Revision History

Date Version Description Author

eOffice Project

Division

Table of Contents

Objective ................................................................................................................................. 5

Introduction............................................................................................................................. 6

List of Different Users in EMD .................................................................................................. 7

Search ..................................................................................................................................... 8

Creation & Mapping ................................................................................................................. 9

Organization ...................................................................................................................................... 10 Entity ............................................................................................................................................... 11 Hierarchy of Entity ......................................................................................................................... 15 Designation ..................................................................................................................................... 17 Holiday Calendar ............................................................................................................................ 20 Organization Unit ........................................................................................................................... 25 Post.................................................................................................................................................. 28 Post Sanction .................................................................................................................................. 31

Employee ............................................................................................................................................ 32 Employee ........................................................................................................................................ 32 Posting & Promotion ...................................................................................................................... 41 Post Delegation .............................................................................................................................. 44 View Employee Details/Employee Details.................................................................................... 45

Transfers ............................................................................................................................................. 47 Inbox................................................................................................................................................ 48 Initiate Transfer .............................................................................................................................. 49 Transferred Joining Inbox .............................................................................................................. 51 Report of Transferred Employee................................................................................................... 52

Reports .................................................................................................................................. 53

Confidentiality Statement

This document contains information that is proprietary and confidential to National Informatics Centre

which shall not be disclosed, transmitted or duplicated, used in whole or in part for any purpose other

than its intended purpose. Any use or disclosure in whole or in part of this information without express

written permission of National Informatics Centre, Department of Electronics and Information

Technology, and Ministry of Communications & Information Technology is prohibited.

Copyright 2009-2014, National Informatics Centre

Objective

Employee Master Detail(EMD) application aims at global data storage in any organization. The data is stored at central level that can be accessed by other applications. The interface allows the Super admin to create Master Details and appoint Admin to various divisions for management of Organizational and Employee data through Creation and Mapping.

Introduction

EMD is a web-based Employee Master Detail system that automates the employee data management at a global level. EMD has two users one being the Super Admin and the other Admin. The Master Details are created by Super Admin while the Admin is responsible for management of Organizational and Employee Data for the respective division.

List of Different Users in EMD

EMD module comprises of two users which are altogether responsible for Management of database globally in an organization.

Different users defined in EMD are:

Super Admin

State Admin

Let’s have an overview of the role of State Admin of EMD.

Search

The admin may search the required details through the search bar as shown below (Fig.EMDAdmin.5):

Fig.EMDAdmin.a

Admin account comprises of two different sections:

Creation & Mapping

Organization Employee Transfer

Report Module Reports

Fig.EMDAdmin.b

Let’s have a quick overview of the different sections one by one.

Organization

It allows the admin to create or Map new/existing Organization related details to the database through the options listed below as shown in Fig. EMDAdmin. 1.

Entity Entity Hierarchy Designation Holiday Calendar Organization Unit Post Post Sanction

Fig.EMDAdmin.1

Let’s learn about these options one by one:

Entity

Entity is defined as something which exists by itself. e.g.: Ministry, department, and division etc. in a

particular organization.

Fig.EMDAdmin.1.1

Entity - Actions

Entity Mapping

Admin can used to map entities from General List to an Available to your Organization List.

Fig.EMDAdmin.2

To move the entities from General block to the Available to your Organization (Specific Organization) block, user has to perform following steps:

Step 1: Click the Entity link, as a result Entity Mapping page appears. (Fig.EMDAdmin.2)

Step 2: Move the mouse over General list block. Select the desired entity from the available entities in General List which need to be moved to the Available to your Organization List. (Fig.EMDAdmin.2)

Step 3: Click the forward arrow to move the selected entity or entities from General to Available to your Organization. (Fig.EMDAdmin.2)

Fig.EMDAdmin.3

Step 4: As a result, selected entity is moved from General to Available to your Organization and message

will appear that “Record inserted successfully in your Organization” (Fig.EMDAdmin.3).

Add New Entity

1. Click the New Entity button in order to add New Entity in the list as shown in Fig.EMDAdmin.4.

Fig.EMDAdmin.4

2. As a result following screen appears. Enter the value in required fields and Click on save button in order to save the New Details. (Fig.EMD admin.5)

Fig.EMDAdmin.5

3. After clicking save button, the record will be shown in Entity Type List(s). (Fig.EMD admin.6):

Fig.EMDAdmin.6

Hierarchy of Entity

NOTE: Refer to Hierarchy of Entity sub module for details.

