Titan HRMS

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An Introduction

The Titan Human Resource Management System

Overview

 

Employees are your greatest resource and investment. In order to have a more productive and well-managed workplace, it is essential to have employee records and information at their disposal.

Talent and time management is a vital step to attain a productive and effective work environment as well as a better-managed staff. It ensures that the projects are well equipped with human resources and leads to continuity of business processes with the appropriate visibility and control over the organizations invested time and skill.

Introduction

 

Titan Human Resource Management System (Titan HRMS) is a powerful tool for the employers and employees for a robust and streamlined process of requesting leaves. This tool ensures time and information management with minimal wastage; covering major steps a company requires to get to the point of providing and maintaining a management system that is quick and concise.

The Titan HRMS automates processes, eliminating paperwork and tedious tasks — ensuring that timely information is available to the right people at the right time.

 

Getting Started

 

Titan HRMS has been divided into various visible screens leading to numerous roles.

The roles are created and accessed through a “super” user; a user that is accessing all or majority of the prevailing authorizations (permissions).

 

Current Design

 

The current design follows an easy-to-understand and customized structure:

  • An employee can submit Time Off requests for leaves.
  • The manager has to give the green signal for it to be moved to the super user (or reject it right away).
  • The super user can accept or reject this request, having the final say for an employee to avail their time off as notified via an email confirmation.
  • The “super”  user  can  assign/modify/add  roles,  permissions,  employees  as  well  as

“terminate” them.

  • The “super” user can set the business policies and rules — as per the requirement.

Introduction to a “super” user

 

A “super” user is an account that has access to all or the main created permissions — this user can create multiple roles for a variety of users and grant them their permissions as per the requirement.

“Log-in” Screen

The first view a user gets for the Titan HRMS is the log-in screen — prior to this screen, the user must already have their respective account details.

Simplifying to an instant one-click “Login with Google” or the conventional method, the user is also provided with a “Forget password” option, failing to recall the required password.

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Top Bar

After successfully logging in, the user is redirected to the Home page consisting of the top bar for the five main screens:

  • Home
  • My info
  • Employees
  • Reports

Employees directory

top bar titanhrms

“Home” Screen

 

The top half of the screen presents new updates and customized announcements, while the rest of the screen informs about the latest additions in the current team.

On top of the announcements, this specific type of a user is provided with a “New” button, clicking which will permit the user to add a new employee/member, each new member can have their “weekends” individually set. Adding the relevant information will successfully add the new employee in the system as well as inform the desired management in charge (via e-mail).

It is important to remember that the Annual leaves quota requires to be assigned to employee during profile creation – with the “Settings/Leave Types/Configurable” via profile set to YES, while the other leave types (quota) will be based as per an employees working location – with every preceding year, the Annual leave quota will reset to the standard defined value — adding the unconsumed annual leaves of the previous year.

On the side panel; the user’s name and designation is displayed. Underneath, there is a celebrations section that highlights employee birthdays and work-anniversaries followed by another section informing “Who’s out”— listing the members on a leave for the present or the following day (specifying their time off details).

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With an approved authorization, the user can request for a Time Off as well.

Time off: redirects to a form, where the employee selects a type of leave from the provided options, a calendar date selection (for the time-period) and a mandatory message section informing the purpose of the chosen type of the leave.

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In case of an employee’s TimeOff, the desired leave duration will subtract the weekends and public holidays – for a Public Holiday, pre-requested leaves will re-adjust.

The provided leave types are set as per employees defined a working location and can include:

  • Short
  • Casual
  • Unpaid
  • Annual
  • Sick
  • Work from home
  • Compensatory

The top of the screen would also display the remaining paid leaves that can be availed throughout the year.

Request time off titan hrms

“My Info” Screen

 

Clicking on My info would redirect the “super” user to a further sub-bar selection which includes (visibility of each individual field depends on the granted permissions):

  • Personal
  • Job
  • Time Off.
  • Emergency Contacts
  • Family Members
  • Skills
  • Financials
  • Documents
  • Policies
  • Benefits
  • Requests

The side panel has a stagnant employee image with a contact number and an Email id, followed by a hiring date and (full/part-time) designation concluding with an assigned Manager.

Personal: This section includes an editable form where the “super” user can change/edit their data and image right away as well as edit their designated weekend-days.

