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Define Geographical Locations

 

iHRIS Manage can track human resources data by four types of geographical locations. The system reports aggregate data at each level in order to analyze human resources at the national, regional, district and/or county level. 

 

 

When data with a geographical component is entered in the system, such as an employee's home address or the location of an office or facility, you are first prompted to select a country. The system then displays a list of districts within that country for selection. (The region is automatically determined by the district that is selected.) After selecting a district, the system displays a list of counties within that district. Choosing the district is required; choosing a county is not, but is useful for tracking data by the smallest geographical subset. 

 

Each office or facility in the organization is linked to a district and, optionally, a county. Each office or facility is assigned a type, which defines the category it belongs in (such as office, hospital or clinic). Positions can then be defined for each office/facility. 

 

Locations Worksheet 

 

Complete the following exercise for each country where employees are located. This will determine the geographical and office/facility data that need to be entered into the system. This exercise should be completed by an HR Manager. 

 

Country name: 

 

Currency (for employee salaries): 

 

Region names: 

 

If you are not tracking data by region, enter one country-wide region, such as "National." 

 

District/state/province names for each region: 

 

County/sector names for each district/state/province (optional): 

 

Offices/facilities in the country: 

 

Example Scenarios

 

The following examples illustrate several scenarios for setting up geographical locations and offices/facilities in the system, depending on your organization's locations and needs. 

 

1) The organization has one office and does not track data regionally. 

 

Create a country with the name of the country where the office is located. For that country, enter any meaningful name to signify the one required region, such as "National." For that region, enter the name of the district, state or province where the office is located. For that district, enter the name of the county or sector where the office is located (optional). Enter one facility type, such as "office," to categorize the office. Create an office and enter a meaningful name for the office, such as "Headquarters." Link it to the country, district and county entered. 

 

2) The organization has several offices or facilities in one country and needs to track data regionally. 

 

Create a country with the name of the country where the offices/facilities are located. Enter the names of the regions where the offices/facilities are located, or all regions in the country. Enter the names of the districts, states or provinces within each region where the offices/facilities are located, or all districts in the country. Enter the names of the counties or sectors within each district where the offices/facilities are located, or all counties in the country (optional). Enter the names of all offices or facilities, assigned to their specific district and county locations, and categorized by the specific facility types you have defined. 

 

3) The organization has several offices or facilities in several countries and may need to track data regionally for some. 

 

Create all countries where offices/facilities are located. For each country where regional data should be tracked, enter the names of the regions within that country. For each country where regional data does not need to be tracked, enter one "region," such as "National." For each defined region, enter the name of at least one district, state or province. Enter the names of counties or sectors within defined districts (optional). Enter the names of all offices or facilities, assigned to their specific country, district and county locations, and categorized by the specific facility types you have defined. 

 

4) The organization has only office but has personnel assigned to work in several different geographical locations. 

 

Create all countries where employees are located. For each country, enter the name of at least one region; if regional data does need to be tracked, enter a meaningful name for one region per country, such as "National." For each region, enter the names of all districts, states or provinces where employees are located. Enter the name of counties or sectors where employees are located within defined districts (optional). Configure the system to globally turn off the offices/facilities feature; all positions will be linked to a geographical location instead. (Requires customization by a programmer.) 

 

Actions: When you have completed this worksheet, enter into the system, in the following order: