Organization - Core

An organization within an HRMS for educational institutions is the framework that defines how the institution is structured and managed. This includes the various administrative, academic, and support departments, as well as the roles and responsibilities of the staff members. The HRMS is designed to manage and streamline the functions related to human resources, ensuring efficient and effective operations.

Key Components

• Departments:

  • Administrative: Handles the overall administration and management of the institution, including the registrar's office, finance, HR, and IT.
  • Academic: Comprises the different academic departments such as Science, Arts, Commerce, Engineering, and others, each headed by a department chair or dean.
  • Support: Includes support services such as library, maintenance, cafeteria, and student services.

• Roles and Designations:

  • Faculty: Professors, associate professors, assistant professors, and lecturers who are responsible for teaching and research.
  • Administrative Staff: Roles such as registrar, finance manager, HR manager, IT support, and office assistants who handle the administrative functions.
  • Support Staff: Librarians, maintenance staff, cafeteria workers, and other support personnel who ensure smooth functioning of the institution.

• Hierarchical Structure:

  • Organizational Chart: A visual representation of the hierarchy within the institution, showing the reporting lines and the relationships between different roles and departments.
  • Reporting Lines: Defines who reports to whom within the organization, ensuring clarity and accountability in the management structure.

• Processes and Workflows:

  • Recruitment: The process of hiring new faculty and staff members.
  • Payroll and Benefits: Managing the salaries, benefits, and compensations for employees.
  • Performance Management: Evaluating the performance of employees and providing feedback for improvement.
  • Leave Management: Handling the leave requests and approvals for staff members.
  • Training and Development: Providing professional development opportunities for faculty and staff.

• Communication and Collaboration:

  • Internal Communication: Channels and systems for effective communication within the institution, such as email, intranet, and meetings.
  • Collaboration Tools: Tools and platforms that facilitate collaboration among staff members, such as shared documents, project management software, and virtual meeting tools.

Departments

Departments is where you can manage the different departments within the organization. You may search, add, edit, export, and import department information from here.

To update a Department, click on the corresponding Edit icon.

You may choose to Export data into MS Excel for saving it locally.

Clicking on Import will guide you on how to import department data; download a sample CSV or XLSX file and compare it with your own sheet or edit the sample sheet before importing.

To create a new department, click on Add Department button.

Designations

Designations is designed to manage and define various roles within the institution. This ensures a clear hierarchical structure and allows for efficient management of responsibilities and permissions.

To modify a designation, click on the corresponding Edit icon.

Import will enable you to import bulk data into the application.

Add New will bring into being a new Designation if required.

Leave Types

Leave Types refer to the various categories of leave that employees can avail themselves of, each with specific rules and entitlements. These types of leave are typically defined by an organization to manage employee absences effectively.

Leave Type	Frequency	Paid	Attachment	Partial Leaves
Casual Leave	Year	Yes	No	Yes
Loss Of Pay	Year	No	No	Yes
Maternity Leave	Year	Yes	No	Yes
Paid Leave	Year	Yes	No	Yes
Privilege Leave	Year	Yes	No	No
Sick Leave	Year	Yes	Yes	Yes

The leave types described here are those that an employee will use when applying for leave under HRMS > My Kiosk --> Leave Tracker. Ensuring these types are accurately and comprehensively defined is essential for smooth leave management and adherence to institutional policies.

Add

To introduce a new leave type, click on Add New Type.

1. In the form, enter

   • Leave Type Name: Enter the name of the leave type (e.g., Casual Leave, Sick Leave).
   • Leave Type Code: Provide a short code for the leave type (e.g., SL, CL).
   • Description: Write a brief description of the leave type and its purpose.
   • Accrual Period: Select the accrual period from the dropdown menu (e.g., Year, Month).
   • Accrual Rate: Specify the maximum number of leaves per period.
   • Maximum Monthly Usage: Indicate the maximum number of leaves that can be taken per month.
   • Is Paid Leave: Check this box if the leave type is paid.
   • No Maximum Usage Limit: Check this box if there is no maximum usage limit for this leave type.
   • Need Attachments to Apply: Check this box if attachments (e.g., medical certificates) are required to apply for this leave.
   • Allow Partial Leave Apply: Check this box if employees can apply for partial leave (e.g., half-day leave).

2. After filling in all the required fields, click the 'Submit' button to add the new leave type.

Edit

You may make changes, if any required, to the leave types with Edit option.

Holidays

Holidays are days designated as having special significance such as festival, celebration, commemoration, etc. It is a practice to mark holidays that have national, religious, or cultural importance that are usually followed by all across the country. Holidays list serves as a ready reckoner so members of the organization are aware of such dates and can plan their work accordingly.

Add New Holiday by providing holiday name, start date, and end date. You may remove a holiday from the list by clicking the corresponding Delete icon. Amend existing holidays by clicking the Edit icon next to each holiday.

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It is vital that the organization's structure is well-defined and that all relevant information is easily accessible and manageable. By defining and managing these components, educational institutions can ensure efficient operations, better resource management, and improved overall performance.