onedu 2.0 documentation

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====== Human Resources ======



====== Staff ======
===== Staff Profile =====

**Menu Navigation:** Human Resources → Staff → View Staff Profile(or Manage Staff Profile)

A comprehensive profile of teaching faculty can be prepared here. The data collected in the profile is as per NBA and NAAC requirements. 

There are multiple areas in staff profile that can be updated by the staff themselves. The broad areas of information collected are:
  - **Personal Details**: This includes contact addresses, phone numbers, email addresses. Staff photo can also be uploaded in this section. This section can be edited by the staff members. 
  - **Education Details**: Past education record can be captured here include SSC, 12th/Diploma, Undergraduate degree, Post-graduate degree and Ph.D. Certifications, if any, can also be added here. This section can be edited by the staff members. 
  - **Experience Details**: Past work experience can be captured here. There is no limit on the number of jobs that can be added. This section can be edited by the staff members. 
  - **Research Publications**: Papers presented, Journals published and Conference papers can be listed in this section. This section can be edited by the staff members. 
  - **Salary Details**: This section is populated from the HR record and is for read only access to staff. They cannot edit this information.

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===== Manage Staff =====

**Menu Navigation:** Human Resources → Staff → Manage Staff

This is the feature that enables college HR staff to manage staff records. When new employees (both teaching and non-teaching staff) join your institution, this is the place to add them into onEdu. Similarly, when an employee leaves the organisation, then their record has to be updated here to mark them as inactive. There is no ability to delete an employee record. 

Several important parts of the employee record are maintained here:

1. Title and Department
2. Leave reviewer and approver
3. Online classes id (either zoom or google meet ids, only in case of teaching staff)
4. Certificates submitted by the staff when they joined the institution

Employee ID defined in this form becomes the login username for a staff member. When a new staff member is created, an SMS and email containing their login credentials are sent to the defined phone and email address. 

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===== Staff Upload =====

**Menu Navigation:** Human Resources → Staff → Staff Upload

When a number of staff members are to be created in bulk at the same time, onEdu has a pre-built feature to upload staff from a spreadsheet. 

A sample download is provided on this screen that defines the information template - the mandatory fields required in onEdu along with other information that can be uploaded. 

The mandatory fields required in upload are:
  - Name
  - College/School
  - Department
  - Employee ID
  - Title (Mr/Mrs/Dr)
  - First Name
  - Gender
  - Appointment Type (Regular/Adhoc)
  - Date of joining 
  - Teaching or Non-teaching staff

When uploaded, a message displays the number of records successfully uploaded and the total number of records in the file. In case there are any errors in the upload, you can click on 'Failed Records' button to download the list of failed records. Each record will have a comprehensive list of data validations that failed so as to guide you to correct the information and upload again. 

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===== Manage Shifts =====

**Menu Navigation:** Human Resources → Staff → Manage Shifts

onEdu has an integrated biometric attendance system. A pre-requisite for this system, is the definition of shifts (with start and end time for each shift) and assigning it to staff members. All staff members should be assigned a shift. 

More than likely, an institution may require more than one shift. While teaching staff may all have a single shift, non-teaching staff especially housekeeping/janitorial and security staff may have staggered or multiple shifts. 

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A shift name, start time and end time are required to define a shift. Shifts can be either activated or inactivated for use on this screen. 

===== Shift Mapping =====

**Menu Navigation:** Human Resources → Staff → Shift Mapping

Defined shifts can be mapped to individual staff members. A staff member can be associated with multiple shifts on a given day - the last associated shift for a given day will be used for calculating their attendance from biometric scans. 

For example, a staff member may have a regular 9am - 4pm shift regularly, but for a special occasion such as an Independence Day or college festival day, they may be associated for one or more days with another shift. 

When mapping a shift to a staff member, you are required to define the start and end dates. 

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====== Leave Management ======

===== Leave Types =====

**Menu Navigation:** Human Resources → Leave Management → Leave Types

Multiple leave types can be defined in onEdu as required. You can also configure if a leave type when used on leave application requires a mandatory documentary evidence (upload of pdf). If marked as yes, then end users cannot submit their leave application without uploading an attachment. 

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Leave types are then combined to form leave structures that are then assigned to individual users. 

===== Leave Mapping =====

**Menu Navigation:** Human Resources → Leave Management → Leave Mapping

Leave types and number of leaves available together form a leave structure. A leave structure may have one or more leave types defined against it. 

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Leave structures can be edited unless they are already assigned to a staff member. 

===== Upload Leave Transactions =====

**Menu Navigation:** Human Resources → Leave Management → Upload Leave Transactions

This is an easy way to get started with using leave module in onEdu. If you already have the existing leave balances for each staff member in a spreadsheet, you may use this information and upload it into onEdu directly. 

Like in other upload data screens, a spreadsheet format is available on this screen as a guide to format the data for upload. 

===== Leave Application =====

**Menu Navigation:** Human Resources → Leave Management → Leave Application   

Staff members can apply for leaves anytime, anywhere. Before they apply the leave, they can view their leave balance and choose the most appropriate leave type to use for their purpose. 

