So… from our first day’s tutorial. we were able to setup our organisation’s preferences, setup our organisations job levels and our departmental List of Values(LoV). Lastly, we learnt how to create an employee and where needed, how to import employees en-mass using an Excel sheet template.
So, ready to go… Today, we would be looking at the following topics;

To begin, open your browser and type in the address csmanager.com.ng. The page displayed is the landing page from which this entire tutorial would be done. Proceed to login to your administrative account.
  1. Click on the Leave Management menu to expand and then select Define Leave Types
  2. The leave list of values (LoV) should contain all leave types available within your organisation. Simply type in a new leave type and click the add button to have it added to your time-off offering or click on an existing leave type to edit it – Eg. Edit Vacation to Annual if that’s what is in use in your organisation.  (Note: all leave types available in your organisation needs to be created here. You can always return to edit or add new leave types)
  3. Once okay with your list, you are to begin creating your organisation’s leave groups.
 
 
 
 Organisational leave groups within CSManager©HRMS enables HR categorize employees into leave buckets. Employees in the same leave groups automatically have the same number of leave days assigned to them for a year. Leave groups within CSManager©HRMS are also set based on Job Levels. However, one or more job levels can use the same leave group.

A typical example is a leave group called Support Group. Within the support leave group, I may define 15 Days Annual, 5 Days Personal, 12 Days Sick, 3 Days Study leave days. This leave group may then be used for all employees across all 8 levels within my mid-tier support staff across all departments in my organisation. Hence, once a new employee is hired in my organisation and placed in any job level that uses this leave group, these leave days automatically applies to that employee.

To begin;

  • Click on the  Leave Management menu and select Add/Edit Leave Group
  • Type in a Leave Group name by which you want this leave group identified
  • Type in a description to identify this leave group for future reference. This may simple contain the job levels you wish to assign this leave group.
  • Select a Period of Stay (This is the minimum period for which an employee must have stayed in the company’s employment before they are allowed to apply for a leave. In most organisations, this is set to One(1) year – 365 days). Setting this value enables CSManager©HRMS to calculate the employees stay period from the date of employment to current day and assign appropriate leave days. Note: You may have different Stay Periods for different leave groups. Eg. For junior employees, this may be set to 1 year while to top management recruits, this may be set to 3 – 6 months depending on your organisational preferences).
  • Select employees you wish to receive notifications once anyone in this group applies for a leave or when such leave days are approved. This setting helps members of the HR team get notified when there is a new leave application. For much larger organisations, we recommend turning ON only Final Notification as setting an employee for Request Notifications may flood their mail boxes with excessive mails that may be from leaves that end up being cancelled or rejected.
     For the sake of this tutorial, we would leave this unset at this level save for where you have already created multiple employees or imported your employee data, then feel free to select an employee here as appropriate.
  • Now, click on Create Group to complete your leave creation First Step.
  • Your leave group should now be visible below in the details area. Where this is not the case, simply click on the drop-down next to the Load button and select Unauthorized… then click on Load to view your leave group.

All records in CSManager©HRMS stay unauthorized until they are checked and approved by a higher officer. In this case however, you are making use of the administrative account which has both the Maker and Checker rights attached to it.

Now that you have successfully created your first leave group, we would now proceed to setting up the components that make up the the leave group.

 

Now that we have our first leave group, we would now take the time to set up the components that make up that leave group. To begin;
  • Click on the Leave Management menu and select Leave Group Component
  • The Group component page is displayed.
  • From the top right corner of the page, select the leave group you just created and click on Open
  • Select a Leave Type from the drop-down list (Note that this list is populated by the Leave Component Masters LoV which we worked on above)
  • Next, select the number of days per year that an employee can take-off based on this leave type
  • Next, select the maximum number of days an individual can take off at a single time else select “–” if this limit does not apply (a good example is 25 Days Annual Leave – However, I can only apply for a max of 10 days at a time).
  • Select an Item Visibility Level. This ensures that only authorized people can view certain leave components (a good example is a Sick Leave. This in most organisations is not visible at employee level but rather at Manager level. Sabbatical however is not visible in most climes to both the employee and manager but to HR only)
  • Next, put in a description for this component
  • Select if a Substitute backup employee  is compulsory for this leave type when being applied for.
  • Now, click on Add Leave to complete the process.

Your leave component should now be added successfully. To view this, simply select Unauthorized  from the drop-down next to the search box and then click on the Load button.

Now, repeat this step as many times as required to add the different days to each leave type. Sick Leave, Study Leave, Vacation or Annual leave, Personal leave, Maternity and Paternity and others that may apply to each specific leave group.

Authorizing Your Leave Group – Components

Once done, Select the Unauthorized drop-down menu to load all records added for the group, check the boxes to the left of each of the leave components and click on the Authorized Selected button to confirm your additions.

Authorizing Your Leave Group

After components are authorized, simply

  • scroll your menu and click on the Add/Edit Leave Group,
  • select the Unauthorized drop-down and click on Load
  • select the checkbox to the left of the group you created and then click Authorize Selected

Wow… that took a bit. But you are now done. A number of SME’s would have 3 to 4 of these Leave groups defined for the entire organisation. In most cases, for Junior, Mid-Level, Senior and Executive Level leave groups.

We have a saying at Amoseries that helps put user creation in perspective. All Users are Employees… not all Employees are Users. What this means is that I can have 2,500 employees registered across 39 branches of my business, but only have 2,320 users. An example of this is… a cleaner is an employee just as a driver or an office assistance and can be fully captured and managed by the system – however, they may never be required to login to the system and may hence not be created as users with a username and password.
 
 
User accounts are collected within groups termed user groups. A user group would basically have employees who have similar functions and perform similar activities within the system.
Setting up user accounts is a one time feature per user.
  • To begin, click on the Preference Menu to expand
  • Scroll downwards and select the Add/Edit Group link
  • Enter a group name and  descriptions you want to create.
  • Select the maximum number of  employees  for the group.
  • You are presented with a screen with fields relevant to creating the user.
  • Select all compulsory field marked red, from the drop down menu and other fields as applies.
  • Click create group button to save.
Now you are ready to create your first user – Yourself.
Before you proceed however, it is worthy to note that this may not necessarily be the process to create all your employees.To begin entering your details, do the following;
  • Click on the Preference menu to expand
  • From the drop-down, select Create/Edit User
  • You are presented with a screen with fields relevant to creating the user.
  • Enter the login ID and a unique password
  • Select all  fields  from drop down menu
  • Click create user button to save.

Note: All fields with a red bar to the left side are compulsory fields and must be filled to proceed

See, that wasn’t so difficult. You are already on your way to becoming a professional HR process automation expert. To know more and run ahead of the class, feel free at any point to click on your user name to the Top Right corner of your screen and select the Online Help

 

For additional resources, inquiries and questions, do feel free to send us a mail at hello@amoseries.com.ng, leave a question or comment on this page and a support engineer would respond to it or chat us via our WhatsApp handle on  +234 704 519 3221

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