THIS IS A TEST INSTANCE. ALL YOUR CHANGES WILL BE LOST!!!!
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The Employees feature manages information about people who have an employment relationship with your Company or one of it's departments. This features include an employee Profile, a display of all employee related information in a single screen and facilities for managing employee skills, qualifications, training, leave and payroll history.
SCREENSHOT
Breadcrumbs - HR Human Resources > Employees
Usage - In the Employees screen you can create a new employee, search for an existing employee and view a list of employees. Selecting an employee in the list opens the employees profile and other screens associated with the employee. The Employees screen is divided in three screenlets, they are described in the following sections
New Employee
SCREENSHOT
Breadcrumbs: Human Resources > Employees - Click New Employee
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Breadcrumbs - Human Resources > Employees
Usage - Find an employee using search criteria.
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Only Employees Are Found. Use the Party Manager application to get information about people who are not employees. To do this: In the Applications menu select Party, enter search criteria to search for the person, to return the HR App select HR from the Applications menu. |
Fields
Party ID - Must be the id of a party who is an employee.
User Login - The identifier used to login to OFBiz
Note An employee may have zero or more user logins.
Last name - Employee last name
First name - Employee first name
Actions
Actions are described from the left to right, top to bottom of the Find an employee screen.
Contact Information radio buttons - Displays or hides additional criteria fields.
Lookup Party button (title bar): Opens a list of employees based on the criteria entered.
Hide Fields / Show Lookup Fields button (title bar): Hides / shows the filter fields in the "Find an employee" screenlet.
Lookup Party icon (right of Party Id field): Opens a pop up search form that finds a Party Id. Use the form to find employees by id or first and last name when you do not know the employee id. Remember the search is only for employees and not all people are employees.
Lookup Party button(button center of "Find an employee" footer): Opens a list of employees using the criteria in the "Find an employee" screenlet (same as Lookup Party in the title bar).
Show all records button: Opens a list of all employees (same as selecting Lookup Party without entering a criteria).
This section list the employees found by the Find an employee search.
Fields
PARTY ID: The unique identifier for the employee.
USER LOGIN: The user login for the employee. May be "(None)", "(Many)" in the case where an employee has no or more then one login.
NAME: The last name, first name of the employee.
TYPE: The party type of the employee. Typically "Person"
Actions
Party Id link (left column in Parties Found list): Opens the employees profile.
DETAILS button (right column in Parties Found list): Opens the employees profile (same as clicking the Party Id link).
View a summary of information on an employee in a single screen
Update Personal Information
View, create, update, and expire employee contact information
View and create a list of related accounts
View training records
View employment information
View, create, and update login id's, update security group
View and create party attributes
Upload party content
View and create notes
Party Id: The id of a employee associated with the profile information
Name: The first and last name of the employee
Comments: A comment associated with the employee
External Id: The id of an external login system e.g. An LDAP server
Status ID: Available status: Enabled, Disabled, and Assigned.
Electronic Address
Postal Address
Phone Number
Email Address
Internet IP Address
Internet Domain Name
Web URL/Address
Internal Party Note
LDAP Address
Create New - Opens the Create New Contact Information screen
Update - Click to change information or add a contact purpose. You can add a contact purpose when you create and Email Address, Phone Number or LDAP Address. Use Update to add a contact purpose to Postal Address or Web URL/Address. You can not add a purpose to Electronic Address, Internet IP Address, Internet Domain Name and Internal Party Note
Expire - Click to sets the through date (not visible the user) on the contact item. The item is no longer displayed in Contact Information.
lookup:anywho.com (only in Phone Number)- Click opens http://www.anywho.com/reverse-lookup in a new browser window
Look up White pages (only in Phone Number) - Click opens http://www.whitepages.com/search in a new browser window
Send Mail (only in Email Address) - Opens a new communications event. For help see Send Email in the OFBiz Support Apps document.
open page in new window (only in Web URL/Address) - Click to open the address in a new browser window.
Click Create New to add an account to your Profile
Click the Lookup Icon
Select from the list of Id's.
