HRMS Staff Portal User Manual

1. 1 Staff Portal
User Manual

2. Staff Portal
User Manual: Content
 Answers to Basic Questions
 Logging in
 My Page
 My Info
 Attendance
 Basics
 Attendance List
 MPR: Missed Punch Request
 What is MPR?
 MPR submission
 Points to remember
 Leave
 Basics
 Leave Request
 Leave Request List
 Leave Request Submission
 Leave
 Surprise Leave
 ADP
 Points to remember
 User manual
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3. Staff Portal
Answers to Basic Questions
 What is this?
 Staff Portal User Manual
 Who is this meant for?
 Every staff member of Target Publications (Target).
 What is its purpose?
 To help every staff member in using the Staff Portal.
 What is this Staff Portal?
 Part of the Target Website that allows a Target staff
member to
 View his ‘My Page’
 View his staff data
 Check his attendance
 Apply for missed punches
 Apply for leave
 Change his password
 Access the Staff Portal user manual
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4. 4 Staff Portal User Manual
Logging In

5. Staff Portal
Logging In
 To log in, type the following in the address bar of your browser
window
hrms.targetpublications.org/StaffPortal
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6.  The login form appears
 Click on the ‘User ID’ list
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Staff Portal
Logging In

7. Staff Portal
Logging In
 The user selection list appears.
 Type your staff ID till it is highlighted.
 Type only the significant digits of your staff ID till it is highlighted,
that is if your staff ID is TP0102, type only 102.
 Otherwise scroll down the selection list to your staff till it is highlighted.
 Click on your staff ID.
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8. Staff Portal
Logging In
 You’re your staff ID appears as ‘User ID’. Now enter your
password and click on the ‘Login’ button
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9. Staff Portal
Login failed
 If your password is incorrect, the following screen will be displayed
 Repeat the login process. If you still can’t login, contact HR dept.
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10. Staff Portal
Login Successful
 If your password is correct, the following screen (My Page) will be
displayed
 You can now start using the Staff Portal
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11. 11 Staff Portal User Manual
My Page

12. Staff Portal
My Page
 My Page provide following information
 Notifications
 Upcoming events and birthdays
 Your missed punch and leave requests, which are pending
approval/sanction
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13. Staff Portal
My Page
 Notifications
 These include notifications to all employees, members of your department or specifically to
you.
 Please ensure that you act promptly on these notifications.
 Upcoming birthdays
 This is a list of birthdays of your colleagues in next 5 days.
 This will help you to plan the birthday celebrations.
 Upcoming events
 This is a list of events planned in next few days.
 This will help you to prepare for these events.
 Pending missed punches
 These include
 Missed punch requests pending submission: dates for which requests not submitted yet.
 Missed punch requests pending approval: dates for which requests that have been submitted
but not approved yet.
 Clicking on the ‘View’ link displays attendance record of dates listed.
 Pending leave requests
 This is a list of dates for which leave request have been submitted but not
approved/sanctioned.
 Clicking on the ‘View’ link displays leave request record of dates listed.
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14. 14 Staff Portal User Manual
My Info Module

15. Staff Portal
My Info
 To view your staff data click on the ‘My Info’ option
 The Staff Master page will load
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16. Staff Portal
My Info
 Your ‘master’ data is presented by type in tabs.
 Click on a tab to view a particular type of data.
 Remember, you can view this data but cannot change it.
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17. 17 Staff Portal User Manual
Attendance Module

18. Staff Portal
Attendance
 This module is used to
 Check your month-month attendance status
 Submit punch missed requests
 Check if your punch missed requests have been approved/rejected.
 To access this module, click on the ‘Attendance’ option
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19. 19
Attendance
Attendance List

20. Attendance
Attendance List
 The ‘Attendance List’ shows your attendance during a specified period
 Working days, weekly offs, holidays
 Days present, absent, on leave
 Punch in and out times, hours worked
 Missed punch requests: pending, approved, rejected.
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21. Attendance
Attendance List: Moving Between
Pages
 The ‘Attendance list’ is made
up of pages.
 15 records per page.
 One record per day.
 Bottom of list shows page-to-page
movement options:
 First, Previous, Next, Last.
 Available options change
from page to page
 if current page is the first page
of list then only options
available will be ‘Next’ and
‘Last’
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Click on
desired page
option

