Empxtrack free trial

Introductory Primer

EmpXtrack Free Trial

Copyright 2013 | Saigun Technologies Pvt. Ltd.

Introduction

EmpXtrack is one of the most

configurable HR offerings available

This presentation will help you

understand how to use EmpXtrack

Free Trial.

There are many helpful hints and links

that will assist you in learning

EmpXtrack easily

Please let us know if you see anything

amiss. We (the Support) are always

available to help you if you get stuck.

Hope that you will like our product

and make a purchase decision soon.

We look forward to you as a customer

Sections

Enrollment

Key Logins

First Dive

Leave

Payroll

Appraisal

Sections available separately

Travel & Expenses

Attendance

Timesheet

Manager Services

Goalsheet

360 Feedback

HR Help Desk

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Enrollment

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You provide an email id and your company name. That’s all! We send you an email with your login details.

You click on a link in the email and tell us your country, currency and date format

Keep this email safe for later

We create an application on the fly for you with all data ready and populated with your currency, date format and many other settings

Login as the Administrator and view initial employee details You are done and ready to use the application. I guess you are here

because you already did all this.

Well, Congratulations! And lets be together for a little more time. It will certainly be worth it.

We have the following functionality enabled just for you. HRIS and Payroll

Self Services: Leave (PTO), Attendance, Expense, Travel and Personal Data Updates

Manager Services: Promotions, Transfer and Increments

Goal Setting, Appraisal

All with the most sophisticated self configuration capabilities

And more functionality is getting added every week. Have FUN!

Enrollment: What to expect

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Key Logins and EmpXtrack Roles

URL: Take a Free Trial

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http://try.empxtrack.com/empxtrack


Role Employee Name User Name

HR Manager Terri Osborn 18

Employees from HR

Department

Janet Leverling

Catherine Dewey

Tom Willis

56

57

86

Manager for above

employees

John Steel 47

Head of Department Susan Jones 12

CEO John Smith 11

Sales Team Headed by Lina Behl 14

Login Details of some key users

Note: If you forgot the passwords for the employees: Login as the Admin user and

you can find the details there. (p.s This feature only works in the Free Trial Mode)

At many points in the presentation ahead, we will include the user name of the

employee in brackets against their name. Eg Terri (18)

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First Dive

Login as HR Manager – User Name 18

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Lets discover the Employee Portal first. This contains many interesting features like

Your message in-box

Thought for the Day

Poll

Quick Links for company policy documents and URLs

Your Managers, HR Manager details

The company directory

You can select a different theme i.e if you like more colors. Go to Settings >> My Settings >> My Preferences and select the color option you like best. The system will remember that for you.

If you are the HR Manager, you can click on the box on the right of the Thought, Poll, Quick Link to Modify them or you can go to Settings >> Employee Portal Setup and modify these

You can always come back here by clicking on the My HR link at the top. Don’t click on any of the messages yet.

Exercise: Can you find the messages you sent to others?

First Dive: The Employee Portal

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The first thing any employees likes to do is to verify – Is My Data ok? Let’s do that too. Click on My Profile menu at the top. All your personal

information is available including your dependent, address, personal details, employment history, and many-many more sections

Click on My Career Profile to view the details of your employment including any promotions, rewards, salary changes, appraisals and even past goal sheets.

Exercise 1: You can try out a few data changes to your profile. Say add a dependent Since you are the HR Manager, the default settings allow you

to make changes where you, yourself (as the HR Manager) are the approver for any changes. After submitting, go to My HR page to approve the request

Exercise 2: Login as a different employee. Say Janet (56) and try data changes for her. See how the workflow changes

First Dive: Explore & Update Employee Data

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Copyright 2013 | Saigun Technologies Pvt. Ltd. 10

Managers can view the details of their team members.

You may have different levels of visibility of employees

based on the Role currently selected by you

Login as a Head of Department – Susan (12) and click on

Manage link at the top.

Her entire team as a manager shows up

Click on Current Role link (at the top of her team) once the

area opens up, Select a different Role (say Head of

Department) from the drop down

Notice that the employees change

Move your mouse over the Options button and a number

of choices are available to view data for your

subordinates, recommend promotions, write notes on

employees etc.

First Dive: Manager Portal


You can configure different edit and visibility rights for

different sections of Employee data.

Make sure you are logged in as the HR Manager (18)

Go to Settings >> Employee Record Settings >> Employee

View/Update Rules

Different roles have different permissions and you can set

these as per your choice

You can modify masters by going to Settings >> Masters

and pick the type of masters you want to change.

You can set the visibility of different fields on EmpXtrack

and even add new fields

Go to Settings >> Employee Record Settings >> Configure

HRIS Fields

Advanced Topic: Data Settings

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Leave

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Login as an Employee – Say Janet (56) Click on My Profile >> My Leave

The leave types applicable to you, the balances and your leave transactions are all displayed here

Apply for a specific leave for a certain number of days. The system automatically calculates the number of days and includes (or excludes weekends and holidays) based on the leave rules

Once you submit, log in as the manager of the employee (John Steel (47)) and approve or reject the leave.

