Minerva HRMS

ETMS

Human Resource Manager

User Manual V1.0

[Type text]

Page 1

MINERVA HUMAN RESOURCE MANAGEMENT SYSTEM

HR MANAGER
VERSION 1.0

User Manual

Contents
C h a p t e r 1 ................................................................................. 4
Introduction..........................................................................................4
1.1. About Minerva HRMS ............................................................................. 4
1.2. Modules and their Features ..................................................................... 4
1.2.1. ETMS ........................................................................................................... 4

1.3. Commonly Used Features ........................................................................ 4

1.3.1. Search Employee.......................................................................................... 5

C h a p t e r 2 ................................................................................ 7
Getting Started .....................................................................................7
2.1. Sign In ........................................................................................................ 7
2.2. Forgot Your Password .............................................................................. 8
2.3. Understanding Minerva HRMS Home Page .......................................... 8
2.4. ETMS Main Page ...................................................................................... 9

C h a p t e r 3 .............................................................................. 11
ETMS ..................................................................................................11
3.1. About ETMS............................................................................................ 11
3.2. Employee Transition ............................................................................... 11
3.2.1. Employee Transition .................................................................................. 11

3.3. Reports ..................................................................................................... 14

3.3.1. Generate Letter .......................................................................................... 14
3.3.2. Print Letter ................................................................................................. 15
3.3.3. View Transition History ............................................................................. 16

C h a p t e r 4 .............................................................................. 18
Other Features ...................................................................................18
4.1. Search Colleagues (By Name) ................................................................ 18
4.2. Forced Change Password ....................................................................... 19

Chapter 1
Introduction
This document gives a brief introduction on Minerva Human Resource
Management System (HRMS) and explains the features available to you as a
HR.
1.1. About Minerva HRMS
Minerva HRMS is a web based Human Resource Management System that enables the
HR Department to select, capture, track, modify and report all information relating to an
employee from recruitment to exit. It facilitates capturing employee details; process leave;
manage queries, rewards, travel and reimbursement; manage performance appraisals,
conduct surveys; and handle exit management.
Minerva HRMS consists of the following modules:

Employee Transition Management System (ETMS). To initiate employee

transitions pertaining to changes in increment, promotion, transfer etc., view the
transition history details of employees and print transition letters. Refer section 1.2.1
and Chapter 3 for more details.

1.2. Modules and their Features

1.2.1. ETMS
This section explains the features available to you in ETMS module.

Employee Transition

Initiate employee transitions pertaining to changes in increment, promotion,

transfer, etc.

Reports

Print generated transition letters

View the transition history details of employees

1.3. Commonly Used Features

This section explains the document conventions, images, and features that are frequently
used in the application.
Icon

Description
Calendar. Click to select date from the displayed calendar.
By default, the calendar displays the current year, month,
and date as shown:

Minerva HRMS User Manual V1.0 | HR | Introduction

a. Select the month and year from the lists

respectively.
b. Click the relevant date on the calendar.
c.

The date will be displayed in dd/mm/yyyy format.

Note. This provides additional information to the user on the

feature concerned.
The menu path is explained in this style.
Click to view the particular page.
Search. Click to display the relevant records
Reset. Click to clear the entered values
Close. Click to cancel the operation and return to the
corresponding main page.

To search for a particular employee, enter the Employee Code or Employee Name in
the relevant box. The screen appears with the selected employee code or name. If you
want to build customized filter conditions (using logical and arithmetic operators) and
retrieve filtered data click
.

To refine your search, click

Drag any column header on to Drag a column header here to group by that column box to
group by that column. For example, dragging Employee Code column header will result
in code-wise grouping.

in the relevant boxes, and select a value from the list.

1.3.1. Search Employee

1. To search for an employee, do any or a combination of the following as

applicable:

Enter the Employee Code.

Minerva HRMS User Manual V1.0 | HR | Introduction

Enter the full name of the employee (if you are certain), or a few letters in the
Any part of Name box.

Select the Attribute from the list.

