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| To ensure that standard data types such as marital status, reasons for position changes, geographical locations and the like are enforced across the system, those standard data types must be created as lists. These lists are used to create selection menus that provide standard options for selection when adding records, jobs and positions. Click <u>Administer Database</u> to create and update standards lists of data for selection in system menus. Only the HR Manager and System Administrator can create data types.
| | #REDIRECT [[iHRIS:Administer Database for iHRIS Manage (4.0.5)]] |
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| == Add a Facility Type ==
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| The'' facility type'' classifies each office and facility in the organization for reporting and organizational purposes. Examples of facility types include Office, Hospital and Clinic. Specify at least one facility type.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Organization Lists" section, select <u>Facility Type</u>.
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| # Either select <u>Add New Facility Type</u> or select an existing facility type to edit.
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| # Enter the '''Name''' of the facility type.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain you have entered a name for the facility type and that it is not the same as a facility type that was already entered. Change the name and try saving again. If you do not want to create the facility type after all, click <code>Return (do not save changes)</code>.
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| == Add an Office or Facility ==
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| If your organization has multiple offices or facilities, you may add each one to the system in order to link positions to the offices or facilities where they are located. You may also update information about an office or facility if it changes. Enter at least one office or facility, preferably the location of your organization's headquarters. Only the HR Manager can add or edit offices and facilities.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Organization Lists" section, select <u>Office/Facility</u>.
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| # From the menu select <u>Add New Office/Facility</u> and click the <code>Add</code> button.
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| # Enter the '''Name''' of the office or facility.
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| # Select a '''Facility Type''' for the office or facility.
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| # Enter the '''Contact Information''' for the office or facility.
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| # In the first menu under "Geographical Location," select the '''Country''' where the office or facility is located; a list of districts in that country displays in the selection menu underneath the country.
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| # If known, select the '''District''' where the office or facility is located; a list of counties in that district displays in the selection menu underneath the district.
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| # If known, select the '''County''' where the office or facility is located (optional).
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when the Confirm button is clicked.'''
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| Make sure that all required fields have been completed and that the name of the office or facility has not already been entered. Required fields are outlined in red. Fill in any missing information and try saving again. If you do not want to add the office or facility after all, click <code>Return (do not save changes)</code>.
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| '''The correct facility type is not available for selection.'''
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| Click <u>Add New</u> under the "Facility Type" menu and enter the name of the facility type. Then click <u>Administer Database</u> and follow the steps above to add the new office or facility. You will have to re-enter any information you previously entered for the office or facility.
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| '''The correct country, district or county is not available for selection.'''
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| Click <u>Add New</u> under the "Country," "District" or "County" selection menu and enter the name of the location. Then click <u>Administer Database</u> and follow the steps above to add the new office or facility. You will have to re-enter any information you previously entered for the office or facility.
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| '''The office or facility has already been entered but needs to be updated.'''
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| Select the office/facility to edit from the dropdown menu and click the <code>View</code> button. Click <u>Update This Information</u> to change any field.
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| == Add a Department ==
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| If any part of your organization is structured into departments, you may add them to the system and then link positions to their departments. Examples of departments include Finance, Information Technology and Human Resources. If your organization does not use departments, you may skip this step.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Organization Lists" section, select <u>Department</u>.
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| # Either select <u>Add New Department</u> or select an existing department to edit.
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| # Enter the '''Name''' of the department.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error appears when Confirm is clicked.'''
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| Make sure that you have entered a name for the department and that it is not the same as a department that was already entered. Change the name and try saving again. If you do not want to add the department after all, click <code>Return (do not save changes)</code>.
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| == Add an Education Type ==
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| The ''education type'' classifies a type of educational institution that issues degrees. Education types are selected when entering a person's educational history. Examples of education types include High School, College and University.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Education Type</u>.
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| # Select <u>Add New Education Type</u> or select an existing education type to edit.
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| # Enter the '''Name''' of the education type.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it. | |
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that the education type has not already been entered. Change the name and try saving again. If you do not want to add the education type after all, click <code>Return (do not save changes)</code>.
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| == Add a Degree ==
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| After adding an education type, you will need to add one or more kinds of degrees for that type. The degree will be selected when entering the educational history for a person into the system. Examples of degrees include: diploma for high school; Bachelor's degree for college; and Master's degree or PhD for university.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Degree</u>.
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| # From the menu either select the education type for the degree and click the <code>Update</code> button to add a new degree or select the name of the degree to edit.
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| # Enter a '''Name''' for the degree.
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| # Select the '''Education Type''' for the degree, if it has not already been selected.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears after clicking Confirm.'''
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| Make sure that the name of the degree has been entered and an educational type has been selected -- these fields are required. The required fields will be outlined in red. Also make certain that the degree has not already been entered for that education type; duplicates are not allowed. Complete the missing or incorrect fields and try saving again. If you do not want to add the degree after all, click <code>Return (do not save changes)</code>.
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| '''The matching education type does not appear in the list.'''
