Trial-Start-Wizard

Monday, 17 February 2014 00:38

Welcome to EmployWise!!!

Now that your signup for free trial is complete, you are required to do some basic setups for your organization, after which you shall be able to smoothly use the various modules like Employee Information Portal, Leave & Attendance, Travel & Attendance, Performance, Employee Acquisition, Learning & Development and Compensation & Benefits.

Please follow the steps below by going to the Settings page and implement EmployWise for yourself and by yourself.

Step 1:
Add your Company

To add your company name, company logo, currency used by you, etc. please follow the below steps:

  • - Click “Settings” on top right hand corner of your screen
    • - Expand Organization Structure and click “Companies”

        Organization Structures > Companies

    • Click “Add Companies” and enter the required fields like company name, company logo, currency, etc

    •  

      • - Click “Save”
      • Step 2:
        • Add your Business Units

Does your organization have Business Units?

  • - If YES : click on Business Units under “Settings” section 

      Organization Structures > Business Units

  • Click “Save”
    • - If NO : Don’t worry! Employwise maintains a default Business Unit named ‘NA’ which can be used in carrying out processes where Business Unit is mandatory such as adding a new employee.

         For now you may just skip this step and go to step 3.

  • Step 3:
Add your Functions

Organizations may have various functions and their sub-functions. This section helps you in defining them for your organization.

For an organization having: 

       Function - Human Resources

       Sub Functions - Talent Acquisition, and Employee Engagement

To add Function Types for your organization please follow the below steps:

Click on Functions under “Settings” section to create a Function Type

  Organization Structures > Functions > Manage Function Types

Click on "Manage Function Types" and then "Add Function Type". A new window opens (refer screen shot). Enter the name and a description about the same.

- Select the "Parent Function Type" from the drop-down, for example in order to create hierarchy as per fig 1, select "Function" as Parent Function Type for a Sub Function.

- A new Function Type gets created with the same name.

To add functions for your company please follow the below steps:

Click on Functions under “Settings” section to create a Function Type

  Organization Structures > Functions > Add Function

Enter the Function name, code and Function Head; you can also add a description. Categorize this function into a function type (Function or Sub Function as per the example in Fig 1)

- Click on "Save"

Step 4:
Add your Locations/Work Locations

This section will help you define geographical locations of your organization. EmployWise allows you to categorize your geographical locations into different location types. Location types can be created in hierarchy as shown in the Fig 1 below.

To create location type hierarchy for your company, please follow the below steps: 

-  Click on Locations under “Settings” section to create a Location Type

  Organization Structures > Locations > Manage Location Types

- Click on "Manage Location Types" and then "Add Location Type". A new window opens (refer to screen shot). Enter the name and a description about the same.

- Enter its name and select the parent location type from the drop-down. For e.g. in order to create hierarchy as per Fig 1 select "corporate" as Parent location type for "Regional" and "Regional" as Parent location type for "Plant".

To add locations / Work Locations for your company please follow the below steps:

- Once the Location Types are created, you can add your company's geographical locations. In case some of your employees are working on a different location due to onsite project or any other reason, they can be mapped onto Work Locations. EmployWise allows you to create different work locations in order to handle these cases.

- Click on "Add Location"

- Enter the location details as shown in the screenshot above. You can also make this a Work Location by checking the check box.

- Click on "Save" and a new location is created.

- In case the Work Locations are different from the locations created above, you can create them by clicking on Work Locations in Organization Structures.

  Organization Structures > Work Locations

Step 5:
Add Employee Types
This section allows you to create different Employee Types

- Click Organization structures in Settings section and select "Employee Types"

  Organization Structures > Employee Types

- Click "Add Employee Type“,Enter the Employee type Name, Code and some description.

    

- Click on "Save" 

Step 6:
Add Grades and levels

Do you have Defined Grades and levels in your Organization?

If Yes:

- Click Organization structures in Settings section and select "Grades and Levels"

     Organization Structures > Grades and Levels

- Click on “Add Grade”. Enter the Name and Code of Grade and Level, you can add multiple Levels within a grade by clicking on “Add grade level” as shown in the screen shot.

    

- Click on Save

If No

Dont Worry, EmployWise maintains a Default Grade "NA", which can be used in carrying out process where adding a Grade in mandatory.

For now skip to Step 7

Step 7:
Add Role Group/Roles

This section helps you in adding Different Role of your Organization into EmployWise.

Before Adding Roles you should create Role Groups under which similar Roles can be mapped

For adding Role Groups:

- Click Organization Structures in Settings section and Select "Roles"

    Organization Structures > Roles

Click “Manage Role Group” and then on “Add Role group”. Enter the Role group Name and code and Click "Save"

After Creating Role Groups add Organization Roles by:

- Clicking “Add Organization role” and Entering the Required fields.

