Maintain Employee Information

This page enables you to capture basic information of the employee such as employee’s name, date and time of joining, employee type and company for which he/she was recruited and so on in a bulk manner. In addition to this, details such as assignment details, contact details, family details and employment details can be saved and the history of the same can be tracked at any point of time.

Select “Employee Information” activity under the “Employee Information – Bulk”.

The “Maintain Employee Information” page appears.

Enter the following field details in the header:

Employee Code Setup Unit	From the drop-down list box, select the employee code setup unit. The combo is loaded with all OUs interacting with the number generation OU (NGOU) and defaults with the login OU. Mandatory.
Employment Unit	From the drop-down list box, select the employment unit to which the employee belongs. Mandatory

Enter the following field details under “Search Criteria” in the header:

Work Location	From the drop-down list box, select the work location of the employee. The combo is loaded with various work locations.
Department	From the drop-down list box, select the department type. The combo is loaded with various departments.
Employee Code From/Employee Code To	Enter the employee code range From and To of the employee. Help facility available
DOJ From/Date To	The date of joining From and To range for the search criteria.

Note: While retrieving employees to the grid, Data Level Security (DLS) is applied for the employees who have assignment details defined. For employees not having assignment details, the records will be visible to all users.

All records created/edited through this Bulk UI will be authorized immediately irrespective of workflow configuration.

The “Maintain Employee Information” page consists of the following tabs:

4 Personal Details

4 Contact Details

4 Qualification Details

4 Family Details

4 Employment Details

Tab – Personal Details

The “Personal Details” tab enables you to enter the employee’s personal details which are required for various administrative needs, regulatory requirements and managerial decision making. The attributes that we enter in the “Applicant Information” screen are displayed by default in the employee’s “Personal Details” screen. You are allowed to modify all the details, if required, except the “Date of Joining” and “Employee Code”.

You can store information like Birth, Gender, Nationality, Blood Group, Religion, Emergency Contact Name and Number, Expected Date of Joining, Marital Status and Years of Experience in bulk for all the employees at once. There is also a facility to upload the photograph of the employee from the file location.

The system displays the following in the “Personal Details” multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee given as hyperlink. Click the hyperlink to navigate to ‘Employee Details’ popup.
Status	On Saving the selected record, the status of record is displayed as either “Success” or “Error”. Success – The status is “Success”, if there is no error while entering the record. Error – The status is “Error”, if there is any error record.
Error Remarks	Any error while creating the record is listed in this field.
Modification Option	From the drop-down list box, select the required modification option. The combo is loaded with the values “Correct” and “Update”. The system displays “Select” by default on launch of the page. Mandatory. Correct – Select “Correct” option to save the modified details with current effective date. Update – Select “Update” option to update the modified details with new effective date. Note: If you choose the “Correct” option, the changes you make will come into effect in the existing record itself. If you choose the “Update” option, the existing version of the record will be closed and a new record will be created containing the changes you make. You are allowed to specify a new effective date which will become the effective date for the new record.
New Effective From	The new effective from date. When you select “Update” option from the “Modification Option” combo, the existing version of the record will be closed and a new record will be created containing the changes made. In such case, you are allowed to specify the “New Effective From” date which is the effective date for the new record. The name of the employee given as hyperlink. Click the hyperlink to navigate to ‘Employee Details’ popup.

Enter the following field details in the “Personal Details” multiline:

Title	From the drop-down list box, select the title of the employee.
Gender	From the drop-down list box, select the gender of the employee. The combo is loaded with the values “Male”, “Female” and “Not Applicable”. Mandatory.
First Name	The first name of the employee. Mandatory.
Middle Name	The middle name of the employee.
Initial/Last Name	The initial or last name of the employee. Mandatory.
Known As	The known name of the employee.
DOJ	The date on which the employee has joined the organization.
Date of Birth	The birth date of the employee. Mandatory.
Nationality	From the drop-down list box, select the nationality of the employee. The combo is loaded with various options for you to choose. The system displays “Select” by default on launch of the page. Mandatory.
Ethnicity	From the drop-down list box, select the ethnicity of the employee. The combo is loaded with various options. The system displays “Select” by default on launch of the page. Mandatory.
Religion	From the drop-down list box, select the religion of the employee. The combo is loaded with various religions. Mandatory
Emergency Contact Name	The contact name in case of emergency. Mandatory.
Relationship with Employee	From the drop-down list box, select the relationship of the contact person to the employee. The combo is loaded with the values like “Father”, “Daughter”, “Spouse”, etc. Mandatory.
Emergency Contact Phone Number	The emergency contact phone number of the employee. Mandatory.
Marital Status	From the drop-down list box, select the marital status of the employee. The combo is loaded with the values “Single”, “Divorced”, “Married” and “Not Applicable”. Mandatory.
Identification/Citizenship	From the drop-down list box, select the identification or citizenship of the employee. The combo is loaded with various options. Mandatory.
Service Reference Date	The service reference date of the employee.
Confirmation Due Date	The date on which the confirmation is due.
Actual Confirmation Date	The actual confirmation date of the employee.
Attach Photo	Attach the photo of the employee in this field.
Remarks	Key in any remarks or feedback.
Effective From	The “Effective From” date to maintain the history of data.
Effective To	The “Effective To” date will be automatically calculated based on the entered “New Effective From” date.