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| Click <u>Add New</u> underneath the "Education Type" menu to add a new education type. Then click <u>Administer Database</u> and follow the steps above to add the new degree. You will have to re-enter any information you previously entered for the degree.
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| == Add a Language ==
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| If you want to track employee proficiency in speaking, reading and writing foreign languages, each language must be added to the system to be selected when adding the employee's qualifications.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Language</u>.
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| # Select <u>Add New Language</u> or select an existing language to edit.
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| # Enter the '''Name''' of the language.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that the language has not already been entered. Change the name and try saving again. If you do not want to add the language after all, click <code>Return (do not save changes)</code>.
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| == Add a Competency Type ==
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| A ''competency type'' is a broad category for organizing competencies, or skills in which employees have been assessed as competent. Examples of competency types include Computer Skills, Client Interaction and Diagnostics. Competency types combined with competencies comprise your organization's competency model.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Competency Type</u>.
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| # Either select <u>Add New Competency Type</u> or select an existing competency type to edit.
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| # Enter the '''Name''' of the competency type.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that the competency type has not already been entered. Change the name and try saving again. If you do not want to add the competency type after all, click <code>Return (do not save changes)</code>.
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| '''Add a Competency'''
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| After adding a competency type, add one or more ''competencies''--skills or qualifications in which an employee has been assessed as competent--grouped under that competency type. For example, for the competency type Computer Skills, specific competencies could include Data Entry, Software Use and Document Formatting. The set of competencies and competency types comprise your organization's competency model. When an employee has been assessed as having a particular competency, that competency can be added to the employee's record. Competencies may also be earned by completing training courses.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Competency</u>.
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| # Select the competency type for the competency from the first menu.
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| # Either select an existing competency to edit or click the <code>Update</code> button to add a new competency.
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| # Enter the '''Name''' of the competency.
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| # Select the '''Competency Type''' from the menu, if it was not already selected.
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| # Enter any '''Notes''' about the competency (optional).
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make sure that a competency was not already entered for that competency type. Change the name or competency type and try saving again. If you do not want to add the competency after all, click <code>Return (do not save changes)</code>.
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| '''The correct competency type is not available for selection.'''
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| Under the "Competency Type" menu, click <u>Add New</u> and enter the correct competency type. Then click <u>Administer Database</u> and follow the steps above to add the new competency. You will have to re-enter any information you previously entered for the competency.
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| == Add a Competency Evaluation ==
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| If you want to assess an employee in a particular competency, each evaluation option must be added for selection when making the assessment. For example, you might enter "Competent," "Not Competent" and "Not Assessed" as options to select for the evaluation.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Competency Evaluation</u>.
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| # Select <u>Add New Competency Evaluation</u> or select an existing evaluation to edit.
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| # Enter the '''Name''' of the competency evaluation.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that the competency evaluation has not already been entered. Change the name and try saving again. If you do not want to add the evaluation option after all, click <code>Return (do not save changes)</code>.
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| == Add an Identification Type ==
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| The ''identification type'' classifies a type of identification, or non-changing information, used to identify an employee or applicant. Examples of identification types include Passport, Social Security Number and National Health Insurance Card.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Identification Type</u>.
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| # Either select <u>Add New Identification Type</u> or select an existing identification type to edit.
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| # Enter the '''Name''' of the identification type.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make sure that the identification type has not already been entered. Change the name and try saving again. If you do not want to add the identification type after all, click <code>Return (do not save changes)</code>.
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| == Add a Benefit Type ==
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| The ''benefit type'' classifies a type of benefit or special payment to an employee. Examples of benefit types include Allowance, Travel Advance and Bonus.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Benefit Type</u>.
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| # Either select <u>Add New Benefit Type</u> or select an existing benefit type to edit.
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| # Enter the '''Name''' of the benefit type.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make sure that the benefit type has not already been entered. Change the name and try saving again. If you do not want to add the benefit type after all, click <code>Return (do not save changes)</code>.
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| == Add a Marital Status ==
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| ''Marital status'' is used to identify employees' legal status. Examples of marital status include Single, Married, Divorced and Widowed.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Marital Status</u>.
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| # Either select <u>Add New Marital Status</u> or select an existing marital status to edit.
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| # Enter the '''Name''' of the marital status.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that the marital status has not already been entered. Change the name and try saving again. If you do not want to add the marital status after all, click <code>Return (do not save changes)</code>.
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| == Add a Reason for Departure ==
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| ''Reasons for departure'' are used to classify the reasons why an employee has left the employment of the organization or changed positions. Examples of reasons for departure include Promotion, Termination, Layoff, Illness, Death and Out Migration.
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| # From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>.
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| # In the "Employee Lists" section, select <u>Reasons for Departure</u>.
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| # Either select <u>Add New Reasons for Departure</u> or select an existing reason for departure to edit.
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| # Enter the '''Name''' of the reason for departure.
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| # Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make certain that the reason for departure has not already been entered. Change the name and try saving again. If you do not want to add the reason for departure after all, click <code>Return (do not save changes)</code>.
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