Projects:Humancapitalmanagement/User Manual
The Human Capital Management User Manual is intended as a reference for end users of the module. It provides guidance on usability and features from a functional perspective.
User Manual
Preface
This module is intended to provide Employment Information Management capability to Openbravo ERP 2.50. The aim is to be generic in order to fit most companies' needs and at the same time be easy to adapt to different regions and different countries' regulations.
Openbravo ERP provides a mean to manage the legal structure of the companies via the concept Organization. See example in the diagram in the right
This module will provide a mean to manage the management structure of the organization via the concept Team. It allows the model companies with several levels of management. Every team has a manager and several employees can report to that manager/team. See example in the diagram in the right.
Installation
IMPORTANT NOTE: This module is only available for 2.50MP6 and up.
This module can be installed following the usual steps to install a module. It can be installed through the central repository or downloaded at the module section of this forge project. Only the System Administrator can install modules.
Module Configuration
Reference data
For existing clients in the system, an extra step to install the reference data of the module is required. Logged in as client admin, go to: General Setup > Enterprise > Enterprise module management. Select organization '*' and check the module Human Capital Management. Click on 'OK'. This will install the roles needed by the module.
This step is not necessary for new clients, as this reference data will be install at Initial Client Setup phase (performed by the System Administrator).
Background Process Activation
The module provides a background process that updates current data. It is highly recommended to run it on a daily basis. Openbravo provides a mean to schedule processes.As for that, logged as Client Admin, go to General Setup > Process Scheduling > Process Request and select the line where the 'Human Capital Management' process is selected. This record provides the recommended configuration, which makes the process run on a daily basis at 00:00. To keep the recommended configuration, without doing any change, click on the schedule process button. Make sure a green success message is displayed.
In General Setup > Process Scheduling > Process Monitor every process execution can be monitored.
User and Roles
The module provides 3 roles by default:
- Human Capital Manager: Has access to every item in the Human Capital Management Module.
- Manager - Has access to Employee (manager view) window. Has access to the records of the employees reporting to the user. The manager has read-only access to the contact, location and employment information of the employees. The managers also have access to the employee self-service window explained below.
- Employee - Has access to employee self-service window where the only record available is the employee's own record. The employee has read only access to the employment information and write access to the rest of the information.
Notice that the Client Admin has access to every window of Human Capital Management module by default. If this is not wanted, the client admin role should be modified.
If the default roles do not meet your company's requirements, in ..... it is explained how to customize the module.
Give access to organizations to roles
All the roles have access to '*' organization. To allow the roles to access more organizations:
- Go to General Setup > Security > Role
- Select the desired role, for instance, human capital manager.
- Go to Org Access tab.
- A record has to be added for each organization that needs to be accessed by the role.
Note that it is not necessary to give access to other organizations to manager and employee roles as every employee is created under '*' organization, and this is the only information this roles have access too.
Give access to other windows or processes to roles
It is possible to give access to this roles as is usually done in Openbravo ERP:
- Go to General Setup > Security > Role
- Select the desired role, for instance, human capital manager.
- Go to Window access tab
- A record has to be added for each window that needs to be accessed by the role.
Assign roles to users
Logged in as client admin, users can be created navigating to General Setup || Security || User . In the user roles tab, roles can be assigned to this users. Later on, once the employees are inserted in the system, each employee can be associated to a user. This way, the employee can access the system with his/her own user and see their personal information.
Example: Creation of a user for an employee called Peter:
- Go to General Setup > Security > User
- Fill mandatory fields and set a password.
- Select Peter as business partner. Notice that this step can only be done after the employees are inserted in the system (explained below)
- Go to User Roles and enter a new record for Employee role.
- Now Peter can log in in the application with the username and password provided. He will only have access to his own information in the employee self service tab.
Example: Creation of a user for a manager called Mary:
- Go to General Setup > Security > User
- Fill mandatory fields and set a password.
