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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

Legal Structure - View larger


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.

Management Structure - View larger

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.


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

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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

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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:

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:

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:

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:

Example: Creation of a user for a manager called Mary:

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

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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.


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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:

In the manager history tab the managing history of the team can be seen chronologically ordered. It can not be manually modified.

Salary Categories

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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:

This salary categories can be also accessed in Master Data Management > Business Partner Setup > Salary Category.


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To enter the positions the employees can have within the enterprise:

Each position can be mapped to several salary categories within several organizations. As for that:

Contract types

To enter the contract types:

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

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To enter a new employee:

Contact Information

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To insert contact information of an employee:

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

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To insert location information of an employee:

Notice that the can be a default business location and a default not business location.

Bank Information

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To insert bank information of an employee:

Employment Information

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To insert the employment information of the employee:

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

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To insert family members:

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.


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:

Employee Leave

If an employee leaves the company, the employees record should not be deactivated. Instead:

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:

   } else if (TreeType.equals("HCMC_TE")) {
     result = "";
   else if (keyColumnName.equals("Hcmc_Team_ID"))
     TreeType = "HCMC_TE";
   else if (TreeType.equals("HCMC_TE"))
     data = WindowTreeData.selectTeam(conn, vars.getUser(), strEditable, strParentID, strNodeId,
  <SqlMethod name="selectTeam" type="preparedStatement" return="multiple">
       SELECT tn.Node_ID,tn.Parent_ID,tn.SeqNo,tb.IsActive, te.HCMC_TEAM_ID AS ID, te.NAME, ' ' AS Description,te.IsSummary 
                                 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
       <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"/>

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:

In the same way, a field can be hidden:

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