Hierarchy of Entity

Hierarchy of Entity is defined as an operation that map (associates) each element of a given Entity (the domain) with one or more elements of a second Entity. Hierarchy of Entity is used to create and view the entity and its parent above it. This depicts the Levels of organizations in which entities are represented from the root level and there are entities below to it.

Admin can map or associate an Entity to its parent Entity.

Fig.EMDAdmin.7.

To create an Entity Type Hierarchy, user has to perform following steps:

1. Click the Hierarchy of Entity button or Entity Hierarchy link.

As a result, a new page appears as shown in Fig.EMDAdmin.8.

Fig.EMDAdmin.8

2. Enter the value in mandatory fields.eg: Entity Type and Parent Entity Type as shown in

Fig.EMDAdmin.8.

If it is required to make an Entity Type Hierarchy in active state, then an Admin can set the value of

Checkbox corresponding to the field Active to TRUE, (Fig.EMDAdmin.8).

3. After clicking Save button, the record will be shown in Entity Type Hierarchy. (Fig.EMD Admin.9)

Fig.EMDAdmin.9

Admin can Edit the record which are already saved by clicking the icon as shown in Fig.EMD Admin.9.

Designation

Designation refers to nomination or appointment.

Designation sub module is used:

To map Designation from General section Organization to a specific organization.

Admin can add new designation in an organization on the basis of Employee Name, Employee Code,

Designation and Post Name. (Fig.EMD Admin.10)

Fig.EMDAdmin.10

Actions –Designation

Designation Mapping

The steps needs to be followed for Designation mapping from General list to Available to your Organization List:-

1. Click the Designation link. As a result, Designation Mapping page appears. (Fig.EMD Admin.11)

2. Move the mouse over General list block. Select the desired entity from the available entities in

General List which need to be moved to the Available to your Organization List. (Fig.EMD Admin.11)

Fig.EMDAdmin.11

3. Click the forward arrow to move the selected Designation(s) from General to Available to your Organization. (Fig.EMD Admin.11)

Fig.EMDAdmin.12

4. As a result, selected designation is moved from General to Available to your Organization and

message will appear that “Record inserted successfully in your Organization”

(Fig.EMDAdmin.12)

Add New Designation

1. Click on Designation link. As a result, a new page appears as shown in

Fig.EMDAdmin.12.

Fig.EMDAdmin.13

2. To add new data, click the New Designation button (Fig. EMDAdmin.13).

3. As a result, Add Designation page appears.

Enter the required information and click the Save button (Fig.EMDAdmin.14).

As a Result, record will be added in Designation List(s).

Fig.EMDAdmin.14

Holiday Calendar

Holiday Calendar specifies holidays (RH/GH) scheduled corresponding to a particular organization as shown in Fig.EMDAdmin.10:

Holiday Calendar is used:

To map Holiday Calendar from General section Organization to a specific Organization section.

Admin can also Add Calendar of a particular organization.

E.g.: Calendar NIC is name of calendar of NIC organization.

Admin can also Add new Holiday Calendar in an organization on the basis of Calendar Name,

Calendar Date, Holiday Name and Year etc. (Fig.EMD Admin.10)

Actions- Holiday Calendar

Calendar Mapping

The steps needs to be followed for Holiday Calendar mapping from General list to Available to your Organization List:-

1. Click the Holiday Calendar link. As a result, Holiday Calendar Mapping page appears. (Fig.EMDAdmin.14a).

2. Move the mouse over General list block. Select the desired Holiday Calendar from the available

Calendar Type in General List which need to be moved to the Available to your Organization List. (Fig.EMDAdmin.14a).

3. Click the forward arrow to move the selected Holiday Calendar Type from General to Available to your Organization. (Fig.EMDAdmin.14a).

Fig.EMDAdmin.14a

4. As a result, selected Holiday Calendar Type is moved from General to Available to your

Organization and message will appear that “Record inserted successfully in your Organization”.

(Fig.EMDAdmin.15)

Fig.EMDAdmin.15

Add New Calendar It specifies adding a new calendar for specific Organization. E.g.: Calendar NIC is name of calendar of NIC organization where holidays plan is done according to NIC organization. The steps needs to be followed to add new calendar are as under:-

1. Click the Holiday Calendar link. As a result, Holiday Calendar Mapping page

appears as shown in Fig.EMDAdmin.16.

Fig.EMDAdmin.16

2. To add new Calendar, click the New Calendar button (Fig. EMDAdmin.16).

3. As a result, New Calendar page appears.

Enter the required information and click the Save button (Fig.EMDAdmin.17).