Select the required field and click “Save” to save the entered personal details.

Tab – Contact Details

The “Contact Details” tab enables you to store address details along with other contact information such as Contact Person, Email, Zip Code and Phone Numbers. The employee’s address must be tagged as primary address for only one contact type. The history of changes made can also be maintained. Ramco workflow uses the email information from the employee’s primary address for sending notifications.

The system displays the following in the “Contact Details” multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee given as hyperlink. Click the hyperlink to navigate to ‘Employee Details’ popup.
Status	On Saving the selected record, the status of record is displayed as either “Success” or “Error”. Success – The status is “Success”, if there is no error while entering the record. Error – The status is “Error”, if there is any error record.
Error Remarks	Any error while creating the record is listed in this field.
Modification Option	From the drop-down list box, select the required modification option. The combo is loaded with the values “Correct”, “New” and “Update”. The system displays “Select” by default on launch of the page. Mandatory. Correct – Select “Correct” option to save the modified details with current effective date. New – Select “New” option to add a new record. Update – Select “Update” option to update the modified details with new effective date. Note: If you choose the “Correct” option, the changes you make will come into effect in the existing record itself. If you choose the “Update” option, the existing version of the record will be closed and a new record will be created containing the changes you make. You are allowed to specify a new effective date which will become the effective date for the new record.
New Effective From	The new effective from date. When you select “Update” option from the “Modification Option” combo, the existing version of the record will be closed and a new record will be created containing the changes made. In such case, you are allowed to specify the “New Effective From” date which is the effective date for the new record.

Enter the following field details in the “Contact Details” multiline:

Contact Type	From the drop-down list box, select the contact address type of the employee. The combo is loaded with the values “Permanent” and “Temporary”. Mandatory.
Address Line 1	The address line 1 of the employee. Mandatory.
Address Line 2	The address line 2 of the employee.
Address Line 3	The address line 3 of the employee.
Primary Address	Select the checkbox if the address is primary address.
City	From the drop-down list box, select the city to which the employee belongs. The combo is loaded with various cities. Mandatory.
State	From the drop-down list box, select the state to which the employee belongs. The combo is loaded with various states.
Country	From the drop-down list box, select the country to which the employee belongs. The combo is loaded with various countries.
Zipcode	The zip code of the country. Mandatory.
Phone Number	The phone number of the employee. Mandatory.
Mobile	The mobile number of the employee.
Mail ID	The personal mail id of the employee.
Remarks	Key in any remarks or feedback.
Effective From	The “Effective From” date to maintain the history of data.
Effective To	The “Effective To” date will be automatically calculated based on the entered “New Effective From” date.

Select the required field and click “Save” to save the entered contact details.

Tab – Qualification Details

The “Qualification Details” tab enables you to enter the qualification details of the employee including the Course Details, Duration of the Course, Percentage, University, Year of Passing, Class/Grade and Highest Qualification achieved. You can also specify the relative importance of one qualification with respect to another. The history of changes made can be maintained. After successful completion of training, you are also provided a facility to update the qualifications acquired as part of training.