Select the Instance from the list

To refine your search further, do any of the following to display the matching
records based on the search criteria selected above:

Click 'All' if you want to display all employee records.

Click 'Only Active', to search for the employees currently working in the
organization.

Click 'Only Exited', to search for the resigned employees.

2. Click Search. The screen appears with the matching records based on the search

criteria.

Minerva HRMS User Manual V1.0 | HR | Introduction

Chapter 2
Getting Started
This chapter explains the procedure to sign in to Minerva HRMS and know
about the features that are available on the home page and the modules.
2.1. Sign In
To sign in to Minerva HRMS, do the following:
1. Enter http://<URL given to you> in the Address bar of the Internet browser,

and then click Go. The screen appears as shown in the following Figure

Figure 1.

Login Screen

2. Enter User Name and Password.

3. Click Sign In. The screen appears as shown in the following Figure.

Note:

Click Forgot Your Password if you had forgotten your password and to
obtain a new one (Figure 3).

When you sign in for the first time with the system-generated password, the
system prompts you to change the password. Refer section 4.2. Forced
Change Password, for more information.

You will be able to sign in to the application only after changing the
password.

The appearance of the screen may vary depending on the roles you have
been assigned.

You can sign in as an Employee, HR Executive, or as Reporting Manager etc

by clicking the options and performing the role relevant to the logins. Refer
the respective user manuals issued along with this document for more
information.

Minerva HRMS User Manual V1.0 | HR | Getting Started

Roles depend on the rights given to you by the Administrator.

Click Logout to go to login page.

2.2. Forgot Your Password

This feature allows you to obtain a new password.
To obtain a new password
1. In the Login page (Figure 1), click Forgot Your Password? link. The screen

appears as shown in the following Figure

Figure 2.

Forgot Password Screen

1. Enter your Login Name (User Name).

2. Enter the Date of Birth .
3. Enter the Date of Joining
4. Click Submit. The system displays the message, "Your Password has been sent

to your Email Id".

2.3. Understanding Minerva HRMS Home Page

When you sign in as Corporate HR, the screen appears with your name, last login date
and time on top of the screen as shown in the following Figure

Figure 3.

HRMS Home Page Screen

The home page displays the following modules as Tabs:

Home. Click to view the home page.

ETMS. Click to view the main page and the corresponding groups (Figure 4)

The home page displays the following as Top Links:

Minerva HRMS User Manual V1.0 | HR | Getting Started

Icon

Description

Home

Home. Click to view the home page.

Change Role. Click to change role. Roles depend on the
rights given to you by the Administrator.
If you are signed in as a Head HR, click to change role to
Employee, Reporting Manager or any other role to view the
details in the respective logins. Refer the respective user
manuals issued along with this document for more
information.

Logout

Logout. Click to sign out from the application and return to

the login screen.

The home page displays the feature to Search Colleagues by name. Enter any part of the
employee name in the box, and then click Search. The matching employee records are
displayed. Refer section 4.1. Search Colleagues (By Name), for more information

Important:

The appearance or layout of the form/window may vary depending on the

way they were configured by the Administrator and also depending on the
role and/or the access rights and privileges given to you.

The illustrations and the topic contents are only indicative.

2.4. ETMS Main Page

Figure 4. ETMS Main Page

The main page displays the following features in Groups:

Employee Transition

Minerva HRMS User Manual V1.0 | HR | Getting Started

Employee Transition Click to initiate employee transitions pertaining to

changes in increment, promotion, transfer etc.

Reports

View Transition History Click to view the transition history details of

employees

Print Transition Letters Click to generate transition letter for employees

10

Minerva HRMS User Manual V1.0 | HR | Getting Started

Chapter 3
ETMS
This chapter describes the features available to you as Head HR in Employee
Transition Management System (ETMS) and the procedure to use them. Use
the information explained in this chapter to familiarize with the ETMS
module.
3.1. About ETMS
ETMS enables you to process employee transition (transfer, increment, etc) and to view
the transitions history of the employees in the organization.
You can do the following:

Employee Transition

Initiate employee transitions pertaining to changes in increment, promotion,

transfer, etc.