22. Attendance
Attendance List: Filtering
You can filter attendance data by
any combination of
 period (from-to date)
 Remark
 punch status.
 Click on the ‘date’ text box.
 This will open a date-time picker.
 Change month, if required.
 Select desired date by clicking on
it
 Click on the ‘Apply’ button
Select Period: ‘From’ or ‘To’
date
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23. Attendance
Attendance List: Filtering (cont.)
 Click on the ‘Punch Status’ text box.
 This will open a Punch Status list.
 Select desired Punch Status by clicking
on it.
 Click on the ‘Apply’ button
Select ‘Remark’
 Click on the ‘remark’ text box.
 This will open a Remarks list.
 Select desired remark by clicking
on it.
 Click on the ‘Apply’ button
Select ‘Punch
Status’
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24. Attendance
MPR: Missed Punch Request
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 What is a ‘missed punch request’ (MPR)?
 You are expected to record your coming to the office and leaving the office
by ‘punching’ the attendance recording machine (ARM).
 Thus on each day you report for work, your are expected to record 2
punches.
 In case you fail to record one or both punches on a day, you need to submit
a ‘missed punch request’ for that day.
 Each MRP must be checked by your HOD or HR Dept and approved or
rejected
 When should I submit an MPR?
 Whenever you fail record one or both punches on day.
 Remember
 Failing to submit an MPR in time can result in loss of pay.
 An MPR not approved before end of month can result in loss of pay.
 A rejected MPR results in loss of pay.

25. Attendance
MPR Submission
25
 How do I submit an MPR?
 If you can access the Staff Portal,
 Select the day on which you have failed to record one or both
punches.
For such a day, the ‘Remarks’ column will show ‘Punch missed’.
 Click on the ‘Missed Punch’ button.
The ‘Missed Punch’ button will open.
 If you cannot the access the Staff Portal,
 Request your HOD or HR Dept to submit an MPR on your behalf.

26. Attendance
MPR Submission: Enter Details
26
 Enter ‘Punch In’ and /or ‘Punch
Out’ time , as applicable.
 Make sure that you enter time in 24
hour format, i.e. 6:30 pm should
entered as 18:30.
 Click on the ‘Reason’ textbox.
Select a reason from the list.
 Enter particulars, if any.
 Click on ‘Save’ button.

27. Attendance
MPR: Points to Remember
27
 MPR Submission
 Any day on which you miss a punch is treated as absence without intimation
(AWI) till an MPR is submitted and approved.
 In case you cannot submit an MPR personally, you can request your HOD or
the HR Dept. to submit in on your behalf.
 On submitting MPR, record of that day in Attendance list shows
 Remark: Present
 Missed Punch Status: Pending
 MPR Approval /Rejection
 An MPR must be approved by you HOD or HR Dept.
 You must check each pending MPR to see that it is approved before end of
that month. Follow up with your HOD/HR Dept for approval.
Remember, if MPR is not submitted and approved in time,
it can lead to loss of pay.
You can track the status of each pending MRP from ‘My Page’

28. 28 Staff Portal User Manual
Leave Module

29. Staff Portal
Leave
 This module is used to
 View leave request you have made.
 Submit leave requests
 Check if your leave request have been approved/sanctioned/rejected.
 To access this module, click on the ‘Leave’ option.
 This will open the Leave Requests List.
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30. Attendance
Leave Request
30
 What is a leave request?
 If you need to remain absent from work, you are required to submit a leave request.
 Depending on your ‘Employment Status’ (probationary/confirmed/permanent), you are
entitled to different types of paid and unpaid leave.
 Depending on the type of leave requested, the leave duration can be ½ day, 1 day or
more than 1 day.
 Duration of paid leave cannot exceed available leave balance.
 How is my leave request processed
 Your leave request is first processed by your HOD and is either approved or rejected.
 An approved leave request is then processed by HR Dept and is either sanctioned or
rejected.
 When should I submit an MPR?
 Whenever you remain absent from work.
 Preferably before the absence. Leave requests submitted after absence can be
rejected, in which case the absence is treated as absence without intimation (AWI).
 Remember
 Absence without leave is treated as absence without intimation (AWI).
 AWI can result in loss of pay, including penalties.

31. Staff Portal: Leave Requests List
31
 To make a leave request, click on ‘Add’ button.
 To make changes in a leave request already made, click on ‘Modify’
button.