Personal

In order for the weekend-system to work depending on a company’s policies, the weekend- specifically provided settings (in the TimeOff General settings section) must be enabled.

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Job: In this section, a user can view their received compensations, status, and other related information as well as modify them. This section also lets the user view the list of people reporting to them directly and a hire date – an employee may or may not have all of these permissions.

First employment year will start from an employee’s joining date till the 31st of December, the following years will be from the first of January till the last date of December.

Job titanhrms

The next section, Time Offs, visibility depends on the permissions granted to a specific user.

However, if visible, a history of leaves will be displayed, with an approved/pending/rejected status, along with a categorized version of the type of the availed leaves.

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Emergency Contacts: The user can edit an existing record or add their desired information for emergency contact(s).

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Family Members: The user can add/edit and remove defined family details.

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Skills: In this section the users can add their respective skills along with its description and tags.

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Financials: This section contains a user’s compensation details followed by a searchable table covering — Month, Gross Salary, Tax, Provident fund, Net Salary and Actions that can be taken against them, this page also includes a search bar and a changeable display limit.

financial titanhrms

Documents: Contains the existing or scanned copies of a national ID card, visa and a passport of an employee or the account holder.

An employee can save their own changes (which sends a request to the super-user for approval before the results are displayed) or a super-user can save it for an individual team member on their own (reflecting the results right away).

The user-friendly uploading process requires the user to either drag the required file or click on the field — to browse and select.

documents

After uploading a .jpeg,.jpg or a .png file format, an option to delete will also be provided to the user.

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Policies: The policies section includes two downloadable links to download the Company and the Leave policy

These policies are attached from the “Manage policies” section in the settings.

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Benefits: This section is further divided into two more sections; Medical section and End of Service calculations.

The medical insurance lets a user attach their insurance plan document while the End of Service displays the user’s location-specific calculations implementations along with the desired location-based enabled fields such as Contract type, calculated years of service, the reason for the end and the monthly payroll details.

The End of Service policies are set from the “Manage policies” section in the settings as per the selected accounts specified working location requirements.

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Request; An employee can request for the Letters option which may include; opening a bank account, payroll transfer letter to update the current account or NOC for travel for tourist or business purpose.

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Adding a ‘New Request’ would enable an employee to request for the available “letter” options.

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Settings/Letter Templates section handles the visible options or the functionalities that a user is allowed to view and perform.

“Employee” Screen

 

The next section on the Top bar, Employees, includes a list of all current team members, their displayed image followed by contact details (employee #, name, title, location, hire date and status)

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Each individual in the list is clickable for the superuser (regarding their roles) and takes the user to the clicked employees information, which can be directly updated (as for the rest of the employees, depending on the granted permissions, only specific content may be allowed to be seen or modified while saving the updates or the content would only send a request to the “super” user — changes will only reflect when the request has been accepted by the “super” user).

The superuser can also do the following through this section; add a new member, terminate a member with the required procedure (terminate button provided on each clickable member), view the list of the terminated/resigned members or apply a quick search for a specific member through the provided bar.

add employee

“Report” Screen

The Employees section is followed by the Reports section reporting a schedule for the:

  • Time Offs
  • Birthdays
  • Work anniversaries.

Clicking on each individual category would display a color coordinated calendar with the team members name, hovering over one would display the required details (for the Birthdays and anniversaries, the user can also change the calendar view as per desired; monthly, weekly, per day (hours), or in a list meant for the current month).

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The Time Off section is also color-coordinated but can further filter out an individual through multiple variations; type of leave, name of an individual member or a specific date.

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“Employees Directory” Screen

 

The next section is the Employees directory.

The user can view a list of available accounts, this time they are not just searchable but can also be re-arranged alphabetically or filtered via a set of categories; location, departments, skills or shifts.

Each clickable individual member would show the skills acquired by them as well as the name, location, contact details (mobile number and a clickable email ID) and the designation — pressing close filter would refresh and display the specific required results, the user can always clear the applied filters for the initial view or a fresh start.

employee directory titanhrms

Header Elements

 

Above the top bar, the header elements include the account and the message icons as well as the sent letter requests, followed by the currency (defined via user’s settings)

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Clicking on the account icon should give a drop down menu to either logout or to access the settings.

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The message icon should display the new notifications for time off requests as well as any new notifications and the total displayed count inside the Inbox.

