4. FAQ for e-HRIS

4. FAQ for e-HRIS

1. I have created a new employee record, but why can't I find the newly created Employee under the Employee List? 
    • By default, the Employee List only display Employee with the status 'Active'. You can filter the list to include 'All' Employee to see the new Employee 


    • To change Employee status to 'Active', update Employee's Career Progression status by going to Home -> HRIS -> Employee List, click on the 'Edit' button on an employee record, then 'HRIS' tab -> 'Career Progression' tab 


2. Why can't I find the active Employee using the Advanced Search function? 

    • Check the 'Smart Filter' column. After you have used the Advanced Search function, the system will save the cache of your previous search criteria. Your subsequent search might still be using the setting that were saved in the previous cache.
    • To clear the previous cache, just click on the 'Clear' button to clear the cache.

      

3. My company does not have any subsidiaries, can I create a Company only without an Organization? 

  • No, you will still need to create an Organization first, then only you are able to create your Company.
  • The system is designed and managed in this two-tier way, ie Organization at the first level and second level is Company. This way enable more flexibility and expend-ability. 
  • If your company grows and venture into another business, it will be very easy for you to set up another subsidiary and easily copy the setting and even record to the new Company

4. I accidentally created a new Company under a wrong Organization, what should I do now? 

  • You can easily move the new Company to the right Organization anytime 
  • First, go to System -> 'Organization Setup' tab -> Organization -> 'Company' tab, you will see the screen below

      

  • Under the 'Organization' column, click on the drop down list, change the existing Organization to the new Organization that you want to switch to, then click 'Move Company' button on the top left.

5. What is Job Group? 

  • What Job Group means in the system is similar to 'category' in layman term
  • For any organization, there will be different function, job and department to be conducted by Employee. It is important to categorize them in different category (or 'Job Group' as defined by the system), such as using Department of Marketing to refer to group of people performing similar task, or Senior Manager to refer to Employee with certain level of experience and ability, et cetera. 
  • All of the above (Department, Senior Manager, etc) can be set up in the system by creating Job Group. You can create a Job Group of 'Department', then under this Job Group, you can create different type of Departments, such as Marketing, Finance, Sales, et cetera.
  • First, go to Home -> HRIS -> 'Setting' tab -> Job Group Setting
      
 
6. What is the difference between Organization Job Group and Company Job Group? 
  • The purpose of Job Group for both Organization and Company is the same, namely it is similar to 'category' in layman term 
  • However, at Organization level, it is mainly used when you need to download report for Job Group at Organization level. In other words, your report is a compilation of different companies. System will used the Organization Job Group as a way to arrange the report. 
  • At Company level, typically you will use Job Group to define different categories or structure of your company. For example, you may want to create Job Group for Department, Division, Location, etc. 


  

7. Under HR Description, I have created a field for Accident (or any other HR Description), but decided to delete it later. However, the system won't allow me to do so. Why? 

  • A common cause of this problem is the HR Description that you have created may be used by other employee record. For example, you may have tied the new HR Description to an employee record.
  • This may cause redundancy in the database and might yield inaccurate results.
  • Therefore, the system does not allow you to delete the HR Description.

8. (Continuation from Question 7) How do I check which Employee is using this HR Description? 

  • You need to download a HRIS report to check which Employee is using this particular Description. You can refer here on how to download a HRIS Report. 
  • Or, assuming you want to find out who is using the HR Description of 'Burning' under 'Accident'. 
  • Go to Home -> HRIS -> Standard Report -> Accident Report, under the 'Accident Description', choose 'Burning'. Select the Date Range, then click 'Generate'. 
  • The Report will show all Employee that has the 'Burning' record within your chosen time frame. 

            


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