SimpleHRM_V2.0_User Manual
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SimpleHRM is designed to help you to streamline your employee resources and improve inner workings of your
organization, by providing your HR staff to deliver a fast and effective HRM solut ion. The module based architecture is the
highly advanced features of software development to enhance the HRM functionality with improved and highly user friendly
interface. Some of the core features of SimpleHRM include,
Administration
Personal Information Management
Leave Management
Travel Management
Task Management
Benefit management
File and Document Management
Employee Self Service
Report and Statistics
Dashboard Module
The Dashboard module provides informat ion about Reminders, Recent Act ivities and Quick Actions.
Employee Info Module
The Employee Info module maintain a ll the employee related informat ion such as employee’s personal information,
salary details, employee benefits details, assigned company properties. Informat ion captured in this module is utilized by all
other modules, thus eliminat ing data redundancy.
Leave Module
Leave module automates the HR administrative tasks of recording leave and controlling these against leave policies
defined in the HR system. This module provides flexibility in a llowing you to define various types of Leave, including Annual
Leave, Sick Leave, Travel Leave etc. These web-enabled and self-service concepts signif icantly streamline a ll leave re lated
procedures, eliminate paperwork and save costs.
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Travel Module
Travel module automates the tour and travel management records of employee in the best mode. The employees are
given the flexibility to submit travel deta ils and view tour details as and when they required. The managers may approve or
reject travel requests submitted by their subordinates within the system immediate ly, thus reducing the t ime taken to
approval/rejection of submitted travel request.
Task module
Task module automates the daily task report ing mechanism of an employee. The employees are given flexibility to
submit task details da ily. The administrator can able track the task details of the employee.
Settings Module
All the base settings of company and application have been updated in this setting module. These are,
Company Basic Informat ion, Divis ion, Department, Team, Job Tit les
Create the User, Access control(Roles)
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Administration Module
Administration module provides you with full control of all the company HR related settings such as List of Benefits,
Company propert ies, Not ifications for the action in the HRM applicat ion to the authorit ies and creates the reminders.
Reports Module
This report module produces easy to use reports to meet your needs. Also the graphical plott ing report provides the
more advanced reporting features for HR.
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Login Information
SimpleHRM comes with an improved and highly user friendly interface.
Open your browser and enter the URL for SimpleHRM e.g.
http://10.0.0.1(System IP address)/
Enter the Username and Password that you provide during the insta llation
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Once you successfully logged in you should be redirect into Welcome / Dashboard page
Changing your password:
Your password can be changed at anytime. Click on “Modify Profile” link on the top r ight hand side as shown in the
figure.
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To Change your login password:
Enter your current password next to “Old password”
Then enter your New password you intend to use next to “New password”
Re-enter your New password next to “Confirm password”
Logging Out
To log out of the system you can click on the “Logout” link.
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Dashboard Module
The Dashboard module provides informat ion about Reminders, Recent Act ivities and Quick Actions.
Recently added or modified employees:
Recently added employee – List of recent ly added employee in the system
Recently modified employee – List of employee for which the employee informat ion has been
modified
Reminders:
Leave request from – Applied leave request from the employee for manager’s
approval/rejection
Reminders – Provide the reminder for which the action we need to take
Quick Actions: Provide the easy quick link for the following actions
Add a new employee – To add a new employee
List employees – To view the list of employee
Manage benefits – To manage the employee benefits
Manage leaves – To manage the leave types of the company
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Administration and Settings Module
The Admin user (Administrator) has the permission to access the Administration Module and Settings module.
Company Structure creation, Master data for company HR Management act ivities can be created/updated by these modules.
To create the company structure and master data for the company HR Management act ivities followings features of
Administration module and Settings modules are used.
Company Informat ion
Divis ion
Department
Job Titles
Benefits
Company Propert ies
HR Forms
To create the application configuration and users settings the following features are used.
Modules
Roles
Users
Reminders
Notificat ions
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Company Information
Company basic informat ion and contact information can be defined here.
To edit the company information click “Edit ” with the reference of the below picture and enter the following details,
Company name - Name of the Company
Company logo - Upload the image of your company logo
Company address - Enter the Address Details
Tax ID - Enter the Tax ID
Facebook ID - Enter the Facebook pages URL
Twitter ID - Enter the Twitter account URL
Linkedin ID - Enter the LinkedIn ID URL
HQ time zone - Select the t ime zone of the company located
Currency - Select the currency details
And then click “Save” to update the company informat ion.