- Select Mary as business partner. Notice that this step can only be done after the employees are inserted in the system (explained below)
- Go to User Roles and enter a new record for Manager role.
- Now Mary can log in in the application with the username and password provided. She will have access to her own information in the employee self service tab. She will also have access to the window employee (manager view) where the information of the employees reporting to her can be seen. Notice that Mary has to be the current manager of at least one team. she will see the information of the employees associated to those teams.
Human Capital Management Setup
The following steps could be performed by the human capital manager (logged in with the human capital manager role) or by the client admin.
Defaults setup
First of all the default setup window must be filled out. Notice that only one record can be created on this window. Every employee will be created with the same default values. If for some reason any employee needs different values, this values could be changed in the business partner window.
- Go to Human Capital Management > Setup > Default Setup
- Select a employee category. These employee categories are mapped with business partner categories (Master Data Management -> Business Partner Setup -> Business Partner Category). Navigate through the blue link to add another category if needed.
- Optionally, expense reimbursement information can be added.
Team
The management tree of the organization is represented by teams in the module. Each area, sub-area, department, etc. is mapped as a team. To enter new teams:
- Go to Human Capital Management > Setup > Team
- Enter a new record and fill:
- Name: unique name for the team
- Parent team: select the parent team of the current team. Leave blank for the main tree.
- Current manager: This field is read only and automatically calculated by the system. The manager of a team can be set clicking on add manager button. A pop-up displays where the manager, effective from date and effective to date can be selected. Notice that this step can not be performed until some employees are entered in the system.
In the manager history tab the managing history of the team can be seen chronologically ordered. It can not be manually modified.
Salary Categories
Each employee can be associated to a certain salary category. This salary categories are associated to certain position within certain organization. To insert salary categories:
- Go to Human Capital Management > Setup > Salary Category
- Create a new record and fill:
- Name: unique name for the salary category
- Currency
- From amount: salary range where the employees salary should be.
- To amount: salary range where the employees salary should be.
- Bonus type: bonus the employee can perceive
- Description
- Cost applied: indicates that there should be fields in the cost tab.
- Optionally, the cost tab can be filled to associate a cost to the salary category. This cost can be selected per hour, pero unit produced etc. It is used if the employee is an operational resource participating in production or projects.
This salary categories can be also accessed in Master Data Management > Business Partner Setup > Salary Category.
Positions
To enter the positions the employees can have within the enterprise:
- Go to Human Capital Management > Setup > Position
- Create a new record and fill:
- Organization: Organization where the position is available
- Name: Unique name for the position
Each position can be mapped to several salary categories within several organizations. As for that:
- Go to Human Capital Management > Setup > Position
- Go to Salary category tab
- Click on new and enter:
- Salary Category: This salary category will be available when this position is selected
- Organization: Organization where the relation is valid.
Contract types
To enter the contract types:
- Go to Human Capital Management > Setup > Contract Type
- Click on new and fill:
- Search key: Short value to identify the contract type
- Name: Name of the contract type
Update setup
Setup items can be updated going to the corresponding window and updating the desired fields. Setup items can be deleted if they have no linked items.
Usage: Manual for Human Capital Managers
The following steps could be performed by the human capital manager (logged in with the human capital manager role) or by the client admin.
Employee Insertion
They main purpose of the module is to manage the information of the employees. Once the setup has being done, let's proceed with employee insertion. Notice that employees are a kind of business partners, so, every employee can also be accessed though Master Data Management > Business Partner
Personal Information
To enter a new employee:
- Go to Human Capital Management > Employee
- Click on new and fill mandatory and optional fields:
- Search key: Short value to recognize the employee
- First Name
- Middle Name
- Last Name
- Known as: Notice that this field is populated when the names are inserted. It can be modified to insert an alias.
- ...
Contact Information
To insert contact information of an employee:
- Go to Contact tab
- Click on new and fill:
- Contact type: Select the kind of contact.
