Enter the help project title here

Federal Democratic Republic of Ethiopia

Ministry of Public Service and

Human Resources Development

2016

Integrated Civil Service Management Information System (ICSMIS)

HP 1/1/2012

Human Resource Inspection Module

User Guide

Ver. 1.1

CUSTOR COMPUTING PLC

P.O.BOX 80733

TEL 0115519397

Email: [email protected]

ADDIS ABABA, ETHIOPIA

April, 2016

mailto:[email protected]

Human Resource Inspection Module Page 1

CONTENTS

1. Introduction ................................................................................................................................... 4

1.1. Modules of ICSMIS .............................................................................................................. 5

1.2. Module Features ................................................................................................................... 6

1.3. Starting to use ICSMIS ........................................................................................................ 6

1.4. The Login page .................................................................................................................... 6

2. Human Resource Activities (Operations) Evaluation ................................................................ 9

2.1. Recruitment .......................................................................................................................... 11

2.1.1. Entering new Recruitment Evaluation Record ........................................................ 11

2.1.2. Editing Existing Recruitment Evaluation Record ..................................................... 15

2.1.3. Approving Recruitment Evaluation Record .............................................................. 16

2.1.4. Deleting Existing Recruitment Evaluation Record ................................................... 17

2.2. Promotion ............................................................................................................................. 17

2.2.1. Entering new Promotion Evaluation Record ........................................................... 18

2.2.2. Editing Existing Promotion Evaluation Record ........................................................ 23

2.2.3. Approving Promotion Evaluation Record ................................................................. 23

2.2.4. Deleting Existing Promotion Evaluation Record ...................................................... 24

2.3. Transfer ................................................................................................................................ 25

2.3.1. Entering new Transfer Evaluation Record............................................................... 25

2.3.2. Editing Existing Transfer Evaluation Record ........................................................... 30

2.3.3. Approving Transfer Evaluation Record .................................................................... 31

2.3.4. Deleting Existing Transfer Evaluation Record ......................................................... 32

2.4. Service Extension ............................................................................................................... 33

2.4.1. Entering new Service Extension Evaluation Record .............................................. 33

2.4.2. Editing Existing Service Extension Evaluation Record ........................................... 36

2.4.3. Approving Service Extension Evaluation Record .................................................... 36


2.4.4. Deleting Existing Service Extension Evaluation Record ........................................ 37

2.5. Service Termination ............................................................................................................ 38

2.5.1. Entering new Service Termination Evaluation Record ........................................... 38

2.5.2. Editing Existing Service Termination Evaluation Record ....................................... 42

2.5.3. Approving Service Termination Evaluation Record ................................................. 42

2.5.4. Deleting Existing Service Termination Evaluation Record ..................................... 44

2.6. Disciplinary Measures and Grievance handling ............................................................... 44

2.6.1. Entering new Disciplinary Measures and Grievance handling Evaluation Record 45

2.6.2. Editing Existing Disciplinary Measures and Grievance handling Evaluation Record 48

2.6.3. Approving Disciplinary Measures and Grievance handling Evaluation Record .... 49

2.6.4. Deleting Disciplinary Measures and Grievance handling Evaluation Record ....... 50

2.7. Scholarship .......................................................................................................................... 51

2.7.1. Entering new Scholarship Evaluation Record ......................................................... 51

2.7.2. Editing Scholarship Evaluation Record .................................................................... 54

2.7.3. Approving Scholarship Evaluation Record ............................................................... 54

2.7.4. Deleting Scholarship Evaluation Record .................................................................. 56

2.8. Authority Delegation ............................................................................................................ 56

2.8.1. Entering new Authority Delegation Evaluation Record ........................................... 56

2.8.2. Editing Authority Delegation Evaluation Record ..................................................... 59

2.8.3. Approving Authority Delegation Evaluation Record ................................................ 60

2.8.4. Deleting Authority Delegation Evaluation Record ................................................... 61

3. Message Exchange .................................................................................................................... 62

3.1. Entering new Request ........................................................................................................ 63

3.2. Editing Existing request record .......................................................................................... 64

3.3. Approving request record ................................................................................................... 64

3.4. Deleting Existing request record ....................................................................................... 65


3.5. Entering new Reply ............................................................................................................ 65

3.6. Editing Existing replay for a request ................................................................................ 67

3.7. Approving replay for a request ......................................................................................... 67

3.8. Deleting Existing replay for a request .............................................................................. 68

4. Complaint and Decision ............................................................................................................ 68

4.1. Entering Complaint .............................................................................................................. 68

4.2. Entering new Complaint ..................................................................................................... 69

4.3. Editing Complaint ................................................................................................................ 71

4.4. Deleting Existing Complaint ............................................................................................... 71

4.5. Entering Complaint Decision .............................................................................................. 71

5. Miscellaneous ............................................................................................................................. 75

5.1. Human Resource Activities ................................................................................................ 75

