not need any change so he submitted the timesheet for approval.
Export Time Sheets in XR-XML
It was close to the end of the month and Linda had the additional responsibility of running the payroll. She logged into OrangeHRM and selected a batch of employees whose payroll she was about to run and exported thier time and attendance data using the OrangeHRM. The data was exported to a file which was in a format she did not understand but she had learnt that the format was called HR-XML and is fast becoming a widely accepted standard for data import and export. The payroll application had a feature to import time and attendance data using HR-XML. She specified the location of the exported file and loaded time and attendance data into the payroll application. She was happy that she no longer had to manually enter this information as she used to.
Design Constraints
(1) OrangeHRM will support Expense Tracking in near future. In HR-XML the same schema is used for both time tracking and expense tracking. Therefore, in OrangeHRM we need to consider the possibility of sharing the same table for these 2.
(2) Based on the definition of HR-XML a leave taken is a time event in a time sheet. We have to consider capturing a leave taken in the table for the time sheet in future. This can be used as the means of integrating leave and time