Fig.EMDAdmin.17

4. As a Result, record will be added in the list. (Fig.EMDAdmin.18)

Fig.EMDAdmin.18

Calendar Holidays Calendar Holidays specifies holidays (RH/GH) plan for a particular organization calendar. The steps needs to be followed to add calendar holiday are as under:-

1. Click the Holiday Calendar link. As a result, Holiday Calendar Mapping page

appears as shown in Fig.EMDAdmin.19.

2. To add new Calendar, click the New Calendar button (Fig. EMDAdmin.19).

Fig.EMDAdmin.19

3. Click the Calendar Holiday button in order to add holiday in a particualr Calendar

Type.

Fig.EMDAdmin.20

4. As a result, Holiday Calendar page appears. Enter the required details and click the save

button .

Fig.EMDAdmin.21

Organization Unit

Under Organization, click the Organization Unit link as shown in Fig.EMDAdmin.22:

Fig.EMDAdmin.22

Actions - Organization Unit

Organization Unit Search

1. Click the Organization Unit link. As a result, Organization Unit Search page appears.

2. Enter the required information to search the Organization Unit. (Fig.EMDAdmin.23)

3. Click the Search button. (Fig.EMDAdmin.23)

Fig.EMDAdmin.23

4. As a result,Orgaization Unit will appear in the list as shown in Fig.EMDAdmin.24.

.

Fig.EMDAdmin.24

Admin can Edit the record which are already saved by clicking the icon as shown in Fig.EMD Admin.24

Show All

It shows the name of all organizations units .

Add Organization

1. Click the Organization Unit link. As a result, Organization Unit Search page appears. (Fig.EMDAdmin.25)

2. Click the Add Organization button. As a result, Organization Unit page appears. (Fig.EMDAdmin.25)

Fig.EMDAdmin.25

3. Enter the required information in Organization Unit page and click the Save button. (Fig.EMDAdmin.26)

Fig.EMDAdmin.26

Post

Post module is used:

To map the Post from General section Post Available to your Organization section.

Admin can also add New Post of a particular organization. Fig.EMDAdmin.26a:

Fig.EMDAdmin.26a

Actions-Post

Post Mapping

The steps needs to be followed for Post mapping from General list to Post Available to your Organization List:-

1. Click the Post link. As a result Post Mapping page appears. (Fig.EMDAdmin.27).

Fig.EMDAdmin.27

2. Move the mouse over General list block. Select the desired Post from the available General List which needs to be moved to the Post Available to your Organization. (Fig.EMDAdmin.27).

3. Click the forward arrow to move the selected Post from General to Post Available to your Organization. (Fig.EMDAdmin.27).

4. As a result, selected Post is moved from General to Available to your Organization and message

will appear that “Record inserted successfully in your Organization”. (Fig.EMDAdmin.28)

Fig.EMDAdmin.28

New Post

The steps needs to be followed to add a new Post are as under:-

1. Click the Post link. As a result Post Mapping page appears. (Fig.EMDAdmin.29).

2. To add new data, click the New Post button. (Fig.EMDAdmin.29)

Fig.EMDAdmin.29

As a result, Add Post page appears (Fig.EMDAdmin.30).

Fig.EMDAdmin.30

3. Enter the required details and click the save button in order to save the New Details. (Fig.EMDAdmin.30)

Post Sanction

It is an option to restrict number of particular Post in an Organization Unit. (Fig.EMDAdmin.31)

Fig.EMDAdmin.31

The steps needs to be followed for Designation mapping from General list to Available to your Organization List:-

1. Click the Post Sanction link.

Fig.EMDAdmin.32

2. Enter the required details. (Fig.EMDAdmin.32)

Total No. of Post field specifies the number of post assigned to a particular organization.

3. Click the save button in order to save the New Details. (Fig.EMDAdmin.32)

Employee

Employee

It allows the admin to Create or Map new/existing Employee related details to the database through the options listed below as shown in Fig.EMDadmin.33:

Employee Posting & Promotion Post Delegation View Employee Details

Fig.EMDAdmin.33

Actions - Employee

Employee Search

This sub module specifies Employee Search on the basis of Employee Name, Employee Code, Email, and Designation.

1. Click the Employee link. As a result, Search Employee page appears. (Fig.EMDAdmin.34):

2. To search existing data, enter the data to be searched in the search bar. (Fig.EMDAdmin.34):

3. Click the Search button. (Fig.EMDAdmin.35):

Fig.EMDAdmin.34

4. The searched record will be displayed on the same screen as shown below (Fig.EMDAdmin.35):

Fig.EMDAdmin.35

Add New Employee(Basic Information)

1. Click the Employee link. As a result Search Employee page appears. (Fig.EMDAdmin.36).

2. Click the New Employee button. (Fig.EMDAdmin.36)

Fig.EMDAdmin.36

3. As a result,pop up window appears . Click the Basic information radio button.

Fig.EMDAdmin.37

4. As a result,Employee Personal Detail and Employee Designation Detail screen appears .

Enter the required details.