- Contact: Enter the value of the contact.
- Business: Check if it is a business contact
- Click on make default value if this contact is intended to be the default contact of the type.
Notice that the can be a default contact of each type. There can also be a default business contact and a default not business contact.
Location Information
To insert location information of an employee:
- Go to Location tab
- Click on new and fill:
- Name: Name to identify the location
- Location: Click on the icon at the right and fill the pop up window.
- Business: Check if it is a business location
- Click on make default value if this location is intended to be the default location
Notice that the can be a default business location and a default not business location.
Bank Information
To insert bank information of an employee:
- Go to Bank Information tab
- Click on new and fill:
- Account Name: Name to identify the bank account
- Bank Name
- Account No.
- Bank Account geography: select whether is an international or local bank account
- SWIFT/IBAN/country: Fill in case of international accounts
- Click on make default value if this bank account is intended to be the default.
Employment Information
To insert the employment information of the employee:
- Go to Employment Information tab
- Click on new and fill:
- Organization: Legal entity the employee works within
- Position: Position of the employee
- Salary category: Only the salary categories linked to the position will be available
- Contract type
- Salary: Manually entered quantity in the currency of the salary category
- Part/full time: If part time is selected two fields for the hours per period will be displayed.
- Effective from: Initial date of the period of time when the data is valid.
- Effective to: optionally and end date can be set.
- Once all the information is correct press complete button. This will make the record non editable.
Notice that only one record can be on draft status. The information is not valid till is completed. It is possible to add future records. The system calculates the end of the period if no effective to is set. Whenever a change is required after the record is completed a new record must be created. It will be defaulted to the previous values.
Family Member
To insert family members:
- Go to Family member tab
- Click on new and fill the data
Operational Resource
Allows to set the employee as a sales representative and/or a operational resource. In the Cost salary category tab a cost salary category can be selected for operational purposes.
Other Citizenship
If an employee has more than one citizenship they can be added in Other Citizenship tab.
Employee Data Modification
Except for the employment information, the rest of the employee data can be changed navigating to the corresponding tab and changing the desired field. As for employment information, a new record has to opened to perform every single change. Complete the record once the change is done. This way historic employment information is maintained.
Examples:
- Employee is promoted to another position: Go to employment information tab and open a new record. Change the position. The new salary categories will be reloaded. Select the appropriate one. Complete. The previous record will be turned to historic status.
- Employee moves to another country (and changes legal entity): Go to employment information tab and open a new record. Change the organization and complete the record.
The historical employment information can be seen opening the employment information tab on grid view. The current information is visible in the employee's header.
Manager Designation
Each team has a manager assigned. One same employee could be the manager of several teams. To assign a manager to a team:
- Go to Human Capital Management > Setup > Team
- Open on from view the desired team
- Click on add manager button.
- A pop up will be displayed. Fill the data and click OK.
- The current manager field will be updated (if necessary). The historic information can be seen in the Manager History tab.
Employee Leave
If an employee leaves the company, the employees record should not be deactivated. Instead:
- Open the employees record on grid view
- Set status field to Former employee.
- Exit date field will be displayed. Select the exit data. This exit date will be copied to the last employment information record (if any). The exit date will be set as end date for the managing period of the employee (if any).
Usage: Manual for manager
A manager is an employee (that is, a business partner) that is currently set as manager of certain team in the application. The client administrator must provide this person with a username and password. This user must have the manager role assigned. It is very important to select the business partner corresponding to this employee in the business partner field of the user tab. When this manager person enters the application with his/her username/password, the Employee (manager view) window will be visible. In this window, the records of the employees associated to the team this person is managing will be available. It is read only information. If the manager want a change made, hi/she must ask the human capital manager to do it.
The employee self-service window will be available as well. The managers personal record will be the only record available. Except for the employment information, the rest is modifiable by the user.