Field Description
Reports to Role Dropdown to select the reporting Role
Role Profile, Qualifications, Skills, Experience and Others Text Fields
Hiring Time in Days Text field for defining the total time for Hiring for this Role

 

- Role specific rights can be assigned by checking the check box in front of each option at the end of the form- You can attach a Detailed Job Description by Uploading a Doc or PDF file

- Click "Save"

 

By Completing these above 8 Steps you are done with the basic configuration of EmployWise. You can now invite your Employees to join; by Adding them into EmployWise.

You can do this by:

-Switching to HR User option from drop down at the top left corner of your screen

 

-Click on "Add Employee" in People Menu

- Enter Employee Details and Click "Save"

 

Travel Requests

This section helps you in defining the travel requests preferences and Adding Travel Purposes.

Steps:

1. Click on Travel & Expense in Settings Section and select "Travel Requests"

     Travel & Expense > Travel Requests

    

2. Specify if the Travel is for Client work by selecting "Yes" or No"

3. Set the rule for making the travel request as shown below:

   

4. You can make the rule for providing estimate by selecting the required option from the ones shown in the screen shot above

5. If you want to allow the employees for requesting advances in travel then select "Yes" else "No"

6. You can add Travel Purposes by clicking on "Add New Travel Purposes". Enter the purpose and click "Save"

   

You can edit or deactivate an already created travel purpose by clicking the Deactivate/Edit option

 

Add Currency Conversions

This section helps you in defining currency conversion rates for different applicable currencies in your organization

Steps:

1. In Settings section click Travel & Expense and select "Currency Conversion"

    Travel & Expense > Currency Conversion

   

2. Click "Add Currency Conversion"

3. Select the Currencies form the dropdown and the conversion rate. Refer to screen shot for example

   

4. Click "Save"

You can Edit/Mark Inactive an already created currency conversion by repeating the same steps for the created ones

 

 

Payment Modes

This section helps you in selecting the various payment modes for Travel and Other expenses

1. Click Travel and expense in Settings section. Select "Payment Mode"

    Travel and Expense > Payment Mode

   

2. Select the appropriate mode by checking the same

   

3. Click "Save"

Create Account Codes

This option helps you in creating Account codes against which the Travel expenses can be mapped

1. For this Click on Settings section and select Travel Expense

2. Click Account Codes and click "Create"

3. Enter the code and description and click "Save"

Expense Field Rules

This section helps you in defining the rules for Expense Claim Fields.

Steps:

1. In Settings section click Travel & Expense and select "Expense Field Rules"

   Travel & Expense > Expense Field Rules

  

2. You can give the editing rights to Claim Requester,Approver and Accounts Approver for the fields as shown in the screen shot. You can do this by checking the appropriate checkbox:

  

3. You can make Project(Defined in "Projects" section of "Managing Your Organization Guide") to be entered as mandatory filed by Claim Requester,Approver and Accounts Approver by checking the appropriate checkbox as shown in the screen shot:

  

4. You can make the physical receipts mandatory for any claim, and can also make a rule for tracking physical receipts. Refer the screen shot above

5. Click "Save"and the rule gets saved

You can Edit the same by following the same steps

 

Add Applicable Currencies

This section helps you in adding/managing applicable currencies for your organization

Steps:

1. In Settings section click Travel & Expense and select "Applicable Currencies"

    Travel & Expense > Applicable Currencies

   

2. Click "Add Currency" and select currency to be added from the dropdown and select whether it is your base currency

Note: You can add only one Base currency

3. Click "Save"

 

Adding Travel Heads

For the added travel heads types you can define travel heads using this option.

Steps:

1. Click on Travel & Expense in Settings Section and select "Travel Heads"

     Travel & Expense > Travel Heads

    

2. Click "Create" and select Travel head Type and Accoun Code

3. Based on the Travel head you select define the other details. For example as shown in the screen shot,

   

   For the Travel head type-"Travel", select the mode type, mode, class. You can add description of the same as well

4. Click "Save". The Travel Head gets added

Based on these created Travel heads you can create Expense Entitlement. Refer to "Expense Entitlements" section of this guide

Travel Head Types

This section helps you in managing the travel head types for your organization. By Default these are added in EmployWise but you can edit or mark inactive the same as per your Travel policy

Steps:

1. Click on Travel & Expense in Settings Section and select "Travel Head Types"

     Travel & Expense > Travel Head Types

    

2. Click "Edit" and define the applicability by Typing "Y" or "N" for Yes or No respectively

3. If you want you can change the Label of the Travel Head types

4. Click "Update"

   

 

Create City Categories

This section helps you in creating City categories for classifying the travel cities. Based on these categories you can define the stay/DA expense entitlements as per your Travel policy.

Steps for creating City categories:

1. In settings section click Travel & Expense and select City categories

    Travel & Expense > City Categories

   

2. Click "Create" and enter the category name with soem description

3. Select the applicability of this city category for DA/Stay or Both

4. Select the cities you want to add under this category and click "Save"

   

You can Update/Mark Inactive an already created category by repeating the same steps

 

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