HRM - Departments

Modified on Fri, 25 Aug, 2023 at 7:33 AM

DEPARTMENTS

Departments in HRM is designed to create the various departments depending on the employee’s role and designation in the organization. You can create the new employees under these departments through Hiring Management. In Hiring Management, the HR administrator can assign the employees under departments. You can update the employee details through departments. HR administrator can have the permissions to allocate the employee under the departments and do the modifications in employee details if required.

You can move the employees from one department to other departments if required. In this department section you can add, export, rename and remove departments. You can create more than one employee in each department.

You can also view the department details in Hiring Management, HRM/Hiring Management/HR Data/Compensation/Department. You can select the required department from the Department drop down list.

DEPARTMENT HOME PAGE

Select the HRM >> Departments link from menu bar, or from the left menu to display the Departments home page.

In the Departments Home Page, you can view the list of all departments.

In the Departments Home Page, you can find the following:

1. The Departments Home Page consists of the following columns: Department Code, Department Name, Parent Department, Location, Class, No. of Employees and Permissions. Each column has their corresponding record details.

2. From the Departments Home Page, you can create new departments by clicking on the “Add” link. See the Add Department topic for more details.

3. You can export departments’ details by clicking on the “Export” link. See the Export Department topic for more details.

4. The details of available HR persons can be modified by clicking on the “Edit Permissions” link. See the Edit Permissions topic for more details.

5. Also, from the Departments Home Page, you can change the department name by clicking on the “Rename” link. See the Rename Department topic for more details.

6. Department records can be deleted by clicking on the “Remove” link. See the Remove Department topic for more details.

7. You can edit employee details in a department, from Departments Home Page. See the Edit Employee details topic for more details.

8. Employees in a department can be assigned activities, from Departments Home Page. See the Activities Tab topic for more details.

9. Mails can be sent to employees of a department, through the “Send Mail” link. See the Send Mail topic for more details.

10. Employees can be moved from one department to another department, through the “Move” link. See the Move Employees to other Departments topic for more details.

11. See the Paging options topic to know, how to use the paging options displayed at the bottom of the Departments page.

ADD DEPARTMENT

To add a new department, do the following:

Click Add in the Departments home page. The system displays the Department screen.

In the above screen:

I. Location: This is a drop-down list. It contains the list of locations created in HRM – Locations section (Add New Location †). All the departments created now will be made available under this location. This is mandatory.

† You can add/edit the locations using the edit list link available beside the Location drop-down list.

The locations available in the Location drop-down list are shown in the following format: Location Code followed by Location Name.

Example: 100 – Nashua HQ

II. Class: Using the Class field, the user can specify the class for the department. The default location will be displayed in the Location drop-down list. The user can select the required location for the newly created department. Based on the location selected, the respective class will be displayed in the Class drop-down list.

III. Department Code: This field allows you to enter a 3-digit alphanumeric code for Departments. Department Name and Department Code fields are mandatory.

IV. Parent Department: Select the parent department from the Parent Department drop-down list.

V. Available HR/Accounting People: This contains the list of all administrative staff employees of the Organization.

Once you have specified the required details, click on Save link. A new department is created and displayed in the Departments home page.

Click Close to close the Add Department screen.

Note:

If the user changes the department for any employee in the Departments section, then the system assigns the default company account for the changed employee account.
All the active employees who have user accounts with HRM module as preference in Admin->User Management section are shown under “Administrative Staff”.
While creating new department, you can select the list of users who can access this department. Based on the department selected, employees will be accessible to the logged in user, provided if the user have proper permission to the respective departments.

EXPORT DEPARTMENT

To export departments, you can select the required departments by checking the corresponding check boxes adjacent to the names of the department and click on the “Export” link. Result: The File Download dialogue box opens. By default, the department details are saved in the excel sheet.

1. Click on the “Save” to save the file in the required path.

2. Click on the “Open” to open the file.

3. Click on the “Cancel” to close the File Download dialogue box.

EDIT DEPARTMENT

The user can now edit the required department using the Edit Department link.

To edit a department, do the following:

1. Select the required department you wish to edit and click on Edit Department. The system displays the Edit Department screen.

2. Make the required changes and click on Update to save the new changes.

3. Click on Close to close the Edit Department screen.

DELETE DEPARTMENT

1. Select the required department you wish to delete and click on Delete Department. The system displays the Delete Departments screen as shown below:

2. In the above screen, select the required department from the Departments drop-down list and click Delete. All the Accounts and Employees available under the deleted department will be moved to the newly selected department.

3. You can also have an option to move the accounts and employees to the default department by selecting the Yes radio button option.

4. Click Close to close the Delete Departments screen.

EDIT EMPLOYEE DETAILS

1. Double click on the required department, from Departments Home Page. Result: The Departments screen refreshes by displaying the employees’ records under the respective department.

2. Double clicking on the required employee record, displays the employee details in four tabs: Profile Data, HR Data, Resume and Activities.

ACTIVITIES TAB

Appointments and send mails to selected employees in a department from Departments Home Page.

Double click on the required department, from Departments Home Page. Result: The Departments screen refreshes by displaying the employees’ records under the respective department.

Double click on the required employee record, displays the employee details in four tabs: Profile Data, HR Data, Resume and Activities. Click on the Activities Tab to assign activities to the selected employee.

SEND MAIL

You can use E-Mail activity to communicate with the selected employee and manage these communications.

You can directly send an e-mail to the selected employee, by clicking on the “Send Mail” link on the Activities screen of the employee. The Compose pop up window is displayed.

You can also send an email to selected employees from Departments Home Page. Double click on the required department, from Departments Home Page. The Departments screen refreshes by displaying the employees’ records under the respective department as follows:

In the above screen:

Select the required employee records, by checking the corresponding check boxes adjacent to their names and click on the “Send Mail” link. Result: The screen refreshes by displaying the Compose window.

MOVE EMPLOYEES TO OTHER DEPARTMENTS

You can move the employees from one department to other departments from Departments Home Page. Double click on the required department, from Departments Home Page. Result: The Departments screen refreshes by displaying the employees’ records under the respective department as follows:

1. Select the required employee records, by checking the corresponding check boxes adjacent to their names.

2. Click on Select Employees to move into another Department drop down list, at the top right corner of the Department page.

3. Choose the Department from the list.

4. Click on the “Move” link. Result: The Department screen refreshes by displaying the Departments home page.

5. Click on the “Cancel” link to close the window and return to previous page.