Usage: Manual for employees
Same as for managers, to enable employees to access the application to see their records, they must be provided of a user/password. This user must be linked to the business partner representing this employee.
Post - Installation Steps && Module Customization
This section is intended to developers or advanced users. Programming and software developing knowledge is recommended. Only the system administrator can perform these changes.
Tree Icon
It is a known issue that the tree icon in the teams window does not work. If it is clicked it throws an error. Openbravo ERP does not support trees on modules yet. Still, the module has been designed to provide a mean to workaround this issue. As for that, some java files needs to be modified and the application recompiled to make the changes visible. Take into account that this is a core modification (and core modifications should not be done). If a core modification is done, whenever the system is updated with the next maintenaince pack, the changes will be lost (you will have to remember to do them again after updating the system).
Making this changes will make the tree icon work and so, the drag and drop functionality will be usable. The changes consist on adding the following lines in the following files:
- src/org/openbravo/erpCommon/utility/WindowTreeChecks.java - Line 132
} else if (TreeType.equals("HCMC_TE")) {
result = "";
- src/org/openbravo/erpCommon/utility/WindowTreeUtility.java - Line 73
else if (keyColumnName.equals("Hcmc_Team_ID"))
TreeType = "HCMC_TE";
- src/org/openbravo/erpCommon/utility/WindowTreeUtility.java - Line 155
else if (TreeType.equals("HCMC_TE"))
data = WindowTreeData.selectTeam(conn, vars.getUser(), strEditable, strParentID, strNodeId,
TreeID);
- src/org/openbravo/erpCommon/utility/WindowTree_data.xsql - Line 290
<SqlMethod name="selectTeam" type="preparedStatement" return="multiple">
<SqlMethodComment></SqlMethodComment>
<Sql>
SELECT tn.Node_ID,tn.Parent_ID,tn.SeqNo,tb.IsActive, te.HCMC_TEAM_ID AS ID, te.NAME, ' ' AS Description,te.IsSummary
FROM AD_TREENODE tn LEFT JOIN AD_TREEBAR tb ON tn.AD_Tree_ID=tb.AD_Tree_ID
AND tn.Node_ID=tb.Node_ID
AND tb.AD_User_ID = ? ,
HCMC_TEAM te
WHERE tn.Node_ID = te.HCMC_TEAM_ID
AND tn.AD_Tree_ID = ?
ORDER BY COALESCE(tn.Parent_ID, '-1'), tn.SeqNo
</Sql>
<Parameter name="adUserId"/>
<Parameter name="editable" optional="true" type="none" after="WHERE " text="tn.IsActive='Y' AND te.isActive='Y' AND "/>
<Parameter name="parentId" optional="true" after="WHERE " text="tn.Parent_ID = ? AND "/>
<Parameter name="nodeId" optional="true" after="WHERE " text="tn.Node_ID = ? AND "/>
<Parameter name="adTreeId"/>
</SqlMethod>
Notice that the line number above may change over time. Notice that this lines should be eliminated manually if the module is unistalled.
Module modification
Same as for core, the module should not be modified because every change made will be overwritten if an update of the module is installed. Changes should be done as extensions. If changes on the module are still needed for some reason, here is the way to do them.
First, set the module as in development in Application Dictionary > Module. Now changes can be done in tables, windows, etc. Remember to compile the application to see the changes. You may want to export the changes to XML files as well.
Customization Example: In the module, employees can edit their own data. To disallow them to do this:
- Go to Application Dictionary > Windows, Tabs and Fields
- Search for Employee Self-Service window
- select it.
- Go to tab tab. Select grid view and select the tab desired.
- Open it in form view
- To make the tab read only set the field 'UI Pattern' to read only.
- To make a tab not visible uncheck the field active. For instance to make the tab employment information not visible for employees.
In the same way, a field can be hidden:
- Go to the desired window. Go to the desired tab.
- Click on field sequence tab.
- Move the desired field from the right to the left and save.