The system displays the following in the “Qualification Details” multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee given as hyperlink. Click the hyperlink to navigate to ‘Employee Details’ popup.
Status	On Saving the selected record, the status of record is displayed as either “Success” or “Error”. Success – The status is “Success”, if there is no error while entering the record. Error – The status is “Error”, if there is any error record.
Error Remarks	Any error while creating the record is listed in this field.
Modification Option	From the drop-down list box, select the required modification option. The combo is loaded with the values “Correct” and “New”. The system displays “Select” by default on launch of the page. Mandatory. Correct – Select “Correct” option to save the modified details with current effective date. New – Select “New” option to add a new record. Note: If you choose the “Correct” option, the changes you make will come into effect in the existing record itself. If you choose the “Update” option, the existing version of the record will be closed and a new record will be created containing the changes you make. You are allowed to specify a new effective date which will become the effective date for the new record.
New Effective From	The new effective from date. When you select “Update” option from the “Modification Option” combo, the existing version of the record will be closed and a new record will be created containing the changes made. In such case, you are allowed to specify the “New Effective From” date which is the effective date for the new record.

Enter the following field details in the “Qualification Details” multiline:

Course	From the drop-down list box, select the course type completed. The combo is loaded with the various course types for you to choose. Mandatory.
University/Institution	From the drop-down list box, select the university or institution where the employee studied. Mandatory.
University/Institution - Others	Enter the name of university or institution where the employee studied if not listed in the drop-down. Mandatory.
Month of Passing	From the drop-down list box, select the month of passing. Mandatory.
Year of Passing	The year of passing the degree. Mandatory.
Class/Grade	The class or grade achieved by the employee Mandatory.
Maximum	The maximum score.
Highest Qualification	From the drop-down list box, select the highest qualification of the employee.
From Date	The start date of the course.
To Date	The end date of the course.
Remarks	Key in any remarks or feedback.
Effective From	The “Effective From” date to maintain the history of data.
Effective To	The “Effective To” date will be automatically calculated based on the entered “New Effective From” date.
Error Remarks	Any error while creating the record is listed in this field.

Select the required field and click “Save” to save the entered qualification details.

Tab – Family Details

The “Family Details” tab enables you to store the family details of the employee which are necessary to be stored in certain scenarios. You are allowed to capture the Relationship Type, Relationship Start and End Date, Name of the Family Member, Date of Birth, Dependency, Disability, Family Identification Number and so on. A family member code is auto-generated for all the records saved for the employee. Apart from other advantages these information can be used for extending certain benefits to the employee’s family. The history of changes made can also be maintained.

The system displays the following in the “Family Details” multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee given as hyperlink. Click the hyperlink to navigate to ‘Employee Details’ popup.
Status	On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record.
Error Remarks	Any error while creating the record is listed in this field.
Modification Option	From the drop-down list box, select the required modification option. The combo is loaded with the values “Correct”, “New” and “Update”. The system displays “Select” by default on launch of the page. Mandatory. § Correct – Select “Correct” option to save the modified details with current effective date. § New – Select “New” option to add a new record. § Update – Select “Update” option to update the modified details with new effective date. Note: If you choose the “Correct” option, the changes you make will come into effect in the existing record itself. If you choose the “Update” option, the existing version of the record will be closed and a new record will be created containing the changes you make. You are allowed to specify a new effective date which will become the effective date for the new record.
New Effective From	The new effective from date. When you select “Update” option from the “Modification Option” combo, the existing version of the record will be closed and a new record will be created containing the changes made. In such case, you are allowed to specify the “New Effective From” date which is the effective date for the new record.
Family Member Code	The family member code of the employee.

Enter the following field details in the “Family Details” multiline:

Relationship	From the drop-down list box, select the required relation type. The combo is loaded with various options for you to choose. Mandatory.
Relationship Start Date	The relationship start date of the family member. Mandatory.
Relationship End Date	The relationship end date of the family member.
Family Member Name	The name of the family member. Mandatory.
Date of Birth	The date of birth of the family member. Mandatory.
Gender	From the drop-down list box, select the gender of the family member. The combo is loaded with the values “Male”, “Female” and “Not Applicable”. Mandatory.
Dependent	From the drop-down list box, select the dependent. The combo is loaded with the values “Yes” and “No”. Mandatory.
Air Ticket Eligible	From the drop-down list box, specify whether the air ticket is eligible or not. The combo is loaded with the values “Yes” and “No”.
Marital Status	From the drop-down list box, select the marital status. The combo is loaded with the values “Single”, “Married” and “Not Applicable”. If no option is applicable then select the value as “Not Applicable”.
Occupation Status	From the drop-down list box, select the occupation status of the family member. The combo is loaded with various values.
Family Members Identification Number	The identification number of the family member.
CPF	The central provident fund number of the family member.
Disability	From the drop-down list box, select the type of disability. The combo is loaded with various options for you to choose. If no option is applicable then select the value as “Not Applicable”.
Remarks	Key in any remarks or feedback.
Effective From	The “Effective From” date to maintain the history of data.
Effective To	The “Effective To” date will be automatically calculated based on the entered “New Effective From” date.
Error Remarks	Any error while creating the record is listed in this field.