Fig.EMDAdmin.38

5. Click the Save button in order to save the details of the New Employee.

Add New Employee (Basic Information - With Save & Next button)

1. Click the Employee link. As a result, Search Employee page appears. Click the New

Employee button. (Fig.EMDAdmin.36)

As a result,pop up window appears . Click the Basic information radio button. (Fig.EMDAdmin.37).

2. As a result,Employee Personal Detail and Employee Designation Detail screen appears .

Enter the required details.

3. Click the Save& Next button to save other information about the employee.

Fig.EMDAdmin.39

As a result ,following screen appears. (Fig.EMDAdmin.40). A user can click on options which are as under :

4. Click the Employee Address Details tab.

5. Fill the required details. Click the Save& Next button .

Fig.EMDAdmin.40

As a result ,following screen appears. (Fig.EMDAdmin.41). A user can click on options which are as under :

4 .Click the Employee Address Details tab.

5 .Fill the required details. Click the Save& Next button .

Fig.EMDAdmin.41

4. Click the Employee Official Address Details tab.

5. Fill the required details. Click the Save button .

Fig.EMDAdmin.42

Add – New Employee(Complete Information)

Fig.EMDAdmin.43

1. Click the Employee link. As a result, Search Employee page appears.

2. Click the New Employee button. (Fig.EMDAdmin.43)

Fig.EMDAdmin.44

3. As a result,pop up window appears.Click the Complete information .Click the Submit button (Fig.EMDAdmin.44)

4. As a result, Employee Details page appears as shown in Fig.EMDAdmin.45. Enter the required details. 5. Click the Submit button to save the details. (Fig.EMDAdmin.45)

Fig.EMDAdmin.45

Posting & Promotion

A local admin can assign multiple posts to an employee.

The steps for assigning post to New Employee are as under:

1. Click the Posting & Promotion link under Employee module as

shown in Fig.EMDAdmin.46 below.

Fig.EMDAdmin.46

2. Enter the required values in the fields in Post Mapping section. (Fig.EMDAdmin.46)

3. Click the Search button.

4. As a result, record(s) will be shown in Post(s) List section. (Fig.EMDAdmin.47)

Fig.EMDAdmin.47

Records shown after clicking the Search button can be Editable. Admin can edit/modify the value of fields Fig: EMDAdmin.47

Primary column in Post(s) List section specifies that one post is assigned as Primary Post among multiple post of an employee.

Actions on the Post(s) List section:

Edit: If required, an admin can edit/modify the details of record(s) in Post(s) List section as

highlighted in Fig: EMDAdmin.48.

Save: After editing, click the Save button to save the details.

: It is used to assign a new post to an employee.

The steps to assign a new post are as under:-

1. Click the link to add a new blank record for assigning post.

Fig.EMDAdmin.48

2. As a result, a new blank record for assigning post has been added. Enter the values in the

mentioned fields. (Fig: EMDAdmin.48)

3. Click the Save button corresponding to the record.

Hierarchy: Hierarchy specifies that a local admin can assign (mapping) post and organization to

an employee who is under the Searched employee Name.

The steps to assign a post hierarchy are as under:-

1. Click the Posting & Promotion link to search a record. (Fig.EMDAdmin.49)

Fig.EMDAdmin.49

2. Enter the Employee Name to be searched .Click the Search button. (Fig.EMDAdmin.49)

3. As a result, a record is shown on the basis of search criteria. Click the Hierarchy button (Fig.EMDAdmin.49)

4. As a result, Post Hierarchy Details page appears, which will map Organization Name and

Employee Name on the basis of Marking Abbreviation of Parent Post (Fig.EMDAdmin.50)

Employee Name field depends on Marking Abbreviation of Parent Post field.

5. Click on Submit button to save the details.

Fig.EMDAdmin.50

Post Delegation

It specifies that the Admin can delegate the post and responsibilities of an employee to another employee for a specific period of time.

E.g: According to Fig.EMDAdmin.51,the post of the employee SWARNA LATA has been assigned to PRADEEP KUMAR .

The steps to delegate the post are as under:-

1. Click the Post Delegation link under Employee as shown in

Fig.EMDAdmin.51 in order to delegate a new post to an employee for a particular time period.

