Maintain Employee Additional Information

Select the “Maintain Employee Additional Information” activity under the “Employee Personal Information” business component.

The “Maintain Employee Additional Information” page appears.

Note: While recording a new employee’s additional information, the fields and drop-down list boxes will be blank. While fetching an existing employee’s record, the system displays last saved data.

Select the following details on top of the page.

Action	Indicates the action to be performed on the screen. Options available are “View”, “Create” and “Edit”.
Employee Code Setup Unit	The organization unit in which employee code parameters are defined for the login organization unit.

Enter the following details in the employee details group box.

Employee Code

Enter the unique employee code and press Enter key. You can access help page to fetch the right employee.

The system displays the following details in the “Employee Details” group box.

Employee Name

Full name of employee as recorded in personal information.

Click icon to navigate to "Employee Details" popup.

Employee Type

The employee type indicates if the selected employee is a regular employee or has been hired on contract as recorded in the personal information.

Tab: Family

Latest family member information saved for employee is populated with all details.

Viewing historical data

You can use the “Access Data History” group box to view historical versions of the family member information record and their effective dates.

Effective From Date	Date from which the corresponding version of family information record is effective.
Effective To Date	Date till which the corresponding version of family information record is effective.

Press “Previous” pushbutton to view the version of record older than that is displayed
Press “Next” pushbutton to view the version of record recent than that is displayed

Recording information on family members

Use the “Family Member Details” multiline to record the family member information details of the employee.

Note: When an employee’s family member information is being recorded for the first time, the fields and drop-down list boxes will be blank. On launch, the system displays last saved data.

Family Member Code	Unique code to identify the family member. You can provide an alpha-numeric identifier to the family member.
First Name	First name or given name of the family member to be entered. This is mandatory.
Middle Name	Middle name or middle initial of the family member to be entered.
Last Name	Last name or family name of the family member to be entered.
Relationship	The family member’s relationship with employee, for example, spouse, son, daughter need to be selected from the drop-down list box. This is mandatory information.
Gender	Family member’s gender, whether male or female can be selected from the drop-down list box. This is mandatory information.
Date of birth	Enter the family member’s date of birth. You can take help of the calendar control to fetch the date. This is mandatory information.
Dependent	Specify if the family member is a dependent of the employee. From the drop-down list box, select “Yes” to indicate the family member is a dependent or “No” to indicate otherwise. This is mandatory information.
Occupation Status	The occupational status of the family member whether studying or working can be selected from the drop-down list box.
Occupation	Family member’s actual occupation can be entered.
Marital Status	Marital status of the family member can be selected from the drop-down list box.
Military Status	Military status of the family member can be selected from the drop-down list box.
Disability	Indicate if the family member suffers from any disability.
Employee Code	The unique employee code of the family member, if the family member is an employee in the Organization. This field is help-enabled. You can access the help page to specify the employee code of the family member.
Citizen Identification Number	The citizenship identification number of the employee.
CPF	The CPF number of the employee.
Is Relationship Current	Status of the relationship between family member and employee, whether on-going or terminated. From the drop-down list box select “Yes” to indicate the relationship is on-going or “No” to indicate otherwise.
Relationship End Date	If the relationship is not current, indicate the date on which the relationship was terminated. Calendar help is available to fetch date.
Reason	The reason due to which the family member-employee relationship has ended. Select the appropriate option from the drop-down list box.
Passport Start Date	The date from which the passport of family member is effective.
Passport Expiry Date	The date on which the passport of family member would expire.
Attach Documents	Any relevant document pertaining to the family member can be attached.

Modifying the record

You can make corrections or modifications on an existing family member information record using the modification options available.

Specify the following:

Modification Option	If you want to make a correction to the data, select the modification option as ‘Correct’. This will overwrite the existing record within the same effective period. If the record needs to be updated with new information like addition of a new family member, select the modification option as ‘Update’. You will be prompted to enter new effective date. A new record will be created with new effective from date and the existing record will be closed with a date prior to the new effective from date. If you are entering family member details for an employee for the first time, you need not select the Modification Option.
New Effective From	Enter the date from which a new version of the record must be created with the modifications you made. Calendar help is available to fetch date. The value you specify for the New Effective From date must not be earlier than or equal to the Effective From value of the existing record. A new family member details record with the modifications you have made will be effective from the new date you specify. The value can be entered in the user-defined date format. By default, the value will be blank.
Comments	Any comments can be entered with regard to the details specified.

Press “Submit” pushbutton to save the information on family members of the employee

Tab: Identification

Entering Physiological Information

Specify the following details in the “Physiological” group box.

Note: For a new identification information record, the fields and drop-down list boxes will be blank. On launch, system displays last saved data.

Height	Employee’s height can be specified using appropriate units for height available in the dropdown list box.
Weight	Employee’s weight can be mentioned along with appropriate units for weight provided in the dropdown list box.
Blood Group	Employee’s blood group can be selected from the drop-down list box.
Smoker	Specify whether the employee is smoker. From the drop-down list box, select the required option, either, “Smoker” or “Not Applicable”.
Identification Marks	Any visible identification marks such as birthmarks can be specified. Enter the details in the free text field.

To record identification information

Specify the following details in the “Identification Information” group box.

Note: For a new identification information record, the fields and drop-down list boxes will be blank. On launch, the system displays last saved values.