Click Add
The Account is added to the list of Related Accounts in your profile.
From Date - Start date time for training
Thru Date - End date time for training
Training Class Type - Name describing class category. See : Training Class Type
Approver Status - One of Applied, Approved, Assigned, Proposed or Rejected
Approver Party - Person with authority to approve training
Company - The organization unit to which the employee is assigned
Position - Position(s) held by the employee
Salary - Employee salary
Company [some text]: Click to open Company profile
Note The Profile opened is in the Party Manager application. To return to the HR App select Applications > HR
Position [some text]: Click to open position Summary screen.
Create New text in title bar: Opens the Create User Login screenlet.
Edit button: Opens the Edit Login screen where a user can update the login or change the password.
Create New title bar button: Opens the Party Attribute screenlet where you can create name value pairs for the party.
Edit button: Click to open Party Attribute screenlet where you can update name value pairs for the party.
Click Browse and select an image using the native file search
In the drop-down list select Logo Image URL
In Is Public select Yes
Click Upload.
Content Id - A unique content identifier linking the employee to the content
Content Type - One of Internal Content, User Defined Content, Logo Image URL, or Vendor Shipping Info
Content Name - A user defined name for the content
Content Description - A user defined description of the content
Content mime type - One of application/octet-stream, application/pdf, image/gif, image/jpeg, text/html, text/plain, or text/x-diff
Status- One of Available Deactivated, Final Draft, In Progress, Initial Draft, Published, or Revised Draft
Content Id button: Opens the dedicated Party Content screen.
View button: Click to open content. Content will open in a viewer appropriate for the content type.
Remove button: Deletes the record
Browse button: Opens system file upload
Upload button: Uploads file to OFBiz runtime > upload folder. A record is created in Content Manager.
In the main Applications menu select Content.
In the Content Manager Menu select Content
In the content id filed enter the content id as displayed in the Party Content list.
Click Find
Note Name - Required name for the note. The text of the node is to the right of the name.
By - Name of the person who created the note.
At - Date time note was entered
Employee Party Id - The party Id of the employee.
From Date - Hire date
Thru Date - Last day of employment.
Termination Reason Id - The reason for the. Reasons are defined in Global HR Settings Termination Reasons.
Termination Type Id - The type of termination. Types are defied in Global HR Settings Termination Type.
DemoEmployee button: Opens the PROFILE screen
Note This action is the same as clicking on the Profile menu item adjacent to this item.
Edit button: Opens the Edit Employment screen in the Employments feature.
Status ID - One of Active/Open, Inactive/Closed or Planed For.
Estimate From Date - May be used for budgeting
Estimate Thru Date - May be used for budgeting
Actual From Data - May be used for financial and regulatory reporting
Actual Thru Data - May be used for financial and regulatory reporting
Employee Position Id text link: Click to open the Summary screen (profile) in the Employee Position feature for the employee position
Party Id button: Click to open profile screen of the organization assigned to the position
Person Id - The unique identifier of the person assigned the skill.
Skill - The skill name from Global HR Settings
Years Experience - A numeric value identifying the number of years of experience.
Rating - A numeric value that can be used as a filter for finding and reporting on skills in the company.
Skill Level - A numeric value that can be used as a filter for finding and reporting on skills in the company
Create button - Click to add a skill to an employees list of skills
Update button - Click to update changes Years Experience, Rating and Skill Level
Delete button - Click to delete a skill from the employee's skill list. Deleted skills can not
Qualification - The Qualification name.
From Date - The start date of the qualification.
Qualification Desc - A user defined description of the qualification.
Title - A user defined title of the qualification
Status - One of completed, deferred or incomplete may be used to indicate if state of the qualification for the party.
Verify Status - Indicates if the validity of the qualification has be checked.
Thru Date - The end date of the qualification i.e. The expiration date of a drivers license
Update button: Click to save changes to the qualification.
Delete button: Click to delete the qualification. The qualification is deleted and can not be restored.