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Division
Company have a mult iple entity, we can refer an entity as a division. Click on “Divis ion” menu from the Settings
module you can redirect to Divis ions list v iew
To edit the existing divis ion click the icon from the part icular divis ion list
To delete the ex isting division click the icon from the particular division list
To add the Division click “Add” button and enter the following informat ion
Divis ion - Name of the Divis ion
Notes - Reference Notes about the divis ion
And then click “Add” to save the information
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Department
A department is a part of a company with a specific responsibility. Click on “Department” menu from the Settings
module you can redirect to Departments list view.
To edit the existing department click the icon from the particular department list
To delete the ex isting department click the icon from the particular department list
To add the department click “Add” button and enter the following informat ion
Divis ion Name - Select the Div ision which the particular department belongs to
Department Name - Name of the Department
Notes - Reference Notes about the department
And then click “Add” to save the information
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Team
Team Management is one of the core functionality of an organizat ion. This feature provides better team
management. Click on “Team” menu from the Settings module you can redirect to Teams list v iew of the company.
To edit the existing Team click the icon from the particular Team list
To delete the ex isting Team click the icon from the particular Team list
To add the click “Add” button and enter the following information
Divis ion Name - Select the Div ision which the particular Job t itle belongs to
Department Name - Select the Department which the particular Job tit le be longs to
Team Name - Name of the Team
Notes - Reference Notes about the Team
And then click “Add” to save the information
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Job titles
Job title defines the Job Role / Designation of an employee. Click on “Job titles” menu from the Settings module,
you can redirect to Job titles list view of the company.
To edit the existing Job title click the icon from the part icular Job title list
To delete the ex isting Job t itle click the icon from the part icular Job title list
To add the click “Add” button and enter the following information
Divis ion Name - Select the Div ision which the particular Job t itle belongs to
Department Name - Select the Department which the particular Job tit le be longs to
Team Name - Select the Team which the part icular Job title be longs to
Job Title - Name of the job title
Notes - Reference Notes about the Job title
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And then click “Add” to save the information
Benefit
The benefits offer by the company to the employee has been managed by this module. Click on “Benef it” menu from
the Administration Module, you can redirect to Benefits list view of the company.
To edit the Benef it click the icon from the particular Benefits list
To delete the Benefit click the icon from the part icular Benefits list
To add the Benefit, you enter the name of the benefit in the Benefit Name f ield and the click “Add”.
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Company Properties
Property Type List of the company has been maintained in this provision. Click on “Company Properties” menu from
the Administration Module.
To edit the Benef it click the icon from the particular Benefits list
To delete the Benefit click the icon from the part icular Benefits list
To add the click “Add” button and enter the following information
Property Type - Name of the Property type
Property Description - Descript ion about the property
And then click “Save” to add the property of the company
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HR Forms
Company related documents and forms are uploaded into this application by using HR forms. And you can download
the documents at anytime that you want. Click on “HR Forms” menu from the Settings module you can view the list of forms
or documents stored into this application.
To download the document click the icon from the part icular HR Forms list
To edit the document click the icon from the particular HR Forms list
To delete the ex isting document click the icon from the part icular HR Forms list
To add the click “Add” button and enter the following information
Form Name - Name of the Document that you want to upload
File - Browse and Select the file
And then click “Add” to save / upload the file into the application
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Notification
Notificat ion is used to establish an automat ic email communication with the administrator of the application when the
particular action takes place such as,
An Employee is added - When new employee is added
An Employee is modified - When modify the employee’s personal informat ion
An employee is removed - When employee is removed
Employee birthday - Remind about the employee birthday
Employee contract ending - When employee contract is ending
If you enable any option above the email is communicated with the administrator when the event is occurr ing. And
also we can send the copy of this email notification to any of other user employee of the company.
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Reminder
Reminder option is used to remind about the event in the dashboard screen. Click the “Reminder” menu from the
Administration Module.
To edit the Benef it click the icon from the particular Benefits list
To delete the Benefit click the icon from the part icular Benefits list
To close / open the reminder option click the link “close (or) open”
To add the click “Add” button and enter the following information
Please remind me to - Describe about the message to remind
Date - Date for the reminder
Time - Time for the reminder
Recurring - Select the recurring option from the list
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Role
Role defines the accessibility of the application. Click the “Role” menu from the settings Module you can view the list
of defined role in the company
To edit the existing role click the icon from the part icular Roles list
To delete the ex isting role click the icon from the particular Roles list
To add the click “Add” button and enter the following information
Role Name - Name of the role
Role Description - Descript ion about the role for the reference of roles accessibility
And then click “Save” to add Roles
After add a new role, assign the module feature to the particular role to provide the control over the use of role.
