HRIS Setup

Menu : Setup > HR Setup > HRIS Setup

Accessible to : Application Administrator

This section allows you to configure HRIS module of EazeWork HRMS. There are multiple tabs and each tab is explained separately. For some of the tabs the details are given in separate documents as shown below
- for Skill setup refer to Setting up Skill Details
- for Employee Details setup refer to Setting up Employee Details
- for National ID setup refer to Setting up National ID
- for Greetings setup refer to Setting up Birthday and Anniversary Greetings.
- for Policies Communication setup refer to Setting up Policies and Communication
- for Nomination / Declaration setup refer to Setting up Nominations and Declarations

1. Processes

From this tab you can enable / disable different processes which are available in HRIS module. Some of these features might not be available in your edition.

Enable Employee Feedback Process - If you select this feature as Yes then Managers and HR can capture feedback for reportees / employees from Team details page. Refer article on Capturing on the job feedback of employee. If "All Reportees" is enabled in Team definition, then Managers can give feedback to all their down-line reportees otherwise they can give feedback only for direct reportees.

Enable Advance Probation Process - If you select this feature as Yes, then employee's probation confirmation will be done through a detailed process. Refer article on Probation Overview for more details.

Probation Period - the period entered here is used to send an alert to the HR Manager. Default value would be null and range would be 10 to 365 days, if nothing is entered then alert will not go. This parameter is not visible if advanced probation process is activated.

Enable Policy Management - if this feature is enabled then HR team would be able to create / upload policies. Refer to the article on Managing policy documents and Setting up Policies and Communications for more details.

Enable Version Management for policies/documents - through this parameter you can maintain versions of the following policies/ documents, so that you can able to track which version has been accepted by employees/ candidates. Default value of this parameter is No. If you select the value as "Yes", you cannot change it to "No".

Enable Custom Declaration / Nomination Process- If you select this feature as Yes, then App Admin will get a tab of Nominations and Declarations in HRIS setup, please see document on HRIS Setup - Nominations and Declarations for more details.

Enable Delegation Feature- If you want to activate this feature, then get in touch with your EazeWork Account Manager. Once the feature is activated you would be able to map Assistants on the Official Details section on employee's Profile page for the employees for whom you want to enable this feature, please see document on Delegation of work to Assistant for more details.

Capture Contract end date for regular employees - if you want to hire Regular employees with a fixed term contract then you can enable this feature. Contract end date is always captured for Subcontractor employees anyway. Contract end date of a Regular employee is an optional field.

Contract expiry alert - based on the number of weeks updated here the contract expiry alert will go to HR Manager and HR executive. This parameter is visible only if Employee Type - Sub Contractor is activated or if the previous parameter is activated.

Enable Under Training employment status - if this parameter is enabled then employment status "Under Training" will be added, this status is available only for Regular employees. This can be used to map employees who are initially put through an on the job training. On completion of training period the status can be updated as "On Probation" or "Working". This status can be used to create policies and eligibility conditions by the Application Administrator. Training period can be configured in the next tab and an alert will be sent to the HR Manager on the day the training period gets over.

Training Period - the period entered here is used to send an alert to the HR Manager. Range would be 1 to 366 days or 1 to 12 months, if nothing is entered then alert will not go. This parameter is visible only if "Under Training" parameter is activated in the previous tab.

Enable Mandatory Activities on Login - using this feature you can define some mandatory activities which need to be completed by the employee when they login to EazeWork HRMS on the browser or on the mobile app. When this parameter is enabled a tab to configure mandatory activities is made available. Refer to Section 5 below for more details.

Enable Annual Health Check-up Tracking - when this feature is activated then the HR team can update the status of Annual Health Check-up provided by company and also upload the report. Refer article on Managing Annual Health Check-up for more details.

2. Workflows

From this tab you can setup the workflows and manage visibility within HRIS module.