View the transition history details of employees

Print transition letters

3.2. Employee Transition

This group allows you to process transition (transfer, increment, etc) for the employees,
View transition history, and print the transition letters of employees.
3.2.1. Employee Transition
This feature enables you to process transition (transfer, increment, etc) for employees.
To process transition
Menu path: Home Page>Employee Transition>Employee Transition
1. In the Employee Transition group (refer Figure 4), click Employee Transition.

The screen appears as shown in the following Figure

11

Figure 5. ETMS Search Screen

2. Click Search directly to display all the records.

Minerva HRMS User Manual V1.0 | HR | ETMS

3. Alternatively, to search for a particular employee record, refer section 1.3.1.

Search Employee, for more information. The screen appears as shown in the
following Figure

Figure 6. Employee Transition List Screen

4. Click the relevant Select link. The screen appears as shown in the following

Figure

Figure 7. Employee Transition Details Screen

5. The system displays the Employee Code, Employee Name, Date of Joining

and Current Position details.

6. It also displays the previous transition details, if any, with Transition ID,

Transition Date, Transition Reason, and Remarks details. Do the following

as required:

Click the relevant View Leave Balances link to view the leave balance details of
the employee.

Click Delete Last Transition, to delete the latest transition record. The system
displays the message, "Last transition deleted". The record will be permanently
removed from the system.

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12

Note:

Once the transition record is deleted, it will be permanently removed from

the system.

7. Select the Transition Reason from the list. It is mandatory. Depending on the

transition reason selected, the system will display the corresponding fields under
'Transition Details' as explained in the table below.

If the Transition
reason is
Confirmation

Probation
Extension

Organisational
Change

Promotion with
Salary

The system displays

Employment Status

Do this

Select the employment status from the

list

Probation Expiration Date

Status Review Date

Select the date from the calendar

Company name

Select from the list

Department

Select from the list

Sub Department

Select from the list

Designation

Select from the list

Grade

Select from the list

District

Select from the list

Location

Select from the list

Cost Centre

Select from the list

Pay group

Select from the list

Company name

Select from the list

Department

Select from the list

Sub Department

Select from the list

Designation

Select from the list

Grade

Select from the list

District

Select from the list

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Salary Revision

Location

Select from the list

Salary Details

Click Edit to update the salary

components and then click Calculate

Salary Details

Click Edit to update the salary

components and then click Calculate

8. Enter the Transition Date in dd/mmm/yyyy format, or click

date from the calendar displayed. It is mandatory.

to select the

9. Enter the Remarks.

10. Click Process Transition. The system displays the message, "Confirm Submit?"

Click OK. The system displays the message, "Transition Submitted sucessfully".

Note:

If the employee has reportees, then the system displays, "This employee has
reportees assigned to him/her. Please re-assign the reportees if required"

When the 'Transition Reason' is 'Reporting Change', you will be able to

process this type of transition only when the previous Reporting Manager
had given the performance remarks for the employee.

3.3. Reports
This group allows you to generate transition letters for employees, print the transition
letters, and view transition history of employees.
3.3.1. Generate Letter
This feature enables you to generate the transition letters for the employees.
To print transition letter
Menu Path: Home Page>Reports>Generate Letter
1. In the Reports group (refer Figure 4), click Generate Letter. The screen appears

as shown in the following Figure

Figure 8. Generate Letter List Screen

2. To select a particular employee record, do the following:

Enter the Employee Code.

Enter the full name of the employee (if you are certain), or a few letters in the
Any part of Name box.

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Select the Transition Reason from the list. It is mandatory.

Enter the date range in Period of transition(Between)*(DD/MM/YYYY)

boxes, click

to select the date from the calendar displayed. It is mandatory.

To refine your search further, do any of the following to display the matching
records based on the search criteria selected above:

Click 'All' if you want to display all employee records.

Click 'Only Active', to search for the employees currently working in the
organization.

Click 'Only Exited', to search for the resigned employees.

3. Click Search. The screen appears with the matching records based on the search

criteria as shown in the following Figure

4. The system displays the list of employee records with Employee Code,

employee Name, and Transition Date.