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Leave types can be configured to make it mandatory for documents to be attached to the leave. This is done on leave type definition screen.

When staff members apply leave where in an attachment is mandatory, they will be required to upload pdf files before submitting the leave for approval. The uploaded attachments cannot be changed. There is no ability for leave applicants to recover in case they upload a wrong file. The workaround in such situation is to cancel the leave (in case it is in pending status) and then apply for leave again with the correct attachment. 
===== Leave Approval =====

**Menu Navigation:** Human Resources → Leave Management → Leave Approval


Staff leave is automatically routed to the reviewer for review and then further to the leave approver for approval. When the leave is approved, it is deducted from the available leaves for the leave type for the staff member. 

Leave approvers and reviewers can choose to request more information and/or reject the leave application. 

Approved leave is automatically adjusted for the day when no biometric scans are available, and will also be visible on the Payroll report. 

====== Holiday Calendar ======

**Menu Navigation:** Human Resources → Holiday Calendar

This screen displays a list of holiday calendars tailored to individual user roles. By selecting the "View" button, you can access a specific holiday calendar. Notably, administrators have the ability to edit  existing calendars and add new ones. To introduce a fresh calendar, simply click on the "Add New" option, and provide information in all the fields.

Calendar Name: Enter the desired name for the new calendar.
User Role: Specify the user role associated with this calendar.
Copy Calendar: This dropdown exhibits pre-existing calendars, streamlining the process. Opt for a similar calendar to expedite setup.


====== Reports ======

===== Last Login =====

**Menu Navigation:** Human Resources → Reports → Last Login

Last login report provides the login activity for any user in onEdu. This can be used for system audit and tracking of employees / staff by their management. 

Along with the last logged in time, the report displays the number of times the staff member has logged in during the specified time period. 

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This information can printed or exported to a spreadsheet for further analysis. 
===== View Leave History =====

===== Login Details =====

**Menu Navigation:** Human Resources → Reports → Login Details

This feature allows system administrators to review the default login credentials of a user. In case the user has already changed their login password, the same is not visible anymore to the system administrator also. The only way to recover access would be to reset the password in onEdu. 

This screen also allows system administrators to send personalised SMS to individual users that have not yet changed their login password. The feature comes in handy, when a system administrator has created bulk users at once (such as bulk upload of staff members, or students) and want to share the login credentials with the new users. 

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===== Employee Check-in Check-out =====

**Menu Navigation:** Human Resources → Reports → Employee Check-in Check-out

This report displays the daily check-in and check-out timings of staff members. It also allows for easy comparison with their shift timing that is associated for the day. 

Biometric scan information has to be integrated into onEdu. If you institution wants to do this, and is not enabled yet, please get in touch with your onEdu support team. 

This is a view only report. 

===== My Check-in Check-out =====

**Menu Navigation:** Human Resources → Reports → My Check-in Check-out

Every staff member may review their checkin and checkout timings for past days and weeks. onEdu keeps records of the scan information until it is archived on purpose and by request. 


===== Biometric Exception Handling =====

**Menu Navigation:** Human Resources → Reports → Biometric Exception Handling

Exceptions generated during the process of marking attendance using biometric scans is reported on this screen. Several types of exceptions can occur including 
  * single scan exception
  * no scans for the day exeption
  * late entry or early check out scan

These and several other types of exceptions are handled as per the rules of the institution and automatic leave deductions are applied. When staff members come by for clarification regarding their leave deductions, this screen will help view all the information on a single page and provide the necessary clarifications. 


===== View Staff Biometric Attendance  =====

**Menu Navigation:** Human Resources → Reports → View Staff Biometric Attendance

This is an attendance report generated in onEdu. 

Search criteria for this report is:
  - College
  - Department
  - Designation
  - Employee Name
  - Employee ID
  - Shift
  - From Date
  - To Date
  - Status (All, Present, Marked as Late Entry, Marked as Early Checkout, Absent)

The report returned is a tabular report that has the following columns
  - S.No
  - Date
  - Employee ID
  - Employee Name
  - Shift Start Time / Check in Time
  - Shift End Time / Check out Time
  - Leave Type (applied leave for the day)
  - Leave Status (status of leave applied for the day, pending/approved)
  - History (displays a View link that shows the previous late checkin or early checkouts)
  - Status


===== Payroll Report =====

**Menu Navigation:** Human Resources → Reports → Payroll Report

Payroll report can be run with the following search criteria.
  - College/School
  - Department
  - From Date
  - To Date
  - Staff Type
  - Show detail (yes/no)

Payroll report has the following columns returned. 
  - S.No
  - Employee ID
  - Employee Name
  - Designation
  - School
  - Department
  - A column for each day in the date range selected above. Data in these columns depends on the section for detail required. When detail is selected, PR/AB status, checkin time, checkout time, hours worked. 
  - Total Days
  - Working Days
  - Days Present
  - Days Absent
  - Loss of Pay days
  - Paid Days

This report can be printed or exported to a spreadsheet for further analysis.