5.1.1. Entering new Human Resource ............................................................................... 75

5.1.2. Displaying Existing Human Resource Activities ...................................................... 76

5.1.3. Searching Existing Human Resource Activities ...................................................... 77

5.1.4. Editing Human Resource .......................................................................................... 78

5.1.5. Deleting Human Resource ........................................................................................ 78

5.2. Human Resource Activities required documents ............................................................. 80

5.2.1. Entering new human resource required documents ............................................... 80

5.2.2. Editing human resource required documents ......................................................... 81

5.2.3. Searching Human Resources Required Document ................................................ 81

5.2.4. Deleting human resource required documents ....................................................... 82

6. Team Management .................................................................................................................... 83

6.1. Entering new Team ............................................................................................................ 84

6.2. Displaying Existing Team ................................................................................................... 85

6.3. Editing existing team .......................................................................................................... 86

6.4. Deleting existing Team ....................................................................................................... 87


7. Team members .......................................................................................................................... 89

7.1. Assigning Team members ................................................................................................. 89

7.2. Viewing assigned team members ..................................................................................... 91

7.3. Deleting existing team members ....................................................................................... 92

8. Assigning organizations to team .............................................................................................. 94

8.1. Displaying Existing Team Organizations Relationship ..................................................... 96

8.2. Deleting existing organization to team relationship ......................................................... 97

9. Report Management .................................................................................................................. 98

1. INTRODUCTION


Integrated Civil Service Management Information System (ICSMIS) is a web-

based system developed for the civil servant administration and regulation

functions intended to be implemented in government institutions at the national

level (Federal and Regional). Though it is intended to be deployed at the

national level the first phase deployment will be done at nine government

institutions which includes:

Ministry of Civil Service

Ministry of Education

Ministry of Health

Oromia National Regional State Civil Service and Good Governance

Bureau including one zone and one Woreda

o North Shoa (Oromia) Civil Service and Good Governance Bureau

at Fiche town

o GirarJarsoWoreda Civil Service and Good Governance Bureau

located in Fiche town

Amhara National Regional State Civil Service Bureau including one zone

and one Woreda

o North Shoa (Amhara) Civil Service Bureau at Debrebrhan town

o Angolelanatera Woreda Civil Service Bureau

o

1.1. MODULES OF ICSMIS

The system comprises the following modules:

• Human Resource Management System (Administration Functions)

• Human Resource Study (Organizational Structuring and Job Positions func-

tions)

• Human Resource Inspection Functions (Regulatory Functions)

• Administrative Tribunal Functions (Complaint Handling Functions)

• Human Resource Archives and Records Management (Administrative functions)


This manual is prepared for users of Human Resource Management mod-

ule/subsystem. Features and instructions how to use each features is given in follow-

ing sections.

1.2. MODULE FEATURES

Inspection Management System is a user-friendly system that is developed to inspect

the organizations’ HR activity. The system provides an easy to retrieve HR activity

data and a report manger that can be used to generate various statistical and

decision-support reports.

The major features of the Inspection Management System are:

Allow accessing HRM records of government institutions through a strict

security right

Allow viewing all necessary documents for inspection purpose

Maintain compliant handling

Generate statistical and decision support reports

1.3. STARTING TO USE ICSMIS

The system administrator will have to inform you on how to use your Internet

Browser to find the correct address for ICSMIS. On starting ICSMIS you will find

yourself at the login page, all users will require to login in with their own username

and password depending on the their role in using the system.

Once the User have login successfully he/she will be taken to the ICSMIS

main browser page where most of the operations on the system are carried

out.

1.4. THE LOGIN PAGE

The login page is the main entry point to the ICSMIS system and all users

will require to login to gain access to the system.


You are presented with two boxes that you are required to fill in. This is your

user name and passwords which your system administrator will have given to

you, when completed press the login button. If your user name and password

are valid, you will then be presented with the main browser page, if not, you

would remain at the log in page and a ‘login failure’ message will be dis-

played on the same page.

Steps to login:

1. Open an Internet Explorer, Mozilla Firefox, or other browser

2. Type http://IP of the Web Server/Inspection in the URL address

The following page will be displayed.

To login: 1. Fill user name and password as follows

2. Click button

Unsuccessful login will display the following page:


Note:- The user is not allowed to correct his username and password entry

more than three times. If user is not correctly entered his username and pass-word at the third time, the system locks the user not to logged in. He needs to communicate with the system administrator to get password to use the system. 3. Enter the correct username and password to login.

4. When the login is done successfully, the browser page is displayed by

a browser

The browser page

The Browser page is the screen that most users will see after logging in to

the ICSMIS system and provides a means of using the menus/submenus to

take an action for an activity the user is entitled to use.

Some menus could be displayed disabled for example

as shown above which shows the user logged in is

not entitled to use the feature of the system to be used by the menu.


