Employee Profile

In this section you can add personal information, address, contact detail, documents, assets and many more, to an employee’s record. 
 Two versions of the Employee Information Management system are available. See indicators in the sections below. 
 
 Foundation version . Basic Employee Information Management is required as the foundation for any of the additional modules in the system. 
 Enterprise version . This module includes all the advanced modules that are not explicitly listed below as a loose standing module - such as FAIS, Leave etc. 
 
 Navigation from the Home page: 
 
 System Administration | Modules | Manage Employees  to open the Employee List screen. 
 When the screen is opened, the page will be empty i.e. no employee records will be displayed. 
 Click  Search  to display matching employee records. 
 Click on the  Action | View/Edit  link OR click on the employee record to access the employee's record. 
 
 Once a record is selected, a list of Employee Profile information is shown on the left side menu bar as shown below. 
 Note: Whether the Employee Profile items are visible depends on a company’s requirements and the Employee Information Management version installed. 
 
 Personal Information 
 An employee's basic personal and biographical information. 
 The HR Administrator can upload a photo of the employee by clicking on the  Edit Photo  link. 
 The Smart Navigation search functionality is available on the Employee Information screens as shown below. You can search on an Employee Number, Surname, Name or ID Number or part thereof. 
 
 
 
 
 
 
 
 The personal information group contains a large number of fields of which only a few are mandatory. 
 
 
 Personal Detail (Foundation and Enterprise) 
 Employee Number 
 Surname 
 Maiden Name 
 Trading Name (Tick box) 
 Name 
 Middle Name 
 Other Names 
 Initials 
 Title (Drop down list) 
 Known As 
 Home Language (Tick box) 
 Income Tax Reference Number 
 Image URL 
 
 
 
 
 Mandatory Field Name 
 Description 
 Employee Number 
 If available, provide the employee’s proper employee number. In cases where the employee number is not yet available, use the employee’s National ID number until such time that en employee number becomes available. While typing any number in this field the system will validate the new number against all numbers already in the database, thereby preventing duplicates. The employee number used here is the number that will be used to create a USERNAME for the employee. This username will be used by an employee/user to log in to the system. Also refer to the  Create User Account  field for more information. The functionality to automatically generate employee numbers is available and can be activated if needed. If the override employee number functionality is active, an employee number can be assigned by the System Administrator himself. 
 Surname 
 The surname for the employee 
 Name 
 The name for the employee 
 
 
 
 Biographical Information (Foundation and Enterprise) 
 Global Number 
 Gender (Drop down list) 
 Race (Drop down list) 
 Ethnic Group (Drop down list) 
 Citizenship (Drop down list) 
 Nationality (Drop down list) 
 Birthday 
 Age (Calculated) 
 Option for Either ID number or Passport 
 Social Security Number 
 Marital status (Drop down list) 
 Marital date (Calendar provided) 
 Disabled (Tick box) 
 Disability (Drop down list) 
 Subsidiary (Drop down list) 
 
 
 
 
 Mandatory Field Name 
 Description 
 ID Number/ Passport Number 
 The ID number or Passport number should be entered. An optional setting is available to validate if the ID number is a valid South African ID.  
 Subsidiary 
 Sometimes a company may want to maintain their own employees in the database as well as records from e.g. contractors that are not employees.  In these cases other subsidiaries can be created and these non-employees linked to such a subsidiary.  They will then reside in the system but will not appear on any reports etc. Therefore there should be a subsidiary for company-own employees and if needed other subsidiaries for special-case “employees”. 
 
 Additional Information 
 Additional Information is a section that enables you to add up to 21 customisable fields. These fields have a drop down list of values and should be populated in the  Manage Employees | Master Data | Configure Additional Information  section. 
 This section needs to be configured per client (examples below). 
 
 
 Division Name 
 FSC Category 
 Hay Category 
 Hay code 
 Hay Job Level 
 Hay Job Title 
 Hay Level 
 
 
 
 Address 
 The address information is divided into 4 sections as shown below: (Foundation and Enterprise) 
 
 
 Home Physical Address 
 Unit Number 
 Street Number 
 Suburb/District 
 City/Town/Village 
 Country (Drop down list) 
 Postal Code 
 
 
 
 
 Home Postal address  (Option: can be populated automatically if Home Postal address is same as Home Physical address)
 Address 
 City/Town/Village 
 Country (Drop down list) 
 Postal Code 
 
 
 
 
 Business address  
 Region (Drop down list) 
 Floor Number (Drop down list) 
 Address 
 City/Town/Village 
 Country (Drop down list) 
 Postal Code 
 The business address can be populated automatically from the organisation structure 
 Some of this information can be updated by an employee from the Employee Self Service module 
 
 
 
 
 Location
 The Location field  (Drop down list) should be populated in the  Manage Employees | Master Data | Location  section. 
 