Note Instead of deleting a qualification it is better to set the thru date.
Create button: Click to create a new qualification for the party.
Employee Party Id - The unique identifier for person associated with the training list.
Training Request Id - The identifier for the request for this person to attend the training.
Training Class Type - The name of the training class.
Work Effort Id - This field can be ignored by the user.
From Date - The date and time the training starts
Thru Date - The date and time the training ends.
Status - The approval status for the person for this class. May be one of
Reason - Reason for training
Employee Party Id button: Click to open the employees profile in the OFBiz Party Manager application.
Approver Party button: Click to open the approvers profile in the OFBiz Party Manager application.
Leave Type Id - The name of a leave type. Leave types are defined in Global Settings
From Date - The data the leave starts.
Thru Date - The data the leave ends.
Approver Party - The party id of the person with authority to approve the leave.
Description - A user entered description of the leave.
Leave Reason Type - The name of a leave type reason. Leave types reasons are defined in Global Settings
Update button: Click to save changes to a leave record.
Note You must have update or administrator permission to update a leave request.
Create button: Create button: Click to create a leave request.
Employee Party Id button: Click to open the employees profile in the OFBiz Party Manager application.
Approver Party button: Click to open the approvers profile in the OFBiz Party Manager application.
Warning The OFBiz Party Manager application is separate from the HR App. To return to the HR App Select HR from the Applications menu. You will be returned to the main Main screen.
Invoice ID - The distance identifier of the invoice. This number can be used to find the invoice in the Accounting application.
Invoice Type - Identifies the type of invoice. This will typically be Payroll.
Invoice Date - Date the invoice was created.
Invoice Status - Status may be In-Processes (can be edited), Approved (has been reviewed, can not be edited), Ready (post to GL), Paid (post to GL)
Description - A user entered description of the invoice.
From Party - The employee identified by the party id . The invoice is in effect from the employee to the company.
To Party - The party the invoice is to. For payroll this will typically by your company identified by the party id .
Total - Amount paid. For a payroll invoice this will typically be less then the gross amount of the invoice due to deductions for taxes and benefits etc
Outstanding Amount - Any unpaid amount due on the invoice.
Invoice Id - Click to open the invoices Overview screen in the Accounting application.
From Party - Click to open the Fin. History screen for the From Party party id the OFBiz Party Manager application.
To Party - Click to open the Fin. History screen for the To Party party id the OFBiz Party Manager application.
The Profile screen for an employee is a collection of screenlets each presenting information about a different aspect of the employee. It is the first item on a menu that has screens for other information related to the employee.
Usage
Each of the Profile screenlets are described in the sections that follow.
The Personal Information screenlet has only a few of the fields available in OFBiz for recording information about an employee. You can collect and edit additional information by clicking the Update link in the title bar.
Fields
Action Update title bar button: Edit Personal Information
The Contact Information screenlet summarizes contact details for multiple channels including:
Actions
Accounts are created in the SFA Manger application See SFA Manager Accounts SFA. Listing an account in the Profile provides a quick link in the HR App to the profile of the account.
To Add a Related Account:
Action Click the From Party Id field (in brackets and bold) to open the Related Account profile.
The Training screenlet displays a list of classes that have been assigned to this person.
Fields
For more information see: Training
Usage - This screenlet shows the employee's department, position and salary.
Fields
Actions
Usage - The User Name(s) screenlet manages user logins and security settings. Logins give a user the ability log into an OFBiz application while security settings control what the user can do while logged on.
Users with create privileges in the Party Manager application have the ability to create user logins and then to manage the login password and security setting. Others will see a list user login names and status (ENABLED or DISABLED).
Users may have no user login or multiple logins. Each login has it's own set of security settings so multiple logins provide flexibility in controlling a users connection to OFBiz applications.
Actions
Usage - Party Attributes provide an ability for users to attach arbitrary names and values to people. These name value pairs can be used in different ways to extend the information collected about a person without having to make changes to the database.
For example, a name could be added "On Company Team" with a value "Football". A report could be created for employees grouped by Company Team.