2. HUMAN RESOURCE ACTIVITIES (OPERATIONS) EVALUATION

This interface is used to evaluate activities of HR operations for a given or-

ganization. The user should click on from the main menu,

then the system displays the page displayed bellow.

To enter a new evaluation record:

1. Select organization name from the lists in

2. that you want to evaluate its

human resource activity (operation)

3. Select human resource activity from

that you

want to evaluate/inspect from the list.

4. Enter date ranges in which the selected human resource activity was took

place in the selected organization in step 1

5. Click on to see the search result.


o If you click on without entering organization name the

system displays the following information

o If you click on without entering specific human resource

activity (operation) the system displays the information shown below.

o The system validates date range values entered. If the dates are inva-

lid, it shows the message shown below.

6. In addition to this searching mechanism the system has another searching

feature – Advanced search

o Click on Advanced search button

o The system displays the page shown below

o Select one specific attribute of the employee from the lists : - ሙሉ

ስም, ጾታ, የትውልድ ዓመት, የስራ መደብ, የቅጥር ቀን, ደረጃ, ደመወዝ, ንዑስ

መ/ቤት, የግምገማ ሁኔታ

o Select one comparison method from the lists: - Equals, Does not

equal, Is greater than etc.

o Enter appropriate value for the search

o Click to find the search result.


7. The system lists the search results in a table

2.1. RECRUITMENT

2.1.1. ENTERING NEW RECRUITMENT EVALUATION RECORD

1. Once the user follows the steps listed above and selects

from the human resource activates or operations, the sys-

tem displays the page shown below.

The table provides summarized information about the recruitments took

place on the given organization. The table also has two special columns

that can show Evaluation Status (የግምገማ ሁኔታ) and Evaluation Results

(የመጨረሻ የግምገማ ውሳኔ)

2. To see the detail information about the recruited person click on the link

button, the detail information will be seen as follows.


o The Recruitment detail information page contains six different tabs.

Vacancy Tab (ክፍት የስራ ቦታ) - This tab contains information

about the vacancy announcement through which the selected

employee is recruited.

Education Tab (የትምህርት ማስረጃ) - This tab contains infor-

mation about the educational history of the selected recruited

employee.

Training Tab (የተከታተሉት ስልጠና) - This tab shows information

about the training history of the selected recruited employee.


Work Experience (የስራ ልምድ) - This tab displays information

about work experience of the selected employee.

Potential Candidates (ዕጩ ተወዳዳሪዎች) - This tab contains all

potential candidates with their achieved marks that compete

the recruited employee. .

Attachments ( ሰነዶች )-This tab contains all the attached doc-

uments that shows all relevant documents of the employee

and official letters written by the employer organization. To

see the content of the attached document click on the

button.


3. Once you have seen summarized information about the recruited em-

ployee, the next activity you are expected to do is evaluating the pro-

cess of recruitment on which the selected employee is recruited. Click

on the tab to open the page that helps to record your evalua-

tion result.

4. Click on button in order to open the form/page that contain

list of document types that are mandatory to be attached so as to ap-

prove the recruitment process is valid. The page shown below is dis-

played.

5. Click on the option button in front of the document name to show the

attached document has seen and obtained as valid.

6. Enter necessary data on the input form. The input form contains the fol-

lowing input fields

o Inspection type/የግምገማ አይነት: type of inspection like regular/መደበኛ,

or based on compliant/በጥቆማ (The field is mandatory that means it

is not allowed to leave the field blank)

o Decision type/የውሳኔ አስተያየት: type of decision like complete/የተሟላ,

incomplete/ያልተሟላ invalid/የተሳሳተ (mandatory field)


o Decision remark/የውሳኔ አስተያየት: remark on the decision (mandato-

ry field)

o Decision/ቀን - decision date in day month year order.

7. Click on button to permanently save the data into the da-

tabase.

The system is capable of showing all required fields for the user

so that the record is full of information.

If the inspection is saved successfully a message will be dis-

played for you.

2.1.2. EDITING EXISTING RECRUITMENT EVALUATION RECORD

1. Click on to view list of recruitment evaluations made.

2. Click on to open an existing recruitment evaluation record.

3. Update the record as required.

4. Click on button to permanently save the necessary changes in-

to the database


For successful save the system displays the information shown bellow

2.1.3. APPROVING RECRUITMENT EVALUATION RECORD

1. Click on to open an existing recruitment evaluation record then de-

tail information of the inspection will be displayed for you as the image

displayed below.

2. Click on button to approve and save the data permanently

into the database

3. For successful approval the system displays the information shown bel-

low


2.1.4. DELETING EXISTING RECRUITMENT EVALUATION RECORD

1. Click on to view list of recruitment evaluations made.

2. Click on to open an existing recruitment evaluation record.

3. The system displays confirmation message as follows.

Click on button to delete or click on to cancel.

If you click on button the system displays an information message

as shown below.

