Through this component, you can assign an employee code to a new recruit, record, maintain and view the personal information of an employee in an exhaustive way. The personal details of the employee can be recorded before/after creating an employee assignment. This would be based on whether Employee Security is being used by the Organization. If employee security is not being used by the Organization, then personal details can be captured even before an assignment is created for an employee. If the Organization decides to use employee security, then personal details can be recorded only after the employee assignment comes into effect.

Employee File : A unique employee code is created for each employee who joins the organization.. This employee code is created in the ‘Employee File’ based on the employee code generation parameters set in the ‘Employee Code Setup’ component. Apart from the employee code, the complete name of the employee, his/her Date of Joining, the employee type assigned, for example, Contract, Regular, Volunteer etc., and the company for which he/she has been recruited are the other details which are recorded  in the employee file. Only on authorization of the employee file, it will be possible to create an Employee Assignment.

You can record the details of the employee pertaining to the following personal information aspects:

Personal Information: The system displays the employee details recorded in his/her employee file in this page by default. You can modify all the details entered in the employee file except the Date of Joining and Employee Code. In addition to these details, Separation Date and Rehire Date are also displayed on this page. Date of Birth, Confirmation Due Date, Actual Confirmation Date, Gender, Marital Status and Ethnicity, Emergency Contact Information for the Employee can be recorded as well. History of changes made can also be tracked. There is also a facility to upload the photograph of the employee.

Contact Information: You can record the complete address and other contact details under different Contact Types, like Permanent, Holiday, Temporary, Communication, etc. Note that one of these addresses should be tagged as the primary address. You can also record the email, phone and fax number details. You can also maintain a history of modifications.

Identification Information: Details regarding employee’s blood group, identification marks, height, weight etc., can be recorded. Information about documents relating to the Identity of the Employee like Passport and Driving License can be recorded through this activity. These details pertain to the Document Id, validity period, Date and Place of Issue and Issuing Authority etc.

Family Member Information: Through this activity, you can record details about the family members of the employee. This information can be used for computing insurance related benefits to the employee’s family. The details recorded in this activity are: Name, Date of Birth, Relationship, Gender, Dependent Status, Occupation, Marital Status, etc. Other details like whether the Relationship is current, Relationship End Date are recorded for the purpose of administering certain kinds of benefits. You can also maintain a history of modifications.

Competency Information: Through this activity, you can record the competencies possessed by the employee along with possessed level and validity period. If there is a three-layered Competency model then the same details can also be entered at the competency element-level. There is a facility to view the assignment-specific Competencies so as to compare what the employee actually possesses and what he/she is expected to possess as part of his/her assignment. You can also maintain a history of modifications.

Assessment of Employee’s Competencies: The employee’s competencies can be assessed by his/her supervisor or any other User. The assessment can be made and the assessed level entered against a competency as well as a competency element. Information about the actual assessment like assessor’s details, certification details along with validity, date of assessment, etc can be given. After successful completion of training, there is a facility to update the Competencies acquired as part of the training.

Qualification Information: The employee’s qualifications can be recorded along with details like the Qualification Type (Professional/Technical), Qualification Level (Undergraduate degree, Postgraduate degree, Diploma, Doctorate, Certificate, License), Specialization, Minor, Major, Month and Year of Passing, Nature of Qualification (Fulltime/Part-time/Distance-education), Institution which has awarded the Qualification, Duration of the course, Percentage/GPA, Class, Valid Dates (applicable for Licenses). Relative Importance of one Qualification with respect to another can also be given. History of changes made can be maintained. After the successful Completion of training, there is a facility to update the qualifications acquired as part of the training.

Work Experience Information: Details regarding the employee’s previous work experience in one or more Organizations can be captured here. The name of the Organization, the date from and till which he/she served in that Organization, Organization Type (Private/Government), Industry Type or Sector (Chemical/Engineering/Pharmaceutical), Job and Department, Equivalent Job within the current Organization and Remuneration along with Currency. Relative Importance of each Organization can be recorded. Employee can choose to enter relative importance on the basis of its relevance to the current assignment, instead of maintaining a chronological sequence.

Language Proficiency: Information relating to the proficiency of the Employee in various Languages can be entered. The Mother Tongue of the Employee can be recorded. Even though Proficiency Level is recorded against each Language, it would be useful to record whether the employee can conduct business in a specific language.

Information on Extra-Curricular Activities: Through this activity, you can record the hobbies of the employee and other interests along with details like the hobby category (Amateur/Professional/Expert), Level of Representation (National, International, University, League), achievements if any and whether the employee is currently pursuing the hobby or otherwise.

Employee at a Glance: There is a facility to view the summary of an employee’s details. Here  information pertaining to the Identification details of the employee, the synopses of his/her educational qualifications and work experience Information, current assignment details, history of assignments handled within the Organization before the current assignment, the date on which he/she has been last promoted etc can be viewed.

Getting familiar with the activities inside

Go to activity…	...to carry out task
Authorize Employee File	Authorizing employee file
Create Employee File	Creating employee file
Record Employee Information	Recording employee information
View Summary of Personal Information	Viewing summary of personal information
Record Personal Information	Recording personal information
Record Contact Information	Recording contact information
Recording Identification Information	Recording identification information
Record Information on Family Members	Recording information on family members
Record Competency Information	Record competency information
Record Qualification Information	Record qualification information
Record Work Experience Information	Recording work experience information
Record Language Proficiency Information	Recording language proficiency information
Record Employee Air Passage Eligibility Details	Recording Employee Air Passage Eligibility Details
Record Employee Literals in Arabic	Recording Employee Literals in Arabic
Record Information on Extra-Curricular Activities	Recording information on hobbies
Generate Letters	Generating letters
Maintain Employee Asset Details	Maintaining employee asset details
Assess Competency of Employee	Assessing competency of employee
Edit Employee File	Editing employee file
View Employee Information	Viewing employee information
View Personal Information	Viewing personal information
View Contact Information	Viewing contact information
View Identification Information	Viewing identification information
View Information on Family Members	Viewing information on family members
View Competency Information	Viewing competency information
View Qualification Information	Viewing qualification information
View Work Experience Information	Viewing work experience information
View Language Proficiency Information	Viewing language proficiency information
View Information on Extra-Curricular Activities	Viewing information on hobbies
View Employee File	Viewing employee file
View Employee Code Parameters	Viewing employee code parameters
Authorize Employee Air Passage Details	Authorizing employee air passage details
Employee Confirmation Process	Performing the employee confirmation process.
Record Employee Personal Information - Compact	Recording the employee personal information
Maintain Employee Additional Information	Recording the employee additional information