Select the required field and click “Save” to save the entered family details.

Tab – Employment Details

The “Employment Details” tab enables you to enter all the attributes related to the employment for that particular employee such as Division, Department, Sub Department, Channel, Work Location, Job, Position, Grade Set, Grade, Employment Type such as Regular, Consultant, Trainee or Contract. You are also allowed to assign Store/Branch/Office ID to the employee depending on the location structure defined. The history of changes made is maintained and the employment history can be tracked.

The system displays the following in the “Employment Details” multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee given as hyperlink. Click the hyperlink to navigate to ‘Employee Details’ popup.
Status	On Saving the selected record, the status of record is displayed as either “Success” or “Error”. § Success – The status is “Success”, if there is no error while entering the record. § Error – The status is “Error”, if there is any error record.
Error Remarks	Any error while creating the record is listed in this field.
Modification Option	From the drop-down list box, select the required modification option. The combo is loaded with the values “Correct” and “Update”. The system displays “Select” by default on launch of the page. Mandatory. § Correct – Select “Correct” option to save the modified details with current effective date. § Update – Select “Update” option to update the modified details with new effective date. Note: If you choose the “Correct” option, the changes you make will come into effect in the existing record itself. If you choose the “Update” option, the existing version of the record will be closed and a new record will be created containing the changes you make. You are allowed to specify a new effective date which will become the effective date for the new record.
New Effective From	The new effective from date. When you select “Update” option from the “Modification Option” combo, the existing version of the record will be closed and a new record will be created containing the changes made. In such case, you are allowed to specify the “New Effective From” date which is the effective date for the new record.

Enter the following field details in the “Employment Details” multiline:

Employment Unit	From the drop-down list box, select the employment unit to which the employee belongs. Mandatory
Business Unit	From the drop-down list box, select the required business unit. The combo is loaded with various business units. Mandatory.
Assignment Type	From the drop-down list box, select the required type of assignment. The combo is loaded with various assignment types. The combo is loaded with the system defined quick codes. Mandatory.
Position	From the drop-down list box, select the required option. The combo is loaded with various positions. The combo is loaded with the system defined quick codes. Mandatory.
Department	From the drop-down list box, select the department code and description. The combo is loaded with various departments. Mandatory.
Job	From the drop-down list box, select the required job code and title. The combo is loaded with various job codes. The system displays “Select” by default on launch of the page. Mandatory.
Grade Set	From the drop-down list box, select the required grade set. The combo is loaded with the applicable grade sets for the employee. Mandatory.
Grade	From the drop-down list box, select the required grade. The combo is loaded with the applicable grade for the employee. Mandatory.
Hierarchy Code	The hierarchy code
Chain No.	The chain number.
Note: The “Hierarchy Code” and “Chain No” fields are added if the parameter “Organization structure based on department hierarchy” is set to “Yes”.
Job Classification	From the drop-down list box, select the job classification of the employee. The combo is loaded with various job classifications. The system displays “Select” by default on launch of the page. Mandatory.
Work Location	From the drop-down list box, select the employee’s work location. The combo is loaded with various work locations. The system displays “Select” by default on launch of the page. Mandatory.
Full Time / Part Time	From the drop-down list box, select the required job type. The combo is loaded with various job types for example: “Full Time” or “Part Time”. The system displays “Select” by default on launch of the page.
FLSA Exempt	From the drop-down list box, specify whether the FLSA exempt is applicable for the employee. The combo is loaded with “Yes” or “No” as options.
Union Affiliation	From the drop-down list box, specify the union to which the employee is affiliated.
Supervisor	Enter the employee code of the supervisor or click the lens icon to retrieve the employee code from the help. On enter, the system displays the employee name. Mandatory.
Reason for Change	From the drop-down list box, select the required option for reason for change. The combo is loaded with various options for you to choose. The combo is loaded with the system defined quick codes. Mandatory.
Remarks	Key in any remarks or feedback.
Effective From	The “Effective From” date to maintain the history of data.
Effective To	The “Effective To” date will be automatically calculated based on the entered “New Effective From” date.

Select the required field and click “Save” to save the entered employment details.