2.2. PROMOTION


2.2.1. ENTERING NEW PROMOTION EVALUATION RECORD

1. Once the user follows the steps listed above and selects from

the human resource activates or operations, the system displays the

page shown below.

The table provides summarized information about the promotions took



((የመጨረሻ የግምገማ ውሳኔ)




1. The promotion detail information contains eight different tabs.



employee is promoted.

Education Tab (የትምህርት ማስረጃ) - This tab contains infor-

mation about the educational history of the selected promoted

employee.


about the training history of the selected promoted employee.



about work experience of the selected employee.

Potential Candidates (ዕጩ ተወዳዳሪዎች) - This tab contains all

potential candidates with their achieved marks that compete

the promoted employee

Promotion History (ዕድገት)-This tab contains all promotion his-

tories of the employee in his/her current employer/organization.

Attachments ( ሰነዶች )-This tab contains all the attached doc-

uments that shows all relevant documents of the employee

and official letters written by the employer organization. To


see the content of the attached document click on the

button.

Performance appraisal result (የስራ አፈጻጸም አማካኝ ውጤት)-This

tab contains average performance result of the last two recent

periods.

3. Once you have seen summarized information about the promoted em-

ployee, the next activity you are expected to do is evaluating the pro-

cess of promotion on which the selected employee is promoted. Click on

the tab to open the page that helps to record your evaluation

result.

4. Click on button in order to open the form/page that contain

list of document types that are mandatory to be attached so as to ap-

prove the recruitment process is valid. The page shown below is dis-

played.


5. Click on the option button in front of the document name to show the

attached document has seen and obtained as valid.

6. Enter necessary data on the input form. The input form contains the fol-

lowing input fields

1. Inspection type/የግምገማ አይነት: type of inspection like regular/መደበኛ,

or based on compliant/በጥቆማ (The field is mandatory that means it

is not allowed to leave the field blank)

2. Decision type/የውሳኔ አስተያየት: type of decision like complete/የተሟላ,


3. Decision remark/የውሳኔ አስተያየት: remark on the decision (mandato-

ry field)

4. Decision/ቀን - decision date in day month year order

7. Click on button to permanently save the data into the

database.




If the inspection is saved successfully a message will be displayed for you.

2.2.2. EDITING EXISTING PROMOTION EVALUATION RECORD

1. Click on to view list of promotion evaluations made.

2. Click on to open an existing promotion evaluation record.

3 Update the record as required

4. Click on button to permanently save the necessary changes

into the database

For successful save the system displays the information shown bellow

2.2.3. APPROVING PROMOTION EVALUATION RECORD

1. Click on to open an existing promotion evaluation record then de-

tail information of the inspection will be displayed for you as the image

displayed below.



into the database


low

2.2.4. DELETING EXISTING PROMOTION EVALUATION RECORD

1. Click on to view list of promotion evaluations made.


2. Click on to open an existing promotion evaluation record




as shown below.

2.3. TRANSFER

2.3.1. ENTERING NEW TRANSFER EVALUATION RECORD

1. Once the user follows the steps listed above and selects from the

human resource activates or operations, the system displays the page

shown below.


The table provides summarized information about the transfer took place on

the given organization. The table also has two special columns that can

show Evaluation Status (የግምገማ ሁኔታ) and Evaluation Results (የመጨረሻ

የግምገማ ውሳኔ)



o The Transfer detail information has contained different summarized in-

formation on seven different tabs.



employee is transferred.

Education Tab (የትምህርት ማስረጃ) - This tab contains information

about the educational history of the selected transferred employ-

ee.



about the training history of the selected transferred employee.


about work experience of the transferred employee.

Potential Candidates (ዕጩ ተወዳዳሪዎች) - This tab contains all po-

tential candidates with their achieved marks that compete the

promoted employee

Transfer History (ዝውውር)-This tab contains all transfer histories

of the employee in his/her current employer/organization.


Attachments (ሰነዶች )-This tab contains all the attached docu-

ments that shows all relevant documents of the employee and of-

ficial letters written by the employer organization. To see the con-

tent of the attached document click on the button.

2. Once you have seen summarized information about the transferred employ-

ee, the next activity you are expected to do is evaluating the process of

transfer on which the selected employee is transferred. Click on the

tab to open the page that helps to record your evaluation result.

3. Click on button in order to open the form/page that contain list

of document types that are mandatory so as to approve the transfer pro-

cess is valid. The page shown below is displayed.


4. Click on the option button in front of the document name to show the at-

tached document has seen and obtained as valid.

5. Enter necessary data on the input form. The input form contains the follow-

ing input fields

o Inspection type/የግምገማ አይነት: type of inspection like regular/መደበኛ, or

based on compliant/በጥቆማ (The field is mandatory that means it is not

allowed to leave the field blank)



o Decision remark/የውሳኔ አስተያየት: remark on the decision (mandatory

field)


6. Click on button to permanently save the data into the database.





played for you.