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Assign module feature to Role
To assign the module feature to the role, Select the module and enable the required features and then click “save”
Users
Users are the persons of the company who have the permission to do any of the HR re lated administrative task.
There is no restriction in number of users. Click the Users menu from the Settings module you can view the list of users
present in the company.
To edit the existing role click the icon from the part icular Roles list
To delete the ex isting role click the icon from the particular Roles list
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To add the click “Add” button and enter the following information
Username - Username must be an email address of the user
Password - password should be more than 6 character
Role Name - Select the role that should control the accessibility of the module
Isactive - Enable to active the user accounts
Click “Save” to store the new user informat ion in the database.
Modules
Modules are the methodology that we follow to segregate the functionality of the HR Management. Click the modules
menu from the Settings module you can v iew the list of modules present in the application.
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To edit the existing module name click the icon from the part icular Modules list
To delete the ex isting module name click the icon from the particular Modules list
To add the click “Add” button and enter the following information
Module Name - Name of the Module
Module value - Name of the value to the module
Isactive - Enable the module to be active
Click “Save” to add the new module.
To add the features click on the name of the module, you can redirect to the view page of the module features
To add the module features click “Add” button and enter the following information
Feature Name - Name of the feature
Feature Value - Name of the feature value
Iswriteaccess - Enable to provide the write access to the module folder
Click on “save” to add the module feature.
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Personal Information Management
This module is used to maintain all employees in a given company, including personal informat ion, job details,
emergency contacts, etc. A CV can a lso be assigned to the employee. This is the most important (and beneficial) module of
SimpleHRM which includes the features of define an employee, search an employee, Terminate an employee, Define a
eligibility for rehire for the terminated employee, Remove an employee.
Employee Info Module
The Employee Info module is the core module to maintain all the employee related information such as employee’s
personal information, emergency contact, salary details, employee benef its details, assigned company propert ies. Information
captured in this module is utilized by a ll other modules, thus eliminat ing data redundancy.
Lists the all employee into Employee Info module, you can view the details of a particular employee by clicking on
the employee’s name
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To delete an employee entry click on the checkbox next to part icular entry and press “Delete”
Multiple se lections can be deleted simultaneously
Add Employee
To add an employee click on “Add” button from the Employee List screen and enter the required fie ld in the add
employee screen.
Personal Details:
Once you click the “Add” button in the Employee List screen, you will redirect to enter the employee personal details
as shown in the following picture and click “Proceed”.
The personal details screen has the f ields as follows,
First Name - First Name of the Employee should be mandatory
Middle Name - Enter the Middle Name
Last Name - Enter the Last Name
Date of Birth - Select the Date by click on the required fie ld
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Nationality - Select from the drop down
Gender - Select the gender
SSN - Social Security Number
Contact Details
After entering personal details, you should enter employee’s contact details which are,
Address
Work Phone
Mobile Phone
Work E-mail address
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Job:
After complete the contact details, you should enter the job detai ls which are,
Divis ion
Department
Team
Job Title
Employment Status
Date of Joining
Salary
Once you completed a ll these entry then click “Save” to add the employee.
To add a photo, Emergency contact, Benefits, Company properties, you need to click the par ticular employee from the
Employee List.
You can a lso add a picture of the employee. To add a picture click on “Browse” and se lect the picture from the relevant path
and click “Open”.
Please note that the maximum file size of the picture cannot exceed “100” Kilobyte (KB) and picture should be in “.jpg”, “.gif”
and “.jpeg” f ile format.
And fina lly you click “save” to finish the employee entry.
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To add an Emergency contact:
Contact details of an employee which will be needed during an emergency can be entered here. To create a contact
you need to enter;
Name
Relation
Address
Mobile Phone
Enter the details and click “Save” to save the emergency contact of an employee
To view the salary History
Click the “SALARY” tab in the employee detailed view page will be shown the employee sa lary history details.
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Benefits
Click on the “Benef its” tab in the employee detailed view page will be shown to assign the benefits for the employee.
Now enter the informat ion to assign the benefits to the employee
Benefit
Coverage
Eligibility
Date
Notes
Then the assigned benefits to the employee have been shown as follows.