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Leave Requests; redirects a user to the Settings/View Leave Requests section where following the provided steps, a list of employees requested leaves can be viewed or approved

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Clicking on the inbox option should take the user to the inbox which would also display the requested time offs that can be filtered as well as display the pending or approved status (from the manager or the Superuser).

Once approved by the manager (or not, depending upon the manager availability), the super user can either individually accept/reject the requests or mark all/a set and process them as per the requirement — when a request state is pending because of the manager, the user can send the manager a quick email reminder (via the notify button).

The side panel now includes the following:

  • Inbox (users’ current screen)
  • Sent requests (depending on the accounts permissions)
  • Completed (a list of all handled time off requests)
  • Profile updates (a list of requested profile changes by the non-super users)

Document updates (a list of requested document changes by the non-super users)

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For an employee; the inbox may include the messages/comments sent via the manager or the “super” user.

This section can also include a history of the sent requests and their statuses; depending on the customized permissions.

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Settings

 

Account; includes the account information – company name, account owners name, active employees and mark-able HR(s) (checked HR will receive leave approval/denial notifications).

The displayed “Edit” option can let a user change the name of the company and the displayed address.

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Roles; A new role can be added, edited or created, examples of roles may be Managers, HRs, IT/Finance in-charge – the pre-made roles can be edited or arranged in an ascending or a descending manner.

roles

Permissions; A new permission can be added or created varying for different roles. Permissions are basically what a specific role can have access/permission to – the pre-made permissions can be edited or arranged in an acceding or a descending manner.

permission

Assign Role; the user is displayed with a list of the current members. Each individual can be accessed through the provided dropdown of the list of all of the employees with their current available roles (or can be searched through the provided bar). The listing includes the name, followed by the job title and roles. The last category in the table is for the “Add role”, where any chosen member can be assigned one or more roles as well as removed from a specific role. The user can select the number of entries visible in each individual page.

assign role

Configurations; includes the account information – company name, account owners name, active employees and mark-able HR(s) (checked HR will receive leave approval/denial notifications).

configurations

Leave Policy

 

General; displays a pre-made eloquent set of text, listing the current policies as well as allowing to add-in whenever required. The pre-made polices can also be modified, removed or searched — enabling a user to re-arrange the view or the displayed results.

general

Leave Types; Choosing an appropriate title and the nature of the specified leave (paid or unpaid), submitting the selection would add in the content for the leave types – a user can edit or delete this content at any time.

It is important to remember that the Annual leaves quota requires to be assigned to employee during profile creation – with the “Settings/Leave Types/Configurable” via profile set to YES, while the other leave types (quota) will be based as per an employees working location – with every preceding year, the Annual leave quota will reset to the standard defined value-adding the unconsumed annual leaves of the previous year.

Manage Policies; A user can add locations in this section through selecting a location from the provided list of countries.

manage policies

After submission, these locations can be managed via the seven provided “Actions”:

  • End of Service benefits formula
  • Public Holidays
  • Leave policy document
  • Company policy document
  • Leave policies
  • Edit location
  • Delete location.

End of Service benefits formula: This screen is configured as per the specified working location requirements — displaying either just the calculation formula or displaying the formula along with end of employment status, service duration and benefit values options that can be added to a table underneath (which can be edited or removed).

End of Services benefits

Public Holidays: redirects a user to a configurable Holiday addition and deletion screen, every submitted holiday with a defined title and date moves to the provided calendar underneath — which can be removed later.

public holiday

Leave policy document would lead a user to a screen where a pre-saved document can be accessed or downloaded and replaced.

leave policy document

Company policy document would lead a user to a screen where a pre-saved document can be accessed or downloaded and replaced.

company policy document

Leave policies states the editable specific location policies added for the leave types and the respective quota as per the requirements.

leave policies

Edit Location redirects a user to a screen where the pre-selected location can be modified.

edit location titanhrms

Time Off

 

General; In order for the weekend and public holiday-system to work, the weekend and public holiday specific settings must be enabled.