.

2.3.2. EDITING EXISTING TRANSFER EVALUATION RECORD

1. Click on to view list of transfer evaluations made.

2. Click on to open an existing transfer evaluation record

3. Update the record as required


into the database

5. For the successful save the system displays the information shown bellow


2.3.3. APPROVING TRANSFER EVALUATION RECORD

1. Click on to open an existing transfer evaluation record then detail

information of the inspection will be displayed for you as the image dis-

played below.


into the database


low


2.3.4. DELETING EXISTING TRANSFER EVALUATION RECORD

1. Click on

To view list of transfer evaluations made.

2. Click on to open an existing transfer evaluation record




as shown below.


2.4. SERVICE EXTENSION

2.4.1. ENTERING NEW SERVICE EXTENSION EVALUATION RECORD


from the human resource activates or operations, the system displays the

page shown below.

The table provides summarized information about the service extension took



((የመጨረሻ የግምገማ ውሳኔ)

2. To see the detail information about the employee whose service is extended

click on the expand button, the detail information will be seen as follows.

o The Service extension detail information contains three different tabs.

Service Extension Tab (አገልግሎት ማራዘም) - This tab contains in-

formation about the extended service.


Attachments ( ሰነዶች )-This tab contains all the attached docu-




3. Once you have seen summarized information about the employee whose

service is extended, the next activity you are expected to do is evaluating

the process of service extension on which the selected employee’s service

is extended. Click on the tab to open the page that helps to record

your evaluation result.


of document types that are mandatory so as to approve the service exten-

sion process is valid. The page shown below is displayed.





ing input fields





incomplete/ያልተሟላ invalid/የተሳሳተ (mandatory field).


field).


7. Click on button to permanently save the data into the

database.





played for you.

2.4.2. EDITING EXISTING SERVICE EXTENSION EVALUATION RECORD

1. Click on to view list of service extension evaluations made.

2. Click on to open an existing service extension evaluation record.



into the database.

5. For the successful save the system displays the information shown below.

2.4.3. APPROVING SERVICE EXTENSION EVALUATION RECORD

1. Click on to open an existing service extension record then detail


played below.



into the database


low

2.4.4. DELETING EXISTING SERVICE EXTENSION EVALUATION RECORD

1. Click on to view list of service extension evaluations made.


2. Click on to open an existing service extension evaluation record.




as shown below.

2.5. SERVICE TERMINATION

2.5.1. ENTERING NEW SERVICE TERMINATION EVALUATION RECORD


from the human resource activates or operations, the system displays the

page shown below.


The table provides summarized information about the service termination

took place on the given organization. The table also has two special col-

umns that can show Evaluation Status (የግምገማ ሁኔታ) and Evaluation Re-

sults (የመጨረሻ የግምገማ ውሳኔ)

2. To see the detail information about the employee whose service is terminat-

ed click on the expand button, the detail information will be seen as follows.

o The Service termination detail information contains two different tabs.

Service Termination Tab (አገልግሎት ማቋረጥ) - This tab contains

information about the terminated service.






3. Once you have seen summarized information about the employee whose

service is terminated, the next activity you are expected to do is evaluating

the process of service termination on which the selected employee’s service

is terminated. Click on the tab to open the page that helps to rec-

ord your evaluation result.


of document types that are mandatory so as to approve the service termina-

tion process is valid. If the termination reason is low performance (inefficien-

cy), the page shown below is displayed. ( The list of documents to be veri-

fied are dependent on the reason of termination)


5. Click on the Option button in front of the document name to show the at-



ing input fields



allowed to leave the field blank).


incomplete/ያልተሟላ invalid/የተሳሳተ (mandatory field).


field).


7. Click on button to permanently save the data into the database.





played for you.

2.5.2. EDITING EXISTING SERVICE TERMINATION EVALUATION RECORD

1. Click on to view list of service termination evaluations made.

2. Click on to open an existing service termination evaluation record



into the database.


2.5.3. APPROVING SERVICE TERMINATION EVALUATION RECORD

1. Click on to open an existing service termination record then detail


played below.



into the database


low


2.5.4. DELETING EXISTING SERVICE TERMINATION EVALUATION REC-ORD

1. Click on to view list of service termination evaluations made.

2. Click on to open an existing service termination evaluation record.




as shown below.

2.6. DISCIPLINARY MEASURES AND GRIEVANCE HANDLING


2.6.1. ENTERING NEW DISCIPLINARY MEASURES AND GRIEVANCE HANDLING EVALUATION RECORD


from the human resource activates or operations,

the system displays the page shown below.

The table provides summarized information about the disciplinary measures

or grievance handlings took place on the selected organization. The table

also has two special columns that can show Evaluation status (የግምገማ

ሁኔታ) and Evaluation Results ((የመጨረሻ የግምገማ ውሳኔ)

2. To see the detail information about disciplinary measures or grievances of

the employee, click on the expand button, the detail information will be seen

as follows.

o The disciplinary measures or grievance handling detail information has

contained different summarized information on two different tabs.