Visibility of Quick Access Links - You can control if the quick access link to print address proof or update profile would be visible to employees.

Organization Structure Visibility - if you want to show organization structure to employee then you can select organization visibility as Yes.

Limit Visibility to Team - If you set Org Structure visibility as yes then you can further decide if you want to show the complete org structure to everyone or if you want to limit the visibility. If the visibility is limited the employee will be able to see his up line managers, his peers (employees who are reporting to his manager) his reportees and all the chain further down but he will not be able to see his peer's reportees and also other chains.

Employee Field's Visibility - employee's fields which are visible to others in the application can set from this table. There are two columns - Summary and Detailed. Selection in Summary column is used to show the details on the organization structure and selection from Detailed column is used to show the details of on Manage Team > Team Details page. Refer to the article on Organization Structure for more details.

Visibility of Profile tab on My Profile page - by default the Profile tab on My Profile page for all employees is always visible to HR Manager, HR Executive and Chief of HR. If multiple HR Managers are activated then each can view this page for only the employees mapped to him. Through this parameter you can extend the visibility of the My Profile tab on this page additionally to
a) Only first level managers : this option will enable the Manager to see employee's details, Functional Managers will not be able to view
b) All up line managers : this option will enable all up line managers to view the employee's page by using the Search function on top the My Profile page.

Team Definition - the concept of team is used in showing calendars, leaves and some more places. Using this parameter you can decide if the team would include only direct reportees or it would also include others, the options are

- Employee : you

- Reportees : employees for whom you are the Manager

- Manager : your upline Manager

- All Reportees : reportees of direct reportees and third level and so on till the end of chain

- Peers : employees who have the same Manager as you

User Creation Rights - using this parameter you can control who gets access to add new users to the software. If you have not activated HR Executive / CHR roles then those options will not be visible to you.

Bulk Date Updation Rights - using this parameter you can control who can modify employee HR data in bulk. This parameter does not control the access to My Profile page which is controlled from parameter on the next tab.

Onboarding to be done by - using this parameter you can control who will have the authority to update an employee as joined at the end of employee onboarding process. Only those roles which are selected for "User Creation Rights" are available for selection here. Refer to the article on Onboarding Process Overview for more details on onboarding process.

3. Sections and Fields

Through this tab you can control
a) sections of HRIS which would be available in the application
b) access rights to view and edit HRIS sections
c) approval workflow for changes in HRIS details
d) within Additional, Personal and Official details sections you can activate additional fields
e) for these fields you can specify if they are mandatory and if an history of their changes will needed to be maintained
f) only if a field is mandatory and history tracking is yes you would get an option to automatically generate letters for changes of these fields. This feature can be used for generation of Promotion letters, Department / Division / Location transfer letters

Manage Sections

You can setup the visibility and edit / approval rights for each section and also define the mandatory fields in the sections.

1. To activate a section click on the checkbox in Activate column
2. Select the role(s) which will have the access to edit the sections. The list of roles which is available is - Employee, Manager, HR Executive, HR Manager, CHR, Payroll Manager. Payroll Manager role can only be selected for Bank Accounts and Statutory Numbers sections. You can remove all options from Editable By column, i.e. you can configure that no one can make any changes to the updated data
3. Select the role which will approve the changes. In this column only one role can be selected - for more details refer to Approving employee data changes
4. Where available you can activate and select the fields which will be visible in a section and make some of them mandatory fields as shown below

5. In Reference Documents section you can specify the period for sending the reminder alert on expiry of the validity of uploaded reference documents

Managing Payment Modes

Click on "Payment Modes" button on the Bank Accounts column.

Bank Transfer is always selected by default, you can add other payment modes as per your company's requirement. Please note that default payment mode when data is uploaded in bulk is Bank Transfer.

Managing Fields

Manage Fields option in front of Family Details, Education Qualifications, Skill Details, Work Experience and Reference Documents sections can be used to activate / deactivate fields which will be a part of these sections and also make the selected fields mandatory or optional.