Login back as the employee and a message will be available

You can view the Leave Policy by clicking on the Leave Policy tab and view all the transactions (with your balances) by clicking on the Leave Transaction tab

Leave: Employee Mode

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You can make various leave settings by going to Settings >> Employee Self Services Settings >> Leave. Here you can Setup Weekends (You could for instance have every

Sunday as a weekend and 2nd and 4th Saturday as a weekend)

Add holidays for each calendar year

Setup Leave Types. This is an advanced setting. Proceed carefully here

You can add leave types and make these applicable to specific employees only. Setup different credit, balance, clubbing and many-many other options.

Once the leave type is added, you may credit leave to employees to allow them to apply leave for that type.

Leave: Settings


Payroll

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Login as any Employee – Say Terri (18) Select My Profile >> My Salary & Benefits

All your salaries payments show up automatically and you can click on any payslip to view the details

Click on the View Salary Structure tab and you can view your salary Structure

Click on the Year to Date tab and you can view the details of the payment for the entire year.

The currently selected Financial Year shows up automatically although you can select a different year to view its details

To change the Financial Year and other time related details, go to Settings >> General Settings >> Time Settings and make changes there. You can do this as HR Manager only.

To change Company Settings such as time zone or currency you can select the Company Settings section here.

Payroll: Employee Mode

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Processing a payroll is very simple in EmpXtrack Go to Manage >> Manage Payroll >> Run Payroll menu and

click on the View icon and make sure the pay period is not locked for any changes

Select all the employees whose payroll you want to process and click on the Run Payroll link on the left

The system will find all the relevant values for the employees and calculate their payroll.

And if it does not look right, you can always adjust it or even erase it (till it is finalized).

The employees whose payroll processed correctly will now show up in the Calculated Tab.

View their details by running various reports and once done, finalize and disburse the payroll. Tip. Do run the Variance Report

The employees will be able to view their payslip online (as you saw on the prior page)

Payroll : Processing

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The configuration section allows you many options for

configuration of the payroll in the way you like

Is an approver required for the payroll? If so, set one here

Do you need reminders for payroll

Will emails go to employees on disbursal (Only in paid mode)

Configure variables for payroll: Advanced settings

Naturally, we don’t know all the salary heads that you use in

payroll. We may have even got their names wrong.

You can correct that by going to Settings >> Payroll Settings >>

Setup Variables for Payroll Run

While you are at it, you may try to update some report

variables also

Also try your hand at changing the Payslip format by selecting

Design your Payslip. It is not as hard as it looks! It just took us

a few minutes (actually a little more than that) to get it working.

Payroll: Settings & Configurations

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Appraisal

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Login as any Employee – Say Terri (18) Select My Profile >> My Performance >> My Appraisal

We have already setup an appraisal for her. Just feed in all the values and click Save on each Page.

The system automatically calculates the scores and even reminds you if you forgot something

Submit the Appraisal

Login as the Manager - Say Susan (12) Select Manage >> Performance Management >> Team Appraisal

Select all the employees whose appraisal is available and click on Evaluate button

All the appraisals open up simultaneously one page at a time

For certain pages (such as Leadership Competencies), you can compare multiple employees by selecting the choice One Attribute for all employees

Fill in all the options and submit the Appraisal. The appraisal would go to the HR Manager (this was the workflow set for the Appraisal when we set it up, but you can make changes to this. Refer to instructions on next page)

Appraisal: Employee & Manager Mode

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You should be logged in as the HR Manager to view plans. Go to Settings >> Performance Management Settings >>

Appraisal Settings (but you may have already figured this out by now)

We can setup multiple appraisal formats based on Plans. For instance you may have a quarterly plan (that only measure

goals) and an Yearly Plan that takes Salary Recommendations, Competency Evaluation, Development Plan and many other inputs.

You may have different plans for different kinds of employees.

EmpXtrack allows you to set as many plans as required

We have setup a Plan for you and you can modify that or create a new one.

Once the plan is setup, you can initiate appraisal for employees. Do this for the Information Technology Department – we did not

initiate appraisals for them yet!

Appraisal: Configuration & Initiation


Thanks for spending time on EmpXtrack

Hope you could explore and know a little more about

it.

EmpXtrack is a fairly comprehensive, yet a

completely configurable product and there are lots of

ways of deriving value from it.

It is built using very sound technologies and we

continue to innovate to deliver you the best value.

Please give your feedback in what you feel about this

primer as also our product.

We hope to engage more with you and hope that we

can add value to your operations. This is our goal.

What Next

For more information

please contact