Identification Type	The type of document which supports employee’s identity like passport, driving license etc. From the drop-down list box, select the required option.
Document No.	Registered number of the document for the selected identification type. For example, if you specify the identification type as passport, you must provide the passport number in this field.
Place of Issue	Name of the city or town or area where the specified document has been issued. For example, if the driving license is issued in Mumbai, enter the place of issue as Mumbai.
Issuing Authority	The name of office or authority who issued the document. For example, in case of passport issued in Delhi, enter Issuing Authority as Regional Passport Officer, Delhi.
Date of Issue	The date on which the document has been issued.
Valid From	The date from which the document becomes valid.
Valid Till	The date till which the document is valid.
Remarks	Any remarks you want to enter pertaining to the identification details of the employee.

Press “Submit” pushbutton to save the details entered or modifications made.

Tab: Education

Viewing historical data

You can use “Access Data History” group box to view historical versions of employee education information.

Effective From	Date from which the corresponding version of education record is in effective.
Effective To	Date till which the corresponding version of education record is effective.

Press “Previous” pushbutton to view the version of record older than that is displayed.
Press “Next” pushbutton to view the version of record recent than that is displayed.
Use “Qualification Details” multiline in the page to record the qualification details of the employee.
Enter the following details in the multiline:

Qualification Code	Unique qualification code created in qualification master. Help is available to fetch the appropriate qualification details from the master. This is mandatory.
Qualification Description	The qualification name or title of the selected qualification code. For example, Bachelor of Engineering.
Relative Importance	The importance of the qualification with respect to the other qualifications possessed by the employee.
Qualification Level	The corresponding academic level of the qualification such as graduation, postgraduation applicable to the selected qualification.
Specialization	The specific area of study pertaining to the qualification selected that can be selected from the drop-down list box.
Qualification Type	The type of the qualification selected that can be selected from the drop-down list box. Qualification type indicates whether the qualification pertains to a license, certification or degree.
Institution	Name of the institution where employee had studied for the qualification.
Major	Major subject or area of study in the qualification, provided in the drop-down list box.
Minor	Minor subject or area of study in the qualification, provided in the drop-down list box.
Month of Passing	Select the month in which the employee obtained the qualification.
Year Obtained	Enter the year in which the employee obtained the qualification.
Duration	The number of months/years required to complete the qualification.
Unit	From the drop-down list box, select the unit of time, for example, days, months, years etc.
Nature	From the drop-down list box, select the nature of study, for example, distance education, full time, part time etc.
GPA/Percentage	The grade point average or percentage of marks obtained by the employee.
Maximum	The maximum marks against which the employee scored the percentage.
Sponsored	Indicates if the employee received any sponsorship to obtain the qualification or otherwise.
Rank	The rank obtained by the employee.
Class	From the drop-down list box, select the class obtained by the employee.
From Date	The date from which the employee studied for the qualification.
To Date	The date till which the employee studied for the qualification.
Highest Qualification	From the drop-down list box, select "Yes" to indicate that the qualification is the highest qualification of the employee. Otherwise, select "No".
Remarks	The remarks pertaining to the qualification.
Country of Conferring Degree	From the drop-down list box, select the country
Local/Foreign Trained	From the drop-down list box, specify whether the employee is foreign trained or local trained.

Modifying the record

You can make corrections or modifications on an existing education information record using the modification options available.

Specify the following.

Modification Option

If you want to make a correction to the data, select the modification option as ‘Correct’. This will overwrite the existing record within the same effective period. If the record needs to be updated with new information like addition of a new qualification, select the modification option as ‘Update’. You will be prompted to enter new effective date. A new record will be created with new effective from date and the existing record will be closed with a date prior to the new effective from date. If you are entering qualification details for an employee for the first time, you need not select the Modification Option.

New Effective From

Enter the date from which a new version of the record must be created with the modifications you made. Calendar control is available to fetch date. The value you specify for the New Effective From date must not be earlier than or equal to the Effective From value of the existing record. A new family member details record with the modifications you have made will be effective from the new date you specify. The value can be entered in the user-defined date format. By default, the value will be blank.

Press “Submit” pushbutton to save the details specified.

Tab: Work Experience

Recording work experience information

You can use the “Organization Details” multiline to record the previous work experience of the employee. You can also assign the relative importance you want to assign to each work experience record in relation to the other records.

Enter the following work experience details in the “Organization Details” multiline.

Note: When an employee’s work experience information is being recorded for the first time, the fields and drop-down list boxes will be blank. On launch, the system displays last saved data.

Organization	Name of the organization where employee worked previously.
From	Date from which the employee worked in the organization.
To	Date till which the employee worked in the organization.
Organization Type	The specific type of the organization. For example, Government, Private, Defense.
Industry Type/Sector	The industry type or sector to which the organization belongs. For example, Engineering, Chemical, Pharmaceutical.
Relative Importance	The relative importance of the corresponding work experience in relation to the work experience the employee has in other organizations. For example, a work experience record with a relative importance value of 03 has more importance than one with a relative importance value of 05. Note that the system lists the work experience records in the multiline in the ascending order of relative importance.
Job	The job held by the employee in the organization.
Equivalent Job within the organization	The job within the organization, which is equivalent to the job held by the employee in the earlier organization. This field is help-enabled. You can access the help page on job to fetch the code of the equivalent job within the organization.
Department	The name of the department to which the job held by the employee earlier belongs.
Gross Annual Remuneration	The total compensation drawn by the employee for an year in the earlier organization.
Currency	The currency in which the remuneration was paid. From the drop-down list box, select the name of the required currency.
Reason for change	The reason for which the employee opted to change his/her earlier job.
Designation	The designation of the employee.
Last Drawn Monthly Gross salary	The total compensation drawn by the employee for an year in the earlier organization.
Comments	The comments you want to enter pertaining to the specified details.

Select the “Submit” pushbutton to save the details entered.