Click on "Manage Fields" on the row. You will see a popup in which you can select the fields and mandatory option.

Note
1. Personal and Official details sections are always activated, these sections cannot be deactivated
2. if Payroll module is active then Bank Accounts, Personal Details and Statutory Details cannot be deactivated
3. if Recruitment module is active then Skills section cannot be deactivated
4 Option to edit Official details can be given to HR team or to Manager. Managers can change only the Work Location and Manager's name
5. Statutory Details section has to have an approvers if the option to edit this section is given to employee
6. If custom fields have been added in Personal, Additional Details, Health Records sections they would also be available for edit if the section is available for edit. Custom fields added in Official Details sections can be updated only by HR
7. If you give Employee access to edit a section and do not have any role selected in Approved By column then employees can delete the data in all the sections except Reference Documents section where deletion is allowed only if approval is enabled
8. Access Card Number field is visible in Official details only if Biometric / Access Card based attendance method is activated for an employee

Field Level Settings

Fields level settings can be configured for Additional Details, Personal Details, Official Details and Statutory Details sections from Manage Fields section.

1. Official Details
Official Details section fields can be managed as shown below, after activation you can choose to make them mandatory. Track history option will be available only when the field is made mandatory. If you select Generate Letter option then the corresponding letter for transfer / promotion etc will be generated on change in field value.

Job Category field is linked to the Key Behavior Assessment feature of Performance management and unless it is activated and made mandatory the Key Behavior feature within Performance management module cannot be used. Once a job category is used for an active employee it can be deactivated but it cannot be deleted. If a job category is mapped in KBA setup then it cannot be deactivated.

History Tracking - In Personal details, Official details and Skill details sections you can enable history tracking. When history tracking is enabled every time you make a change to the field value you will have to provide an effective date of the change. Before you can enable history tracking you will have to update the field value for all active employees. To enable history tracking just click on the checkbox in Track History column

Deactivating History Tracking - You can disable history tracking feature for the parameters where it has been activated by unchecking the check-box against the parameter in Track History column. If the parameter is in use in any policy / eligibility condition / formula then you will not be able to deactivate the history tracking as shown below. You will have to modify the policy / eligibility condition and then try again.

If the parameter is not in use in policy / eligibility condition then you will be able to deactivate the history tracking. You can chose to retain the created history data or to delete the history data as shown below.

In the last column "Generate Letter" select the checkbox if you want to generate letter on change of the parameter. These letters can be customized from setup - refer article on Creating Custom Letters for more details.

2. Additional Details
As shown below you can configure the fields you want to activate and make mandatory for updation.

3. Personal Details

You can activate fields like Marital Status, Nationality and Religion. Date of Birth and Gender are activated by default Gender is mandatory by default. If payroll is activated then Date of Birth is also made mandatory by default.

4. Statutory Details
Statutory Details fields are mapped to employees based on the country of the company they are mapped to. The option in Mandatory column for all Statutory numbers is set as "If Available" by default and cannot be changed, this is done to ensure a smoother onboarding process.

Note : If Aadhaar number is activated then it would become a part of employee Statutory numbers section but it would be shown masked and only last four numbers will be shown "XXXX XXXX 4379".

4. Transfers

The process to allow a manager to request a transfer of a reportee from him to another person can be setup from this tab. If this feature is not activated and you need to use it please get in touch with your Account Manager.

5. Mandatory Activities

You can select the policies or system documents which you want the employees to acknowledge / accept / e sign before they can proceed to do any other activity on the software. These activities are visible on the dashboard as shown below.

6. Annual Health Check-up

Age limit and employee type for which annual health check-up is to be tracked can be activated from this tab. The setting can be changed at any point of time. Annual health check-up records for can be updated for employees meeting the age and type criteria by HR team from HR Manager > Employee Management > Health Check-up tab. Refer article for more details.