Introduction/Purpose:

The Calendar Year Management module is designed to define and manage the organizational calendar year for various processes and activities. This module ensures alignment of all operations, such as inductions, evaluations, and project timelines, with the defined calendar year. By maintaining a structured calendar, the organization can track annual milestones, ensure compliance with reporting periods, and streamline planning and execution across departments. It provides a centralized view of key dates, deadlines, and schedules, fostering efficient time management and resource allocation.

The purpose of the Calendar Year Module is to:

• Define Organizational Timelines: Establish and manage the start and end dates of the calendar year to align all organizational processes.
• Streamline Processes: Coordinate activities across departments by providing a unified reference for the calendar year.
• Holiday Management: Integrate and manage holidays within the calendar year to ensure proper scheduling and resource planning, avoiding conflicts and ensuring smooth operations during employee time off.

This structured approach facilitates a smooth onboarding experience, ensuring that all employees are well-informed and equipped to perform their duties effectively from the start.

Process Flow:

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How To Navigate:

To access Calender year in the HRMS system, follow these steps:

1. Click on the Menu Icon: Begin by clicking on the main menu icon, which is usually located at the top right corner of the screen. This will open the navigation panel that contains various sections of the HRMS system.
2. Click on Time & Attendance: In the navigation panel, find the Time & Attendance section, which is typically located on the left side of the menu. Clicking on this section will expand the available options under Time & Attendance.
3. Find the Transactions Section: Once the Time & Attendance section is open, locate the Transactions subsection. This section contains various transaction-related options, including attendance-related processes.
4. Click on Calender Year: Finally, under the Transactions section, click on the Calender Year link. This will take you to the Calender Year listing page, where you can view, update, and manage employee attendance records.

Listing: 

The Calendar Year Listing Page provides an organized view of all calendar year records, allowing users to efficiently track and manage them. It offers the following features:

• Name: Clearly identifies the name of each calendar year record for quick reference.
• Code: Displays the unique identifier or code for easy tracking and organization.
• Effective From: Shows the start date of the calendar year, helping users align events and processes.
• Effective To: Indicates the end date of the calendar year, marking the conclusion of the defined period.
• Status: Reflects whether the calendar year record is active, inactive, or in another relevant state.
• Added By: Shows the user who created the calendar year record for accountability.
• Added Date: Displays when the record was created, providing context for tracking and auditing.
• Approval Status: Indicates if the calendar year record has been approved or is still pending approval.
• Approval Dt: Shows the approval date, ensuring that users can track when a record was finalized.
• Action: Provides actions like editing, or viewing details of the calendar year record, allowing for efficient management of records as needed.

In Calender Year listing page the user can add perform following activities

• Record Filter: Filter option allows users to filter the list of records based on visible columns
• Show All Listing Columns: This option allows the user to clear all Filter and display all records on the Listing page.
• Advance Search This option allows users to filter data with single or Multiple criteria in Column Name with options like
  • equal
  • Not Equal
  • Begins
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains
  • Does Not Contain 
• Export Data: Selected Record, Current Page record or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.
• Hide/Show Column: This option allows users to customize columns by adding/removing columns to display from the Listing page.
  • In this option user have to select column which they want to view in the list , if the user uncheck/unselect all column then system will give error message that “Please check at least one column”
    • The user can view following action in this section
      • Ok  :-On clicking the “Ok” button, the user can submit the checked option, and based on the selection, the column will display to the user in the list.
      • Cancel :- On clicking this button the user can cancel the check column
• Filter: Helps the user refine displayed data by applying specific criteria, making navigation and information retrieval easier.

Recording & Update: 

When adding a new calender year, the following fields must be completed:

• Name: Enter the name of the calendar year (e.g., “2025 Calendar Year”). This field is required to uniquely identify the calendar year.
• Effective From: Select the start date of the calendar year, marking the beginning of the defined period. This field is mandatory to specify the start of the calendar year.
• Effective To: Select the end date of the calendar year, marking the conclusion of the defined period. This field is required to complete the time range for the calendar year.

Actions: 

User can perform the following actions in the add new page 

• Submit: Once all required information is entered, click Submit to save and approve the new induction program.
• Discard: If you wish to cancel creating the program, click Discard to remove all entered information and exit.

This process helps administrators efficiently create and manage induction employee records, ensuring all necessary details are provided for proper tracking and execution.