32. Leave
Leave Request List: Changing the
Order
 The ‘Leave Request List’ data can viewed following orders
 Request Date: ascending/descending order
 From: : ascending/descending order
 To order the list by Request Date
 Click on column heading ‘Request Date’.
 This changes ascending order to descending order, and vice versa.
 To order the list by ‘From Date’
 Click on column heading ‘From’.
 This changes ascending order to descending order, and vice versa.
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33. Leave
Leave Request List: Filtering
You can filter attendance data by
any combination of
 Month
 Leave status.
 Click on the ‘Month’ text box.
 This will open a month picker,
 Select ‘All’ or a specific month.
 Click on the ‘Apply’ button
Select ‘Month’
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34. Leave
Leave Request List: Filtering
(cont.)
Select ‘Leave Status’
 Click on the ‘Leave Status’ text box.
 This will open a Leave Status picker.
 Select a Leave Status.
 Click on the ‘Apply’ button
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35. Leave
Submit Leave Request
 Click on the ‘Leave Status’ text box.
 This will open a Leave Status picker.
 Select a Leave Status.
 Click on the ‘Apply’ button
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 You can request for
 Leave (according to your Emp Status and gender): paid leave, bonus leave,
unpaid leave, maternity leave
 Short hours, if you are eligible for ADP (adjustment privileges)
 Surprise leave

36. Request for Leave
36
 To request for Leave,
 Click on ‘Leave/comp off’
option.
 Then click on ‘Type’
selection list. The ‘Type
selection list will open.
 If Leave Type selected is
 ‘Paid leave’ or ‘Bonus Leave’ :
days of leave available are
displayed
 Unpaid Leave (UL): no of ULs
taken that month are
displayed.

37. Request for Leave
37
 If you want to take leave for
more than one day
 Click on ‘From’ option.
 Select ‘From’ and ‘To’ dates.
 Leave request exceeding
available days will be rejected.
 If you want take leave for one
on half day,
 Click on ‘On’ option, select date.
 Click of ‘Day
 Leave request exceeding
available days will be rejected.’
option, select duration.

38. Request for Short Hours
38
 Short Hours
 Working short hours implies
coming in late or leaving
early.
 If you are eligible for ADP
(adjustment privilege),
 You can choose work short
hours on one day in a month.
 You can make up for the short
hours by working extra hours
on one or more subsequent
day in that month.
 To request for short hours
under ADP
 Click on ‘Short Hours’ option.
 Select the day on you want to
work short hours.

39. Request for Surprise Leave
39
Surprise leave
 When you do not report for work
without taking leave in advance
AND inform HR dept on that day
itself, it is treated as Surprise Leave.
A surprise leave is treated as
 Paid leave, if have paid leaves
available AND if you have not taken a
surprise leave in that month.
 Unpaid leave, if have do not have
paid leaves available AND if you have
not taken a surprise leave in that
month.
 Unpaid leave with one day’s
penalty, if have do not have paid
leaves available AND if you have
already taken a surprise leave in that
month.
 To request for Surprise leave
 Click on the ‘Surprise Leave’
option.
 Treatment of requested surprise
leave are displayed.
 Paid leave
 Unpaid leave
 Unpaid leave with penalty
 Click on the ‘On’ textbox, select
date of surprise leave.

40. Leave
Leave Request: Points to
40 Remember
 Leave Request Submission
 A leave request must be submitted for any absence from work.
 In case you cannot submit an leave request personally, you can request your HOD or the HR Dept.
to submit in on your behalf.
 Leave Request Approval /Rejection
 An leave request must be approved by you HOD or HR Dept.
 You must check a leave request to see that it is approved before end of that month.
Follow up with your HOD/HR Dept for approval.
 Absence on leave rejected days in treated as absence without intimation (AWI).
 Leave Request Sanction/Rejection
 An approved leave request must be sanctioned by HR Dept.
 You must check each approved leave request to see that it is sanctioned before end of that month.
Follow up with HR Dept for sanction.
 Absence on leave rejected days in treated as absence without intimation (AWI).
Remember, if a leave request is not submitted and approved in time,
it can lead to loss of pay.
You can track the status of each pending leave request from ‘My Page’

41. 41 Staff Portal User Manual
User Manual

42. Staff Portal
User Manual
42
 This module is used to view the user manual
 To access this module, click on the ‘User Manual’ option.
 This will open the User Manual viewer.

43. Staff Portal : User Manual
43
 Your can view the user manual by clicking on the navigation
buttons.

44. 44 Staff Portal User Manual
Thank You!