Actions
Usage - The Party Content screenlet provides a means to load content to the OFBiz Content Manager application. You can use this feature to load your picture for display in your profile.
Action - To load an image for display in the Personal Information screenlet:
After a screen refresh the selected image will appear above Party Id in the Personal Information as Personal Image
Fields
Actions
| Note |
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You can manage the uploaded content in OFBiz content manager. To find the content: |
Usage - In the Notes screenlet you can create and display notes. Notes may not be updated after they are created.
Fields
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Breadcrumbs: Human Resources > Employees > Click Lookup Party > Click Details > Click Menu Item Employments
Usage - This screen displays a convenient list of Employments for an employee, however usually a person will have only a single employment. You can navigate to the employee profile to view summary information on the employee or to the employment edit page in the Employments feature to edit the employment.
Fields
Actions
Employee Position
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Breadcrumbs: Human Resources > Employees > Click Lookup Party > In Parties Found Click Details > Click Menu Item Employee Position
Usage - This screen displays a convenient list of positions for an employee. Employee positions are created and managed in the Employee Position feature. From this screen you can navigate to the employee position profile screen of the employee to view summary information on the employees position. Click the link button in the party id column to navigate to the profile of the internal organization authorized to fill the position.
To edit position information see Edit Employee Position
Fields
Actions
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Breadcrumbs: Human Resources > Employees > Click Lookup Party > In Parties Found Click Details > Click Menu Item Skills
Usage - You can assign a skill to an employee or organization in the Skills screen. Assign numeric values to Years Experience, Rating and Skill Level to provide objective criteria for discriminating between resources with the same skill. These attributes can be used in the Skills feature to locate resources with a needed skill.
You manage skill in Global HR Settings by creating new skill groups and skills or editing existing skills. You can search for employees skills as well as manage employee skills in the Skills feature.
. Fields
Actions
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Breadcrumbs: Human Resources > Employees > Click Lookup Party > In Parties Found Click Details > Click Menu Item Qualifications
Usage - You can assign a qualification to a person or an organization to track their ability to perform a job.
You can search and also assign qualifications in the Qualifications feature. You can manage qualification groups and types in Global Settings Qualification Type.
Fields
Actions
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Breadcrumbs: Human Resources > Employees > Click Lookup Party > In Parties Found Click Details > Click Menu Item Training
Usage - This screen presents a list of a persons training status. Training is managed in the Training Status screen in the Calendar feature. Classes classes can be created and participants assigned in Training Calendar.
Fields
Actions
| Warning |
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The OFBiz Party Manager application is separate from the HR App. To return to the HR App Select HR from the Applications menu. You will be returned to the main Main screen. |
Leave displays a list of reqested leave dates.
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Breadcrumbs: Human Resources > Employees > Click Lookup Party > In Parties Found Click Details > Click Menu Item Training Leave
Usage - An employee can use this screen to request leave. The List Leave screenlet is a list all of the leave records for the employee. An employee can also create a leave request in the Add Employee Leave screenlet.
Any user with Human Resource Employee permission can view and request leave for any other employee. Only users with Human Resource Approver permission can update or approve a leave request.
Leave request are managed in the Leave feature where in addition to requesting leave an approver may review and approve assigned request. Leave types and reasons are managed by the administrator in the Global Settings Employee Leave Type feature.
Fields
Actions
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Breadcrumbs: Human Resources > Employees > Click Lookup Party > In Parties Found Click Details > Click Menu Item Payroll History
Usage - The Payroll History screen displays a list of invoices for the employee. Generally these are payroll or commission invoices. The invoices life cycle from creation through payment is done in the Accounting application.
Fields
Actions
| Warning |
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The OFBiz Accounting and Party Manager applications are separate from the HR App. To return to the HR App Select HR from the Applications menu. You will be returned to the main Main screen. |
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Description of the Invoice Overview screen is outside the scope of this document. |
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| Note |
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Description of the Party Financial History screen is outside the scope of this document. |