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Company Properties
To add the benefits to employee click the “Add” from the Company Properties screen in the employee detailed view
page and enter the following informat ion.
Property Type - Select the property type from the list
Property Name - Enter the Name of the property
Serial Number - Enter the seria l number of the selected property
After entering a ll the deta ils and notes click the “Save” to add the company property to the employee
Then the List of added company properties to the employee have been shown as follows
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Leave Management
Leave module with extensive possibilities of def ining leave types and to track the leave request from the employee.
When logged in, each employee can request a leave and this request are sent to the administrator via email. The functionality
of the leave module differs depending on the rights of the user. The Leave module will be described from the perspect ive of
an Administrator and Employee.
The Administrator can:
Define Leave Types
View Leave summary for each employee
Manage the leave request
The Employee can:
Apply for the Leave
View the personal leave summary
Define Leave type
Leave Type have been defined by the administrator. To add / define a leave type of the company, enter the Leave
type name and click “Add” button as shown in the picture
Then the defined leave type has been shown as follows
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Apply for Leave
All the employee can apply leave from this opt ion. To apply the leave click the “Leave Apply” opt ion under Leave
menu and enter following details the details,
Leave Type - Type of the leave that you are going to apply from the list
Date - Select the From date & To date from the date selector
Working Days - Automatica lly calculated by the system
Note - notes regarding your leave request / Deta iled explanation to get the approval for the requested
leave
Personal Leave Summary
Personal leave summary provides the list of requested leave by part icular employee logged in.
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Manage Leave
Administrator can v iew the list of leave request from the employee to get the approval in the dashboard itself. To
manage the leave request enter into employee page, from that you can see the “Leave Request” link. Click that same and
change the status.
The Statuses are,
Pending
Approved
Rejected
Travel Management
Travel module with extensive possibilities of defining travel types, travel mode and to track the travel request from
the employee. When logged in, each employee can request a travel and this request are sent to the administrator via email.
The functionality of the travel module differs depending on the rights of the user. The Travel module will be described from
the perspective of an Administrator and Employee
The Administrator can:
Define Travel Mode, Travel Type
Manage the Travel request
View Travel summary for all the employee
The Employee can:
Apply for the Travel
View the personal travel summary
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Define Travel Mode
Travel mode has been defined by the administrator.
To edit the Travel mode click the icon from the particular Travel mode list
To delete the Travel mode click the icon from the particular Travel mode list
To add the Travel mode, you enter the name of the travel mode in the travel mode name f ield and the click “Add”.
Define Travel type
Travel type has been defined by the administrator.
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To edit the Travel type click the icon from the particular Travel type list
To delete the Travel type click the icon from the part icular Travel type list
To add the Travel type, you enter the name of the Travel type in the Travel type Name field and the click “Add”
Apply for Travel
All employees can apply travel request from this opt ion. To apply the travel click the “Travel Apply ” menu from the
travel module and enter following details,
Travel Type - Select the Travel type from the list
Travel Mode - Select the Travel mode from the list
Date - Select the From date & To date from the date selector
From Location - Enter the location that you are going to get travel from
To Location - Enter the location that you are going to get travel to
Note - Notes regarding your travel request / Detailed explanation to get the approval for the requested
travel
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Personal Travel Summary
Personal travel summary provides the list of requested travel by part icular employee logged in.
Manage Travel Request
Administrator can view the list of travel request from the employee to get the approval in the dashboard itself. To
manage the travel request click the “Travel Request” menu from the travel module. Click that travel request and change the
status.
The Statuses are,
Pending
Approved
Rejected
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Task Management
Task management is used to managing da ily reporting management of an employee. The features of Task
Management includes,
Employee Can:
An employee can able to add task once in a day
Able to modify the task
Administrator Can:
Able to track the task report of all the employee
Able to see the task created date and modified date
Add Task
An employee can able to reporting to the administrator about the task of the day through this module.
To add the task
After the employee add the task, the task has been listed as follows,
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To edit the Benef it click the icon from the particular Benefits list
To track the task details of the employee by Administrator
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Reports
This report module produces easy to use reports to meet your needs. Also the graphical plotting report provides the more
advanced reporting features for HR. Totally ten reports are available in the applicat ion.
Age Profile
Company properties
Employee Salary
Employment Status
Gender Profile
Joining Dates
Leave Summary
Phone numbers
Travel Summary
Upcoming birthday
Sample reports are as follows,
Gender Profile
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Joining Dates