Disciplinary measures or grievance handling Tab (የደንብ መተላለፍ

ውሳኔና ቅሬታ ሰሚ)- This tab contains information about the disci-

plinary measures or grievances of the employee.





3. Once you have seen summarized information about disciplinary measures or

grievances of the employee, the next activity you are expected to do is

evaluating the process of disciplinary measures or grievance handling. Click

on the tab to open the page that helps to record your evaluation

result.


of document types that are mandatory so as to approve the disciplinary

measures or grievance handling process is valid.


5. Click on the Option button in front of the document name to show the at-



ing input fields







field)


7. Click on button to permanently save the data into the data-

base.





played for you.

2.6.2. EDITING EXISTING DISCIPLINARY MEASURES AND GRIEVANCE HANDLING EVALUATION RECORD

1. Click on to view list of disciplinary measures and grievance

handling evaluations made.

2. Click on to open an existing disciplinary measure or grievance han-

dling evaluation record



into the database

5. For the successful save the system displays the information shown bellow


2.6.3. APPROVING DISCIPLINARY MEASURES AND GRIEVANCE HAN-DLING EVALUATION RECORD

1. Click on to open an existing disciplinary measures and grievance

handling record then detail information of the inspection will be displayed

for you as the image displayed below.


into the database


low


2.6.4. DELETING DISCIPLINARY MEASURES AND GRIEVANCE HANDLING EVALUATION RECORD

1. Click on to view list of disciplinary measures and grievance

handling evaluations made.

2. Click on to open an existing disciplinary measures and grievance

handling evaluation record.




as shown below.


2.7. SCHOLARSHIP

2.7.1. ENTERING NEW SCHOLARSHIP EVALUATION RECORD


the human resource activates or operations, the system displays the page

shown below.

The table provides summarized information about the scholarships given by

the selected organization. The table also has two special columns that can

show Evaluation status (የግምገማ ሁኔታ) and Evaluation Results (የመጨረሻ

የግምገማ ውሳኔ)

2. To see the detail information about overtime work of the employee, click on

the expand button, the detail information will be seen as follows.






3. Once you have seen the attached documents of the employee who has ob-

tained scholarship, the next activity you are expected to do is evaluating the

process of scholarship. Click on the tab to open the page that

helps to record your evaluation result.


of document types that are mandatory so as to approve the scholarship

process is valid.





ing input fields







field)



base.





played for you.

2.7.2. EDITING SCHOLARSHIP EVALUATION RECORD

1. Click on to view list of scholarship evaluations made.

2. Click on to open an existing scholarship evaluation record.



into the database.


2.7.3. APPROVING SCHOLARSHIP EVALUATION RECORD


1. Click on to open an existing scholarship record then detail infor-

mation of the inspection will be displayed for you as the image displayed

below.


into the database


low


2.7.4. DELETING SCHOLARSHIP EVALUATION RECORD

1. Click on to view list of scholarship evaluations made.

1. Click on to open an existing Scholarship evaluation record




as shown below.

2.8. AUTHORITY DELEGATION

2.8.1. ENTERING NEW AUTHORITY DELEGATION EVALUATION RECORD



the human resource activates or operations, the system displays the page

shown below.

The table provides summarized information on the authority delegations took



(የመጨረሻ የግምገማ ውሳኔ)

2. To see the detail information about authority delegation of the employee,

click on the expand button, the detail information will be seen as follows.





3. Once you have seen the attached documents of the employee authority del-

egation, the next activity you are expected to do is evaluating the process


of authority delegation. Click on the tab to open the page that helps

to record your evaluation result.


of document types that are mandatory so as to approve the authority dele-

gation process is valid.




ing input fields








field)

o Complaint reference number (ጥቆማ/ቅሬታ ቁጥር) - this is the reference

number of the complaint on which the inspection was based.



base.




played for you.

2.8.2. EDITING AUTHORITY DELEGATION EVALUATION RECORD


1. Click on to view list of authority delegation evaluations made.

2. Click on to open an existing authority delegation evaluation record



into the database.


2.8.3. APPROVING AUTHORITY DELEGATION EVALUATION RECORD

1. Click on to open an existing authority delegation record then detail


played below.



into the database.

3. For successful approval the system displays the information shown be-

low.

2.8.4. DELETING AUTHORITY DELEGATION EVALUATION RECORD

1. Click on to view list of authority delegation evaluations made.

1. Click on to open an existing Scholarship evaluation record





as shown below.

3. MESSAGE EXCHANGE

This interface is used to provide written explanation and advice on HRM

rules, regulations and directives. The user should click on

from the main menu, and then the system displays the page displayed below.


