EmpXtrack Free Trial Guide

EmpXtrack Free Trial

Introductory Primer

Introduction
 EmpXtrack is one of the most Sections
configurable HR offerings available  Enrollment
 This presentation will help you  Key Logins
understand how to use EmpXtrack  First Dive
Free Trial.
 Leave
 There are many helpful hints and links
that will assist you in learning  Payroll
EmpXtrack easily  Appraisal
 Please let us know if you see anything Sections available separately
amiss. We (the Support) are always  Travel & Expenses
available to help you if you get stuck.
 Attendance
 Timesheet
 Hope that you will like our product
 Manager Services
and make a purchase decision soon.
 Goalsheet
 360 Feedback
 We look forward to you as a customer
 HR Help Desk

Copyright 2013 | Saigun Technologies Pvt. Ltd.
2

Enrollment

Copyright 2013 | Saigun Technologies Pvt. Ltd. 3

Enrollment: What to expect
 You provide an email id and your company name. That’s all!
 We send you an email with your login details.
 You click on a link in the email and tell us your country, currency and date
format
 Keep this email safe for later
 We create an application on the fly for you with all data ready and
populated with your currency, date format and many other settings
 Login as the Administrator and view initial employee details
 You are done and ready to use the application. I guess you are here
because you already did all this.
 Well, Congratulations! And lets be together for a little more time. It will
certainly be worth it.
 We have the following functionality enabled just for you.
 HRIS and Payroll
 Self Services: Leave (PTO), Attendance, Expense, Travel and Personal
Data Updates
 Manager Services: Promotions, Transfer and Increments
 Goal Setting, Appraisal
 All with the most sophisticated self configuration capabilities
 And more functionality is getting added every week. Have FUN!


Key Logins and EmpXtrack Roles

URL: Take a Free Trial


Login Details of some key users
Role Employee Name User Name
HR Manager Terri Osborn 18
Employees from HR Janet Leverling 56
Department Catherine Dewey 57
Tom Willis 86
Manager for above John Steel 47
employees
Head of Department Susan Jones 12
CEO John Smith 11
Sales Team Headed by Lina Behl 14

Note: If you forgot the passwords for the employees: Login as the Admin user and
you can find the details there. (p.s This feature only works in the Free Trial Mode)

At many points in the presentation ahead, we will include the user name of the
employee in brackets against their name. Eg Terri (18)


First Dive
Login as HR Manager – User Name 18


First Dive: The Employee Portal
 Lets discover the Employee Portal first. This contains many
interesting features like
 Your message in-box
 Thought for the Day
 Poll
 Quick Links for company policy documents and URLs
 Your Managers, HR Manager details
 The company directory
 You can select a different theme i.e if you like more colors. Go to
Settings >> My Settings >> My Preferences and select the color
option you like best. The system will remember that for you.
 If you are the HR Manager, you can click on the box on the
right of the Thought, Poll, Quick Link to Modify them or you can
go to Settings >> Employee Portal Setup and modify these
 You can always come back here by clicking on the My HR link
at the top. Don’t click on any of the messages yet.
 Exercise: Can you find the messages you sent to others?


First Dive: Explore & Update Employee Data
 The first thing any employees likes to do is to verify – Is
My Data ok? Let’s do that too.
 Click on My Profile menu at the top. All your personal
information is available including your dependent, address,
personal details, employment history, and many-many more
sections
 Click on My Career Profile to view the details of your
employment including any promotions, rewards, salary
changes, appraisals and even past goal sheets.
 Exercise 1: You can try out a few data changes to your
profile. Say add a dependent
 Since you are the HR Manager, the default settings allow you
to make changes where you, yourself (as the HR Manager) are
the approver for any changes. After submitting, go to My HR
page to approve the request
 Exercise 2: Login as a different employee. Say Janet (56)
and try data changes for her. See how the workflow
changes


First Dive: Manager Portal
 Managers can view the details of their team members.
 You may have different levels of visibility of employees
based on the Role currently selected by you
 Login as a Head of Department – Susan (12) and click on
Manage link at the top.
 Her entire team as a manager shows up
 Click on Current Role link (at the top of her team) once the
area opens up, Select a different Role (say Head of
Department) from the drop down
 Notice that the employees change
 Move your mouse over the Options button and a number
of choices are available to view data for your
subordinates, recommend promotions, write notes on
employees etc.