 
 
 
 Contact Detail 
 Available in Foundation and Enterprise version 
 
 
 Lists of contact details with local examples provided. The following fields are available:
 Home Telephone Number 
 Work Telephone Number 
 Mobile Phone Number 
 Email Address 
 Fax Number 
 Skype Name 
 Some of this information can be updated by an employee from the Employee Self Service module 
 
 
 
 
 Documents 
 Available in Foundation and Enterprise version 
 
 
 Can attach documents such as an ID book, CV etc
 Document Name 
 Category 
 Edit Document 
 Delete Document 
 View Details 
 Download Document 
 
 
 
 
 Dietary Requirements 
 Available in Foundation and Enterprise version 
 
 
 Specify an employee's dietary preferences. Will be used in other modules. 
 
 
 
 Family History 
 Available in Foundation and Enterprise version 
 
 
 A log of important family-related historical events for an employee. 
 
 
 
 Vehicle 
 Available in Enterprise version 
 A register of vehicles owned or driven by an employee. This information is important if the employee is to bring the vehicles onto the office premises. 
 
 
 Make 
 Model 
 Engine Capacity 
 Registration Number 
 Benefit type (Drop down list) 
 Repayment period (Drop down list) 
 Acquired date (Calendar provided) 
 Purchased date (Calendar provided) 
 Mileage 
 Manufacture Year 
 New Vehicle (Tick box) 
 Sold (Tick box) 
 Financed (Tick box) 
 
 
 
 Next of Kin 
 Available in Enterprise version 
 A list of near family members that can be contacted during emergencies. 
 
 
 
 Existing employee (Tick box) 
 Relationship (Drop down list) 
 Name 
 Surname 
 Other Names 
 Gender (Drop down list) 
 Title (Drop down list) 
 Nationality (Drop down list) 
 ID 
 Contact Type(Drop down list) 
 Date of Birth (Calendar provided) 
 Passport Number 
 Employee Number 
 Next of Kin 
 Primary Contact 
 
 
 
 The contact details, address and documents can also be captured for next of kin. 
 
 
 Some of this information can be updated by an employee from the Employee Self Service module 
 An Emergency Contact Detail report is available for the above. 
 
 
 
 
 Hobbies and Interests 
 An employee`s hobbies and interests can be entered here. 
 
 
 
 
 Criminal Record 
 Available in Enterprise version 
 A register of an employee`s criminal offences and related documentation. 
 
 
 Nature of Offence (Drop down list) 
 Sentence imposed/outcome 
 Date Sentenced (Calendar provided) 
 Sentence Expiry Date (Calendar Provided) 
 Police station where case is registered 
 Court Name 
 Case Number 
 
 
 
 Licenses 
 Available in Enterprise version 
 A list of licenses required by the employee’s position (linked in from his position in Job Profiler) or additionally acquired by the employee. The following categories are available: 
 
 
 
 Public Licenses 
 Ad Hoc Licenses 
 Licenses required by the employee's current job/position 
 Licenses required by the employee's previous job/position 
 
 
 
 Refer to the Licence Manual to view more information. 
 Permit 
 Available in Enterprise version 
 A register of permits registered in an employee's name. Examples are special on-site driving permits, gun permits etc. 
 
 
 
 
 Medical history 
 Available in Enterprise version 
 A basic medical history summary giving information on an employee's overall occupational health in terms of systems (e.g. respiratory), existing conditions (e.g. IDDM), occupational diseases (e.g. occupational TB) and past referrals to other specialists or health care providers. 
 
 
 General physical 
 Systems 
 Existing conditions 
 Occupational diseases 
 Referrals 
 Documents 
 
 
 Assets 
   
 Available in Enterprise version 
 A register of company assets used on a permanent or temporary basis by an employee. Multiple assets such as Notebooks, access cards, furniture, equipment can be linked to employee records as required. 
 
 
 Type (Drop down list) 
 Item (Drop down list) 
 Quantity 
 Serial Number 
 Description 
 Date issued (Calendar provided) 
 Expected return date (Calendar provided) 
 Actual return date (Calendar provided) 
 On an employee's resignation HR is notified about company assets due for return 
 
 
 
 Leave 
 Available in Enterprise version and Leave Module 
 See Leave Module Manual for more detail 
 Employee Funding 
 Available in Enterprise version 
 Employee funding is used to keep track of items such as expenditures that require work-back periods. 
 
 
 Type (Drop down list) 
 Amount 
 Description 
 Date Allocated (Calendar provided) 
 Payback Period Start (Calendar provided) 
 Payback Period End (Calendar provided) 
 Settled (Tick box) 
 Settlement Date (Calendar provided) 
 Supporting documentation can also be added. 
 
 
 
 Custom Field 
 Available in Foundation and Enterprise version 
 Custom field is a section that enables you to add your own fields (examples below). These fields can be configured in Manage Employees | Master Data | Custom Field Configuration section. 
 This section needs to be configured per client (example below). 
 
 
 
 
 Notification Detail 
 Available in Foundation and Enterprise version 
 In this section the HR Administrator are able to add notifications/reminders for an employee (examples below). 
   
 
 
 
 
 Talent Profiles 
 Available in Enterprise version 
 Refer to the Talent Management manual for more information.