To enter a new request:

1. Select your organization name from the lists in

2. Select human resource issue from

that you want to request

explanation or advice

3. Enter date ranges in which the request was inquired


5. The system lists the search results in a table

3.1. ENTERING NEW REQUEST

1. Click on button, the system displays the form shown below


2. Enter the necessary data

3. Save the data by clicking on the button. The system per-

manently saves the data to the database.

3.2. EDITING EXISTING REQUEST RECORD

1. Click on to open an existing request record.



into the database.

4. For successful save the system displays the information shown below.

3.3. APPROVING REQUEST RECORD


1. Click on to open an existing request record

2. See the approval decisions

3. Click on the to approve the request


into the database

5. For successful save the system displays the information shown bellow

3.4. DELETING EXISTING REQUEST RECORD

1. Click on button to permanently delete the record from the data-

base

2. For successful delete the system displays the following information

3.5. ENTERING NEW REPLY

This interface is used to reply for the request civil service organizations sent

for explanation or advice on HR activities/operations. The user should click on


from the main menu, and then the system displays the

page displayed bellow.

To enter a new evaluation record:

1. Select organization name from the lists in

that you want to reply to its re-

quest.

2. Select case or issue that

you want to replay for the request on it.

3. Enter date ranges in which the selected case /issue was requested


5. To see the detail information about the request, click on the expand button,

the detail information will be seen as follows.

Attachments (ሰነድ )-This tab contains all the attached documents

that shows all relevant documents of the request.


Content of a request ( የመልዕክት ይዘት )-This tab contains the

content of the request

Replay (መልስ)-This tab contains all the appropriate answers for

the selected request.

6. Click on the replay (መልስ) to provide explanation or advice for the request.

3.6. EDITING EXISTING REPLAY FOR A REQUEST

1. Click on to open an existing replay for a request



into the database


3.7. APPROVING REPLAY FOR A REQUEST

1. Click on to open an existing request record

2. See the approval decisions

3. Click on the to approve the request


into the database



3.8. DELETING EXISTING REPLAY FOR A REQUEST

1. Click on button to permanently delete the record from the data-

base


4. COMPLAINT AND DECISION

This interface is used to observe those complaints and give decisions on

those complaints.

Follow the following steps how to use the menu and its submenu.

4.1. ENTERING COMPLAINT


1. Click on from the main menu

2. The system displays the interface shown bellow

4.2. ENTERING NEW COMPLAINT

1. Click on to enter new complaint record

2. The system displays the following page

3. Enter the necessary data (at least the required fields)


4. Click on the save button to permanently save the data to the

database.


6. The system displays the data in a table as shown bellow

7. You can attach supportive documents by clicking on the button

8. The system displays the interface shown below

9. Click on button to browse the document’s location in the computer

10. Click on the button to attach the document.


11. You can use button to delete the attached document permanently from

the database.

4.3. EDITING COMPLAINT

1. To open an existing complaint decision, click on button of the row of

the list you want to edit.

2. Make the necessary changes to edit the data as you want.


into the database


4.4. DELETING EXISTING COMPLAINT

1. Click on button in front of the row you want to permanently delete

the record from the database


4.5. ENTERING COMPLAINT DECISION


1. Click on from the main menu

2. The system displays the interface shown bellow

3. Give criteria for the search and click on the button.

4. The system displays the search result as shown below.

5. Click on button on the right corner of the row of the complaint that

you want to give decision.

6. The system displays the interface shown below.

7. Click on the tab to see the complaint details, the system

displays the interface shown below.


8. Similarly you can examine the attached documents using the but-

ton.

9. Click on the tab to enter decision on the complaint

10. Click on the button to pass your decision on the selected complaint.


11. Select the decision from the list

12. Register your remark on the complaint

13. Click on button to save the data permanently

14. The system displays the following confirmation message


15. Click on the tab to enter evaluation on the complaint

5. MISCELLANEOUS

This interface is used to enter Lookup records. To record Look Ups, the user

must be an authorized user who has privilege to manage miscellaneous/ልዩ ልዩ

5.1. HUMAN RESOURCE ACTIVITIES

5.1.1. ENTERING NEW HUMAN RESOURCE

To record a new human resource/የሰው ሀብት ክንውን record:

1. Select from the main menu.



3. Click the button

4. Enter the necessary data.

5. Click the button to permanently save the data to the data-

base.

6. The newly entered record will be added to the list and the system displays

message as shown below.

5.1.2. DISPLAYING EXISTING HUMAN RESOURCE ACTIVITIES

To Display Existing Human Resource Activities



3. Click the button

Then the system will display for list of human resource activities.


5.1.3. SEARCHING EXISTING HUMAN RESOURCE ACTIVITIES

To search existing human resource activities.



3. Enter your searching criteria on the searching text-box displayed below

4. Click the button

Then the system will display for list of human resource activities that existing

based on your searching criteria.


