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System Functions in Summary
The following system functions are supported by Version 2.0 of iHRIS Manage.
System administration functions
Install and configure system: The System Administrator installs the system files and accesses the configuration screen to set global system options, install and turn on modules, and set options for modules.
Set up user accounts: The System Administrator creates password-protected user accounts for all authorized users of the system and assigns each user a role. If the user information changes, the System Administrator updates the user account. If the user no longer has access to the system, the System Administrator disables the user account.
Database management functions
Set up standard data lists: The HR Manager determines which specific data items to track and report on in the system, and updates lists to include those items. These include:
- Education types, such as high school, college, university and post-graduate
- Degrees, such as diploma, bachelor's degree, master's degree and certificate
- Competency types, broad categories of employee skills and qualifications
- Competencies, specific skills and qualifications under each competency type
- Languages in which employees have speaking and writing skills
- Identification types, such as passport, drivers' license and national health identification card
- Benefit types, such as allowance, relocation and travel advance
- Marital status types, such as single, married, divorced and widowed
- Reasons for departure, to track why employees are leaving the organization
- Facility types, to categorize physical locations, such as office, hospital and clinic
- Offices and facilities where the organization has employees
- Departments into which employees are organized, such as human resources, accounting and information technology
- Geographical locations, including countries; regions; districts, states and provinces; and counties and sectors
- Currencies in which salaries and benefits are paid
Position management functions
Set up job structure: The HR Manager creates a job structure to match the organizational structure that includes the following elements:
- Cadres for classifying types of health workers (optional)
- Job classifications, broad categories of jobs (optional)
- Salary grades, for assigning jobs to salary bands (optional)
- Salary sources from which salaries and benefits are paid (optional)
- Position types, for classifying positions as permanent, temporary, consultant, etc. (optional)
- Jobs that are standardized within the organization and include a generic title, job code and job description
Create positions: HR Staff or the HR Manager creates positions that exist in the organization. Each position is linked to a job, and there may be several positions for each generic job. A position is filled by one employee and represents one spot on the organizational chart. Positions marked as "open" are available to be filled by an existing employee or job applicant.
Create position list: HR Staff, the HR Manager or any Executive Manager generates a list of all positions, which can be filtered to show only open positions and how long they have been open.
Applicant management functions
Add applicant: When a person applies for an open position at the organization, HR Staff add the applicant as a record in the system with the applicant's name, nationality, geographical area of residence and supporting information, including the following:
- Identifications, such as driver's license number, passport number or other required identifications
- Contact information, including personal and work contacts
- Standard application form that lists the applicant's qualifications as well as answers to common job application questions
- Employment history of all past employers, positions, job responsibilities and salary
- Educational history of all educational institutions attended, degrees attained and dates of graduation
Note that current employees may also apply for open positions.
Review applications: HR Staff, the HR Manager and Executive Managers review the applications for an open position and record notes about each applicant such as the following:
- Interview notes, including the dates of interviews, the people who attended the interviews and comments about the interview
- Decision notes, such as the decision whether to hire the person for the position and notes about the decision
Make job offer: Once an applicant has been hired to fill an open position, HR Staff convert the applicant to an employee and assign the position to the person.
Employment management functions
Add employee: At any time, HR Staff can add a person to the system as an employee. This includes recording the employee's name, nationality and geographical area of residence, as well as the following information:
- Position the employee fills in the organization, including the employee's starting date and salary
- Identifications, such as driver's license number, passport number or other required identifications
- Demographic information, including the employee's marital status, date of birth, gender and number of dependents
- Contact information, including personal, work, emergency and other contacts
- Skills and qualifications, such as competencies and language skills
- Special payments, such as a benefit, allowance or other one-time or recurring payment that is separate from the employee's salary
In addition, the employee's educational and employment history may be recorded as for a job application, and the employee may be listed as an applicant for any open position in the organization.
Manage established employees: HR Staff record any updates or changes to an employee's information when they occur, including the following:
- Change in position, such as a promotion or transfer, with accompanying salary changes; the employee's previous positions are retained in the position history
- Termination of employment when the employee leaves the organization, including the end date and reason for departure
- Updates to any employee information, such as a change in name, address or marital status
- Salary changes not tied to a position change, such as raises or annual increases; the employee's previous salaries are retained in the salary history
- Notes about the employee, which are retained in a log organized by the date of the note
Review history of name changes, position changes, salary changes and notes at any time
Search
HR Staff, HR Managers and Executive Managers can search the system for employee and applicant records. They may then review a person's record on the screen or print a copy.
Reporting
HR Staff, HR Managers and Executive Managers may generate various types of reports to analyze the employee data entered in the system. These reports include:
- Staff lists and directories, filtered by various criteria; for example, a directory of work contacts, an emergency contact list and an employee salary list can all be generated
- Office and facility lists, with contact information for each office or facility in the organization
- Statistical charts to aggregate data by various criteria and display them in a graphical view