| staffAdmin FAQ |
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| Q |
What type of information does staffAdmin store? |
| A |
staffAdmin stores the following types of information:
- Personal Information
- Dependent Data
- Employment Information
- Employment History
- Bank Account Information
- Other HR related documents
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| Q |
Does HR need to input every history job change record into the system? |
| A |
There are two methods to capture the information:
a) Capture only the New Hire and LATEST job/employment records.
During the first-time data migration, HR may input the hire date and latest job information into the implementation templates provided. A New Hire record will be updated into the system with the latest job/employment information. This option is suitable for companies who do not need history job details to be completely accurate.
b) Capture all detailed job change information
If your company requires all detailed job changes to be stored accurately in the system, HR would need to input each record for each employee into the Employment Information screen. As this may be a very tedious process, i-Admin may also offer an additional data entry service depending on the size of your company.
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| Q |
Are there employee self-service functions present in staffAdmin? |
| A |
Yes. Depending on the Access Right setup, the employees will be able to change some of their information on screen i.e Personal Information.
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| Q |
How do i restrict an employee's access to view or change a section of his employment record? |
| A |
This can be set by Administrators via the Access Right setup. This page allows the Administrator to define the viewing, adding, editing and deleting rights of the employees.
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| Q |
What does Access Right and User Group mean? |
| A |
An Access Right defines the kind of access given to an employee to view or edit the information in the system. In most cases, Employees are only able to view and edit their own personal information, while access to employment information is restricted.
A User Group refers to a group of employees that are defined by their Access Right to edit or view information in the Client Company. (E.g. a Department)
An employee or manager level user will always belong to the "Employee" or "Manager" User Group, in which is tied the Employee/Manager Access Right, whereas the HR user can belong to a User Group which may be tied to multiple types of HR Access Rights. This usually occurs if there is an overall HR supervisor overseeing a few separate groups of employees, e.g. employees in different country location.
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| Q |
How do i create a new User Group? |
| A |
In the Set Up menu, click on the User Group tab found on the top submenu. Click Add New , and submit the information required by the system.
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| Q |
Can i view the company hierarchy in the system? |
| A |
You can view the hierarachy or sub-levels in the company. In the Set Up menu, click on the Hierarchy tab found on the top submenu. Search for the sub-level group that you wish to view.
This is also where you may be able to set up additional sub-level groups as and when they are established within the company.
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| Q |
How do i search for an employee record? |
| A |
In the Staff Info Menu, the search page will be the first page displayed to the Administrator. Searching can be done via Employee ID, Surname or Given Name.
Alternatively, click on the search link at the bottom of the page without keying in any search keys, and the full list of employees will be displayed for you.
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| Q |
Can i make changes to the records in staffAdmin? |
| A |
If you are an Administrator , you are allowed to change the employee records as and when it is required.
If you are an Employee User , you will only be able to change the fields as allowed by the Administrator.
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Q |
How do i key in a new record when an employee's job records has changed? E.g. a change in department, or job title |
| A |
Go to Staff Info and search for that particular employee. Click Edit to proceed to make changes to the employee's data. If a job record has changed, click on Employment Info found on the top menu bar, and add a new record to capture the data change.
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| Q |
How do i enter compensation records into the system? |
| A |
Compensation records can be entered via the Employment Info tab.
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| Q |
How do i create a new hire record into the system? |
| A |
On the Search page, click Add New found at the bottom of the page. Proceed to key in the information accordingly
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| Q |
Does the first record always have to be a New Hire record? |
| A |
Yes. The system will automatically assign the first employment record as a New Hire record.
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Q |
I do not have all the new hire's information available at this moment. Can i still create some of his/her records in the system and add more information later? |
| A |
Yes. You just need to key in the mandatory information indicated by the asterisks (*) next to the information field.
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| Q |
How do i insert a termination record into the system? |
| A |
In the Employment Info tab, add a new record, and select "Termination" from the Action/Reason List. Select the Effective Date as per the Employee's Termination Date.
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| Q |
Can terminated employees still view their data in the system? |
| A |
Terminated employees accounts should be de-activated from the system via the Main Menu control. If their accounts have been de-activated, they will not be able to enter the system and view their data.
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Q |
Does the system continue to store terminated staff data if we would like to keep it for at least a period of time? |
| A |
Yes. Data would not be deleted from the system as long as the Company is still subscribing to the application.
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| Q |
What is the difference between Job Grade and Leave Grade? |
| A |
Job Grade may be defined as a staff grading level within the Company. Leave Grade pertains to the Leave entitlement grading level.
If the Company is subscribing to i-Admin's eLeave system, the Leave Grade field must be set up, and the same information will be updated to the eLeave system accordingly.
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| Q |
Can i add more Job Grades,Titles and Departments in the system? |
| A |
You can do this via the Setup menu. From the Base Table page, select the relevant fields from the Category drop-down list, or you may search according to their ID.
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Q |
If the employee's personal or employment information is updated in staffAdmin, will there be automatic updating of information to other eHR systems? |
| A |
Yes. If the information is required by the other eHR systems, it will be automatically updated to the other eHR systems.
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| Q |
What is the meaning of "Primary" and "Secondary" ID? |
| A |
Broadly speaking, Primary ID refers to the main citizenship ID adopted by the employee. Other IDs can be defined as Secondary IDs.
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| Q |
Can i upload employees' resumes, photo files, testimonials and other information to the system? |
| A |
Yes. This can be done via the File Upload feature in the Staff Info section. You are allowed to upload a document with a space of up to 5MB.
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| Q |
Can i key other language characters into the system? |
| A |
Yes you may. However, it is advisable that you follow the language allowed by your Company.
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| Q |
What kind of reports can i download from the system? |
| A |
The following reports are available:
- Head Count
- Job History
- New Hire
- Promotion
- Salary Revision
- Termination
- Transfer
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| Q |
Is there an audit feature in the system to track who has made changes to the data? |
| A |
Yes. This can be found in Audit Log sub-menu via the Setup menu.
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| Q |
What can be done if I need a backup of the system data? |
| A |
Your Company data is securely stored in i-Admin's servers. This incorporates a daily back-up of information, hence it is not necessary for the Company to keep the backup of the system data.
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