Fig.EMDAdmin.51

2. Fill the required details as mentioned above in Fig.EMDAdmin.51. Click the Submit button in

order to save the New Details.

3. As a result, record is displayed in the same screen (Fig.EMDAdmin.51).

View Employee Details/Employee Details

A user can add/view its own details.

Fig.EMDAdmin.51.1

An Admin login can view this module as View Employee Details link . (Fig.EMDAdmin.51.1).

A normal user can view this module as Employee Details link (Fig.EMDAdmin.52).

The steps to view personal details are as under:-

1. Click the View Employee Details link (Fig.EMDAdmin.52).

Fig.EMDAdmin.52

2. Enter the required data on behalf of user whose details needs to be filled.

3. Click the Save button.

Transfers

Transfer module specifies an Employee transfers from one Department to another Department or one

Organization to another Organization.

Transfer consists of three sub modules:-

Inbox Initiate Transfer Transferred Joining Inbox Report of Transferred Employees

Let’s learn about these sub modules one by one.

Inbox

Inbox specifies an incoming document container where admin can get the status update of the process for an employee transfer as shown in Fig.EMDManager.53:

Fig. EMDManager.53

Initiate Transfer

The steps to initiate transfer process are as under:

1. Click the Initiate Transfer link as shown in Fig.EMDManager.54 :

Fig. EMDManager.54

2. Enter the employee name or any other fields. Click the Search button (Fig.EMDManager. 54).

3. As a result, List of record will be displayed. Click the Initiate button. (Fig.EMDManager. 54).

4. After clicking the Initiate button, Initiate Transfer screen appears as shown in Fig: EMDManager.55:

Fig. EMDManager.55

5. Enter the required transfer details. (Fig.EMDManager.55).

6. Click the Initiate button to save the details as shown in (Fig.EMDManager.55). As a result,

“Transfer Initiated Successful “message appears as shown in Fig.EMDManager.56:

Fig. EMDManager.56

Transferred Joining Inbox

This module specifies those employees who have been Transferred/Relieved from other Organization. And require joining in the organization.

1. Click the Transfer Joining Inbox link as shown in Fig: EMDManager.57.

Fig. EMDManager.57

As a result, List of transferred Employees along with the status will be shown.

2. Click the Edit link (Fig: EMDManager.57). The Transferred Employee Joining Details screen appears as shown in Fig: EMDManager.58 :

Fig: EMDManager.58

3. Enter the Designation and Actual joining Date and Click the Submit button (Fig: EMDManager.58).

Report of Transferred Employee

This module is provided to give the reports of those employees who were transferred from our organization to another. There is also an option to generate the same report is PDF format. The Steps to generate report are as under:

1. Click the Report of Transferred Employee link as shown in Fig.

EMDManager.59:

Fig: EMDManager.59

A List of transferred Employees along with the Transfer Details will appear (Fig: EMDManager.59).

2. Click the Generate PDF link (Fig: EMDManager.59). As a result, PDF report has been

generated as shown in Fig: EMDManager.60:

Fig: EMDManager.60

Reports

Reports facilitate an Admin user to frame personnel policies and help in planning & decision making. It gives consolidated information to all Employees.

Generating Report in PDF format is highly secure as it is in compressed form and editing is restricted.

To generate a report, Admin has to perform following steps:

1) Click the Reports under Reports Module as shown in Fig: EMDAdmin.61:

Fig: EMDAdmin.61

Move the mouse over the desired Report. Click on desired report. E.g.: Designation Report.

2) As a result, Designation Wise Report screen will appears as shown in Fig: EMDAdmin.62. Choose the Designation Name.

3) Click the Search button (Fig: EMDAdmin.62).

Fig: EMDAdmin.62

4) As a result, a list of records appears as shown in Fig: EMDAdmin.63

Fig: EMDAdmin.63

5) Click the Generate PDF button to generate a report.

Master Report Page

To generate a report, Admin has to perform following steps:

1) Click the Reports under Reports Module as shown in Fig: EMDAdmin.64.

Fig: EMDAdmin.64

Click the Master Report Page link (Fig: EMDAdmin.64).

2) As a result, Master Report Page appears. Enter the value in the mentioned fields (Fig: EMDAdmin.64).

3) Click the Search button (Fig: EMDAdmin.64).

4) As a result, a list of records will be shown under Master Report(s) List as shown in Fig: EMDAdmin.65.

Fig: EMDAdmin.65

5) Click the icon to generate the PDF Report (Fig: EMDAdmin.65).

6) As a result, Master Data report PDF report appears as shown in Fig: EMDAdmin.66 :

Fig: EMDAdmin.66