5.1.4. EDITING HUMAN RESOURCE

To edit an existing record:



3. Select button to modify the record

4. Make the necessary changes and click the button.

5. The system displays message as shown below.

5.1.5. DELETING HUMAN RESOURCE

To delete an existing record:




3. Click the button to delete the record




as shown below.


5.2. HUMAN RESOURCE ACTIVITIES REQUIRED DOCUMENTS

5.2.1. ENTERING NEW HUMAN RESOURCE REQUIRED DOCUMENTS

To record a new human resource required documents/የሰው ሀብት ክንውን ተፈላጊ

ማስረጃዎች record:



3. Click the button

4. Enter the necessary data.

5. Click the button to permanently save the data to the data-

base.

6. The newly entered record will be added to the list and the system displays

message as shown below.


5.2.2. EDITING HUMAN RESOURCE REQUIRED DOCUMENTS

To edit an existing record:



3. Select button to modify the record

4. Make the necessary changes and click the button.

5. The system displays message as shown below.

5.2.3. SEARCHING HUMAN RESOURCES REQUIRED DOCUMENT

To search existing human resource required document.




3. select human resource activity you want to search with

4. Click the button

Then the system will display for list of human resource required document that

existing based on your searching criteria.

5.2.4. DELETING HUMAN RESOURCE REQUIRED DOCUMENTS

To delete an existing record:




3. Click the button to delete the record




as shown below.

6. TEAM MANAGEMENT


This interface is used to organize and build team members. To record teams and

team members, the user must be an authorized user who has privilege to man-

age miscellaneous/ልዩ ልዩ

6.1. ENTERING NEW TEAM

To record a new team/የቡድን አወቃቀር record:



3. Click the button

4. The system displays the page shown below


5. Insert required data in all the fields as follows

6. Click on to save the data permanently.

6.2. DISPLAYING EXISTING TEAM

To display a team membes/የቡድን አወቃቀር record:




3. Click the button

The system displays the page shown below

6.3. EDITING EXISTING TEAM

To edit a team/የቡድን አወቃቀር record:




3. Click on button to edit existing team

4. The system displays the page shown below

5. Make the necessary changes

6. Click on to save the data permanently

6.4. DELETING EXISTING TEAM

To delete a team/ቡድን record:




3. Click on check-box to select the team you want to delete existing team

4. Click on to delete the team you selected. The system displays

confirmation message as follows.



as shown below.


7. TEAM MEMBERS

7.1. ASSIGNING TEAM MEMBERS

To record new team members /የቡድን አባላት:



3. Click on the tab



5. Click on button to assign team members for a team

6. Select an organization from

7. Select organization's department from

8. Select department's categories from

9. Select a team that you want to assign members for it from

10. Mark (Tick) on the box in front of the name of the employee that you want

to assign to the member selected at step 6

11. Select the role from the list that you want to assign to the team member


12. Click on to save the assignment permanently to the data-

base

13. The system shows the assigned employees at the right corner of the page

in a table shown as follows

7.2. VIEWING ASSIGNED TEAM MEMBERS

To view assigned team members /የቡድን አባላት:




3. Click on the tab



Then the system display list of members attached to the selected team

7.3. DELETING EXISTING TEAM MEMBERS


To delete team members /የቡድን አባላት:



3. Click on the tab



Then the system display list of members attached to the selected team


6. Click on check-box to select the team member you want to delete existing

team

7. Click on to delete the team member you selected. The system

displays confirmation message as follows.



as shown below.

8. ASSIGNING ORGANIZATIONS TO TEAM


To record a new team members /የቡድን አባላት:



3. Click the button


5. Mark (Tick) on the box in front of the organization that you want to assign

to the team selected in step 3

6. Click on the button to assign the organization to the

team.

N.B. You can use the button to add all the organiza-

tions listed


on the left side of the page. The button reverses the

action done on the button. Similarly

reverses the action .

8.1. DISPLAYING EXISTING TEAM ORGANIZATIONS RELATIONSHIP

To existing team organization relationship




Then list of organizations related to the team will be displayed on the right hand

side of the form.


8.2. DELETING EXISTING ORGANIZATION TO TEAM RELATIONSHIP

To record a new team members /የቡድን አባላት:





4. Click on check-box to select the organization that are related to the se-

lected team.

5. Click on to delete the team member you selected. The system

displays confirmation message as follows.



as shown below.

9. REPORT MANAGEMENT

The Human Resource Inspection Management system has a Report Manager that is

used for generating various statistical and decision-support reports. The following pro-

cedures show how to generate the frequently asked reports/common reports using

the Report Manager.

To launch any report, select the tab from the main menu and the

interface shown below will be displayed.


To select a particular report, click on the report menu. A list of reports will be dis-

played. Then click the desired sub menu to view the report.

For example, click on from the report menu

The following report generation page will be displayed

If you want to print the report

Click or from the page displayed above. Finally the report will be printed


Documents

Enter the help project title here