5. Under 'Select', click the relevant record.

6. Click Generate. The system displays Letter generated successfully.

3.3.2. Print Letter

This feature enables you to print the transition letters for the employees.
To print transition letter
Menu Path: Home Page>Reports>Print Letter
1. In the Reports group (refer Figure 4), click Print Letter. The screen appears as

shown in the following Figure

Figure 9. Print Letter List Screen

2. To select a particular employee record, do the following:

Enter the Employee Code.

Enter the full name of the employee (if you are certain), or a few letters in the
Any part of Name box.

Select the Transition Reason from the list. It is mandatory.

Enter the date range in Period of transition(Between)*(DD/MM/YYYY)

boxes, click

to select the date from the calendar displayed. It is mandatory.

To refine your search further, do any of the following to display the matching
records based on the search criteria selected above:

Click 'All' if you want to display all employee records.

Minerva HRMS User Manual V1.0 | HR | ETMS

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Click 'Only Active', to search for the employees currently working in the
organization.

Click 'Only Exited', to search for the resigned employees.

3. Click Search. The screen appears with the matching records based on the search

criteria as shown in the following Figure

4. The system displays the list of employee records with Employee Code,

employee Name, and Transition Date.

5. Under 'Select', click the relevant record.

6. Click Print. The transition letter will be displayed in a separate window.
7. In the screen that appears click Print to print the transition letter

3.3.3. View Transition History

This feature enables you to view the transition history details of the employees.
To view transition details
Menu Path: Home Page>Reports>View Transition History
1. In the Reports group (refer Figure 4), click View Transition History. The

screen appears as shown in the following Figure

Figure 10. View Transition History Search Screen

2. Click Search directly to display all the records.
3. Alternatively, to search for a particular employee record, refer section 1.3.1.

Search Employee, for more information. The screen appears as shown in the
following Figure

Figure 11. View Transition History List Screen

4. Click the relevant Select link. The screen appears as shown in the following

Figure

Minerva HRMS User Manual V1.0 | HR | ETMS

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Figure 12. View Transition Details Screen

5. The system displays the Employee Name, Employee Code, Transition

Reason, Date of Transition, Remarks, and Remarks details.

6. Click the relevant View Details to view the transition details.

17

Minerva HRMS User Manual V1.0 | HR | ETMS

Chapter 4
Other Features
This chapter describes the other features available in Minerva HRMS.
4.1. Search Colleagues (By Name)
This feature enables you to search your colleagues by name.
To search for a colleague
1. Below the top links on the home page (refer Figure 3), enter any part of the

employee name in the Search Colleagues box.

Figure 13. Search Colleagues Screen

2. Click Search. The system displays all the related records with Employee Code,

employee Name, EmailId, and PhoneNo details as shown in the following

Figure

Figure 14. Search Colleagues (List) Screen

3. Refine your search further by selecting the Employee Code, employee Name,

EmailId or PhoneNo from the respective lists, and then click Search.

Note:

To search for a particular employee, enter the Employee Code or

Employee Name in the relevant box. The screen appears with the selected
employee code or name. If you want to build customized filter conditions

Minerva HRMS User Manual V1.0 | HR | Other Features

18

(using logical and arithmetic operators) and retrieve filtered data

click
.

You can also search for a particular employee record by entering the
following in the relevant box: employee EmailId and PhoneNo.

To refine your search, click

from the list.

Drag any column header on to Drag a column header here to group by

that column box to group by that column. For example, dragging
Employee Code column header will result in status-wise grouping

in the relevant boxes, and select the option

4.2. Forced Change Password

This feature enables you to change your password the first time you sign into the
application. The screen appears as shown in the following Figure

Figure 15. Forced Password Change Screen

1. Enter your Old Password.
2. Enter the New Password.
3. Enter the new password again to Confirm Password.
4. Click Save. The system displays the message, "Password Changed Successfully".

You can sign into the application using the new password.

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Minerva HRMS User Manual V1.0 | HR | Other Features