1.1. Employee Details

1.1. Employee Details

1. Employee Details

This section is guide you on how to migrate employee details and how to verify employee details. After data migration is complete, there is a must to have data verification process in place to check the accuracy of data. iWoWHR provides different reports for data verification purpose. 

How to migrate employee details?

  1. Download the Employee template file as per attached or download at Home -> HRIS -> General Main -> Employee List -> Click on Export button -> Click on Download Data button.
  2. Open the Employee_template file with Excel (default) - for Microsoft Excel 2003 & above.
  3. Fill data for each column and further explanation for each column as below:

Column Name

Description

Remarks

EMPLOYEE NUMBER

Employee Identified Number

Compulsory. (Refer Tips 1 to format column into text.)

EMPLOYEE NAME

Employee Name

Compulsory.

EMAIL ADDRESS

Employee Email Address

Compulsory for ESS module and Optional for non-ESS module.

IS EMAIL ADDRESS VIRTUAL?

Email Address Valid for Email Sending?

Compulsory. Default as "N". If the email address stated is not the actual email address, it shall be update as "Y" and alternate email shall be the actual email address.

ALTERNATE EMAIL

Alternate Email Address

Optional.

FIRST NAME

First Name of Employee

Optional.

MIDDLE NAME

Middle Name of Employee

Optional.

LAST NAME

Surname Name of Employee

Optional.

ASIAN NAME

Chinese Name of Employee

Optional.

NICK NAME

Nick Name of Employee

Optional.

NAME TITLE

Mr., Miss or Mrs.

Optional.

DATE OF BIRTH

Date of Birth

Compulsory. Date format in dd/MMM/yyyy. (E.g: 14/Aug/1985)

PLACE OF BIRTH

Birth Place

Optional.

ORIGIN COUNTRY DESCRIPTION

Origin Country From

Optional. Select from list.

NEW IC NUMBER

New IC Number

Compulsory.

OLD IC NUMBER

Old IC Number

Optional.

IC COLOR DESCRIPTION

IC Color

Optional. Select from list.

IMMIGRATION NUMBER

Immigration Number

Optional.

IMMIGRATION EXPIRY DATE

Immigration Expiry Date

Optional. Date format in dd/MMM/yyyy.

PASSPORT NUMBER

Passport Number

Optional.

PASSPORT EXPIRY DATE

Passport Expiry Date

Optional. Date format in dd/MMM/yyyy.

GENDER DESCRIPTION

Employee Gender

Compulsory. Select from list.

RACE DESCRIPTION

Employee Race

Compulsory. Select from list.

BLOOD TYPE

Blood Type

Optional.

TAX BRANCH DESCRIPTION

Employee Register Under Which Tax Branch?

Optional.

EMPLOYEE INCOME TAX NUMBER

Employee Income Tax Number

Compulsory for Payroll Module. Optional for others.

TAX COMPULSORY ID ENUM

Employee Income Tax Compulsory ID Type

Compulsory for Payroll Module. Select from list.

EMPLOYEE EPF NUMBER

Employee EPF Number

Compulsory for Payroll Module. Optional for others.

EPF COMPULSORY ID ENUM

Employee EPF Compulsory ID Type

Compulsory for Payroll Module. Select from list.

EMPLOYEE EPF INITIAL

Employee EPF Number Initial

Optional.

EMPLOYEE SOCSO NUMBER

Employee Socso Number

Compulsory for Payroll Module. Optional for others.

SOCSO COMPULSORY ID ENUM

Employee Socso Compulsory ID Type.

Compulsory for Payroll Module. Select from list. Default as "New IC No".

EMPLOYEE SOCSO INITIAL

Employee Socso Number Initial

Optional.

EMPLOYEE TABUNG HAJI NUMBER

Employee Tabung Haji Number

Optional.

NK NUMBER

 

Ignore this column.

EMPLOYEE ASN NUMBER

Employee Amanah Saham Nasional Number

Optional.

COMPANY INCOME TAX NUMBER

 

Ignore.

COMPANY EPF NUMBER

 

Ignore.

COMPANY SOCSO NUMBER

 

Ignore.

WORK PASS NUMBER

Work Permit Number

Optional.

WORK PASS EXPIRY DATE

Work Permit Expiry Date

OptionalESS?

Allow Login As Employee?

Default as "Y".

ROLE

Define the employee access role to the system.

Compulsory.

ESS ACCESS EXPIRED DATE

 

Ignore.

ESS EMPLOYEE ACCESS LEVEL CODE

 

Ignore.
         
         4.  Save the migration file as per default Microsoft Excel (*.xls/.xlsx) format.
         5.  Click Import button -> Click Browse button to search for the file your saved file -> Click  Upload button to import the Employee  
              details.

Tips

  1. If the Employee Number as 0004, please format Employee Number column to Text format.

 

 2. It is allow to have multiple uploads as the system will overwrite the data with latest upload. 

How to verify employee details?

  1. Go to Home -> HRIS -> Standard Report -> Employee Master.
  2. Click on Generate button. 
  3. Employee Master report consists of Employee Personal Details, Contact Details, Salary Details, Job Group, Progression Details & Spouse Details.
  4. User able to generate Employee Master Report for cross-check after the migration of Career Progression, Salary Details & Family (Spouse) Details. 


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