In case of an employee’s TimeOff, the desired leave duration will subtract the weekends and public holidays – Pre-requested leaves having the same dates as the Public Holidays will be re-adjusted.

time off titanhrms

Time Off Permissions; the user can select a customized permission type and select an individual (to whom it would be granted) as per a specific date set depending on the rules and regulations of the organization – the searchable table underneath displays the records for the granted account holders; each individual entry can be removed.

time off permissions

Departments; displays a list of searchable added Departments, which can be edited (name changed) or deleted. The user can always add a new department or re-arrange an existing list when required.

departments

Divisions; displays a list of searchable added Divisions, which can be edited (name changed) or deleted. The user can always add a new division or re-arrange an existing list when required.

divisions

Locations; A user can add locations in this section through selecting a location from the list of countries and submitting. After submission, these locations can be managed via the seven provided “Actions” — end of service benefits formula, public holidays, leave policy document, company policy document, leave policies, edit location and delete location.

locations titanhrms

Working Shifts; displays a list of searchable added working shifts, which can be edited (name changed) or deleted as well as added in with a title, starting and an ending time. The user can always add or re-arrange a new working shift whenever required.

working shift titanhrms

Currencies; displays a list of searchable added Currencies, which can be modified, updated or chosen for the current selection (through the provided radio buttons). The user can always add or re-arrange the currencies as per the requirement.

currencies

Insurance Plans

The user can Add a title and upload the desired insurance document, each submitted plan can be assigned to specific users, downloaded, edited or deleted from the list of displayed plans.

insurance plan

Payroll Settings

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General; the first category under the compensation and payroll section includes a specified area where a percentage can be entered (stating what percent of the payroll will be compensated when an employee has availed the work from home option).

The next disclosed functionality is whether a programmed payroll slip should be sent or not under the required circumstances followed by whom the slips must be received by (via an email) and what exact date must start an automatic process for the processing of the payrolls.

The last section in this section includes if the required defined countries in the “manage taxes” or the ”manage PF” sections should be inclusive or exclusive of tax or the provident fund.

general

Manage Loans; displays a list of searchable employees who have taken a loan from the company, this table includes a name, amount, number of and per month installments, a time period for a to and from, already covered amount and actions for updating or removing the entry. The user can grant a loan to an existing employee through filling in the required information as well.

manage loan

Manage Taxes; this section lets the user set a Tax ratio or a specific amount for further calculations

  • the user can re-arrange, search, add or edit as per required. The content for this section covers the following:
  • Country
  • Salary From
  • Salary To
  • Tax (per annum)
  • Tax type (whole/percent)
  • Actions

It is essential to keep in mind that the content depends on the chosen working location, with the “adding tax ratio”, each field here is location-specific and each unique location is automatically added in the prior mentioned “General” section, under Compensation Settings.

manage taxes

Manage PF; this searchable section lets the user set a specific percentage for the defined compensation limit — the user can re-arrange, search, add or edit as per required. The content for this section covers the following:

  • Country
  • Salary From
  • Salary To
  • PF ratio (percentage)
  • Actions

It is essential to keep in mind that the content depends on the chosen working location, with the “add PF ratio”, each field here is location-specific and each unique location is automatically added in the prior mentioned “General” section, under Compensation Section.

manage PF

Manage Payrolls; shows a table with the prior months as well as information for the creation or processing of employee payrolls. The user can approve and view the payroll here through the options available underneath the “Action” field.

manage payroll

It is also important to keep in mind that first a payroll generating Cron is run at the specific set date via the settings — generating all of the employee’s payroll. After the final calculations, adding or subtracting any charges would run the processing Cron — after the status has been changed from on hold to approved of each individual payroll or selecting the collective content.

Once the payrolls are processed, a super user can download the excel sheet or individual payroll slip view as per desired — through the “Payroll Sheet Columns” section, the HR can select the desired columns titles to be added in the later downloaded excel file.

PF History; displays searchable individual team members along with their up-to-date PF amount, the list or the amount can be re-arranged.

PF History

Letter Templates

 

View Letters; this section displays the already added templates or lets a user add a new template

– each added template can be edited in case of any change in requirements.

view letter

View Requests; this section displays the requested letters by the employees and its details.

view request

Each displayed request needs to be approved via the “Actions” section. After following the required steps; “Submitting” would approve a user’s request.

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Announcements

Announcements

View All; displays a list of all prior posted announcements, the table displays the Subject, part of the body, chosen targets and actions that can be taken against it (process, edit or delete). This section also lets the user add a new announcement by entering the required content and check boxes for the required targeted audience.

view all

Create; This section also lets the user add a new announcement by entering the required content and check boxes for the required targeted audience.

create titanhrms