3.0 Employee Information Manager 

The first step to managing employees effectively is to select the 'Human Resource Management' option in the menu bar located in the left-hand corner of the webpage. Upon selecting the option, you will be presented with a sub-section named 'Employee Information Manager'.

Further, once the option has been selected you will be redirected to a new page (view image below for reference), consisting of existing employees recorded in the system. 

The listed employees will be presented with their employee code, department, designation, and additional relevant details while enabling the option to seek a specific employee with the help of the employee filter. 

In order to add a new employee into the system, you may click on the 'Add New Employee' button located on the top right corner of the page, which will guide you to a new page. 

3.1 Create New Employee

Upon arriving at the newly directed page, you will find various text boxes to be filled with the new employee's information. 

The following are the details of the information to be added, 

i)Figu

i) Basic Details 

·Employee No: Assign each employee with an identification code. This field is mandatory and restricts re modification once the employee information is saved. 

·Employee Name: Enter Employee’s full name. This field is mandatory. 

·Calling Name: Enter the employee’s calling name. This field is not mandatory. 

·Sur Name: Enter Employee’s Father’s Name. This field is mandatory.

·Initials: Indicate recorded employee with a unique initial letter. eg: Samantha Samarasinghe would be S.S

·NIC: Employee’s Identity card Number. This field is a mandatory field.

·EPF No: Enter Employee’s Employee Provident Fund Number 

·Date of Birth: Enter the Employee’s date of birth. This field is mandatory. 

Employee image can be inserted by a click on the ‘Choose image button’ and select the image. It supports all image formats. (JPEG, PNG, etc.)

 ii) Contact details 

This sub-section requires the entry of the newly added employee's contact details. 

iii) Personal details 

This field requires the personal details of the newly added employee. 

The following are details pertaining to each field,

·Gender: Female /Male 

·Blood Group: Select Employee’s blood group 

·Ethnic Group: Select Employee’s Ethnic Group(Sinhalese, Tamils, Muslims, Burghers) 

·Nationality: Select Employee’s Nationality 

·Marital status: Single /Married ·Religion: Select Employee’s Religion (Buddhist, Hindu, Islam, and Christianity)

iv) Job-related details 

Under this subset, it is required to enter information related to the newly added employee's past or ongoing jobs. It must be noted that 'Effective date' is mandatory. 

v) Work Place Allocation 

This field requires the details of the employee's workplace he/she was allocated. It must be noted that the From Date is mandatory.

vi) Reporting person 

This field must contain the details of the person whom the newly added employee will be reporting to, by selecting the options displayed in the drop-down menu. It must be noted that the 'Effective Date' is mandatory and will take the current date into account if not indicated otherwise. 

vii) Provident Fund Allocation

·If the newly added employee is eligible to receive provident fund / Pension, you can select the relevant funds from the fund allocation combo and select the effective date. It must be noted that it is mandatory to fill the Effective Date and its current date will be taken into account if not specified. To date is not mandatory. 

·After selecting the relevant fields, click on the ADD button for the date to be stored in the system. 

vii) Employee Date 

.Select Date of Appointment, Date of joining, Date of Left. 

·Click Add button to store temporally in the system

viii) Educational qualification 

The following are details pertaining to this field, 

·Name of the Qualification: Select Employee’s Qualification (Bachelor Degree, Master Degree, PHD etc.) 

·Name of the Institute: Enter Institute details of an employee 

·Commenced Date: Qualification start date. This field is mandatory 

·Completed date: Qualification finished date 

ix) Work Experience 

The following are details pertaining to each field, 

·Company Name: Enter Previous Working Company 

·From date: This field is compulsory. Select your Work start date 

·To date: This field is compulsory. Select your Work termination date 

·Department: Enter the previous department 

·Designation: Enter the previous designation

 Click on the ADD button. It will be available on the table. You can add multiple work experiences.

x) Emergency Contacts 

The following are details pertaining to each field, 

·Name: Enter the name of the person 

·Relationship: Select the relationship between employee and the person 

·Mobile No: Person’s Mobile number 

·Address: Emergency contact’s address 

Select the ADD button to save the employee's emergency contacts. Multiple entries are possible. 

xi) Basic Salary details 

This field requires details of the newly added employee's salary 

xii) Addition

The following are details pertaining to each field,

·Indicated the fixed allowances of an employee. The effective date is compulsory. 

·If the amount is not specified, it will go with zero amount. 

·Applied To: If the employee wants to send some allowance to a person / a bank you can assign here. 

·If you do not find a relevant bank/person in the combo, you can add new. 

.Click on the Applied To combo 

.Select New item.

*Code and Name fields are mandatory

xiii) Deduction

The following are details pertaining to each field, 

·Indicate fixed deductions of the employee. The effective date is compulsory. 

·If the amount is not specified, it will go with zero amount. 

·Applied To: If the employee wants to forward some deductions to a person / a bank you can assign here. 

·If you do not find a relevant bank/person in the combo, a new combo can be added.

.Click on the Applied To combo

.upon selecting a new item, a form will appear, which is to be filled. 

3.2 Edit Employee

upon selecting the Edit option, you will be redirected to a new page where relevant information can be altered and saved. 

Further, in the edit mode, promotions and transfers can be applied to the relevant employee. It must be noted that the effective date is mandatory. 

i) Documents

Under the option, necessary documents belonging to the employee can be uploaded for reference and enables the option to download for future viewing.

For an extensive tutorial please follow the link below,

BLUE LOTUS 360 HRM | Employee Information Management