Advanced Topic: Data Settings
 You can configure different edit and visibility rights for
different sections of Employee data.
 Make sure you are logged in as the HR Manager (18)
 Go to Settings >> Employee Record Settings >> Employee
View/Update Rules
 Different roles have different permissions and you can set
these as per your choice
 You can modify masters by going to Settings >> Masters
and pick the type of masters you want to change.
 You can set the visibility of different fields on EmpXtrack
and even add new fields
 Go to Settings >> Employee Record Settings >> Configure
HRIS Fields


Leave


Leave: Employee Mode
 Login as an Employee – Say Janet (56)
 Click on My Profile >> My Leave
 The leave types applicable to you, the balances and your leave
transactions are all displayed here
 Apply for a specific leave for a certain number of days. The
system automatically calculates the number of days and
includes (or excludes weekends and holidays) based on the
leave rules
 Once you submit, log in as the manager of the employee
(John Steel (47)) and approve or reject the leave.
 Login back as the employee and a message will be
available
 You can view the Leave Policy by clicking on the Leave
Policy tab and view all the transactions (with your
balances) by clicking on the Leave Transaction tab


Leave: Settings
 You can make various leave settings by going to
Settings >> Employee Self Services Settings >>
Leave. Here you can
 Setup Weekends (You could for instance have every
Sunday as a weekend and 2nd and 4th Saturday as a
weekend)
 Add holidays for each calendar year
 Setup Leave Types.
 This is an advanced setting. Proceed carefully here
 You can add leave types and make these applicable to
specific employees only. Setup different credit, balance,
clubbing and many-many other options.
 Once the leave type is added, you may credit leave
to employees to allow them to apply leave for that
type.

Payroll


Payroll: Employee Mode
 Login as any Employee – Say Terri (18)
 Select My Profile >> My Salary & Benefits
 All your salaries payments show up automatically and you can
click on any payslip to view the details
 Click on the View Salary Structure tab and you can view your
salary Structure
 Click on the Year to Date tab and you can view the details of
the payment for the entire year.
 The currently selected Financial Year shows up automatically
although you can select a different year to view its details
 To change the Financial Year and other time related
details, go to Settings >> General Settings >> Time
Settings and make changes there. You can do this as HR
Manager only.
 To change Company Settings such as time zone or
currency you can select the Company Settings section
here.


Payroll : Processing
 Processing a payroll is very simple in EmpXtrack
 Go to Manage >> Manage Payroll >> Run Payroll menu and
click on the View icon and make sure the pay period is not
locked for any changes
 Select all the employees whose payroll you want to process
and click on the Run Payroll link on the left
 The system will find all the relevant values for the employees
and calculate their payroll.
 And if it does not look right, you can always adjust it or even
erase it (till it is finalized).
 The employees whose payroll processed correctly will now
show up in the Calculated Tab.
 View their details by running various reports and once done,
finalize and disburse the payroll. Tip. Do run the Variance
Report
 The employees will be able to view their payslip online (as you
saw on the prior page)


Payroll: Settings & Configurations
 The configuration section allows you many options for
configuration of the payroll in the way you like
 Is an approver required for the payroll? If so, set one here
 Do you need reminders for payroll
 Will emails go to employees on disbursal (Only in paid mode)
 Configure variables for payroll: Advanced settings
 Naturally, we don’t know all the salary heads that you use in
payroll. We may have even got their names wrong.
 You can correct that by going to Settings >> Payroll Settings >>
Setup Variables for Payroll Run
 While you are at it, you may try to update some report
variables also
 Also try your hand at changing the Payslip format by selecting
Design your Payslip. It is not as hard as it looks! It just took us
a few minutes (actually a little more than that) to get it working.


Appraisal


Appraisal: Employee & Manager Mode
 Login as any Employee – Say Terri (18)
 Select My Profile >> My Performance >> My Appraisal
 We have already setup an appraisal for her. Just feed in all the
values and click Save on each Page.
 The system automatically calculates the scores and even reminds
you if you forgot something
 Submit the Appraisal
 Login as the Manager - Say Susan (12)
 Select Manage >> Performance Management >> Team Appraisal
 Select all the employees whose appraisal is available and click on
Evaluate button
 All the appraisals open up simultaneously one page at a time
 For certain pages (such as Leadership Competencies), you can
compare multiple employees by selecting the choice One
Attribute for all employees
 Fill in all the options and submit the Appraisal. The appraisal
would go to the HR Manager (this was the workflow set for the
Appraisal when we set it up, but you can make changes to this.
Refer to instructions on next page)


Appraisal: Configuration & Initiation
 You should be logged in as the HR Manager to view
plans.
 Go to Settings >> Performance Management Settings >>
Appraisal Settings (but you may have already figured this out
by now)
 We can setup multiple appraisal formats based on Plans.
 For instance you may have a quarterly plan (that only measure
goals) and an Yearly Plan that takes Salary Recommendations,
Competency Evaluation, Development Plan and many other
inputs.
 You may have different plans for different kinds of employees.
 EmpXtrack allows you to set as many plans as required
 We have setup a Plan for you and you can modify that or
create a new one.
 Once the plan is setup, you can initiate appraisal for
employees.
 Do this for the Information Technology Department – we did not
initiate appraisals for them yet!


What Next
 Thanks for spending time on EmpXtrack
 Hope you could explore and know a little more about
it.
 EmpXtrack is a fairly comprehensive, yet a
completely configurable product and there are lots of
ways of deriving value from it.
 It is built using very sound technologies and we
continue to innovate to deliver you the best value.
 Please give your feedback in what you feel about this
primer as also our product.
 We hope to engage more with you and hope that we
can add value to your operations. This is our goal.


For more information
please contact

Copyright 2013 | Saigun Technologies Pvt. Ltd.

EmpXtrack Free Trial Guide

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