Introduction/Purpose:

The Sub Department module in the HRMS system is designed to enable the organization of departments into smaller, more specialized units for better management and operational efficiency.

Purpose:

• To break down larger departments into smaller sub-departments for easier administration and reporting.
• To facilitate better tracking of resources, responsibilities, and employee assignments within more focused units.

Process Flow:

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How To Navigate:

To access Sub Department module in the HRMS system, follow these steps:

• 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.
• Click on Core Master: In the navigation panel, find the Core Master section, which is typically located on the left side of the menu. Clicking on this section will expand the available options under Core Master.
• Find the Employment Setup Section: Once the Core Master section is open, locate the Employment Setup subsection. This section contains various transaction-related options, including employee master related processes.
• Click on Sub Department: Finally, under the Employment Setup section, click on the Sub Department link. This will take you to the sub department listing page, where you can view, update, and manage sub department records.

Listing: 

The Sub Department Listing Page provides a comprehensive overview of all sub-departments within the organization, making it easier to manage and track their details. Below are the fields displayed on the page:

• Name: Displays the name of the sub-department for quick identification (e.g., “Marketing Sub-Dept”, “HR Training”).
• Code: Shows the unique code assigned to each sub-department for easy tracking and reference.
• Added By: Indicates the user who created or added the sub-department, providing accountability.
• Added Date: Displays the date when the sub-department was created or added to the system.
• Approval Status: Reflects the approval status of the sub-department, such as Pending, Approved, or Rejected.
• Status: Indicates whether the sub-department is active or inactive, helping to track its current status.
• Action: Provides options for managing the sub-department, including:
  • Edit: Modify the details of the sub-department.
  • View Details: Access detailed information about the sub-department.

In Sub Department 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 Sub Department, the following fields must be completed:

• Name*: Enter the unique name of the sub-department to identify it within the organization (e.g., “Marketing Sub-Dept”).
• Status: Select the current status of the sub-department (e.g., Active, Inactive) to reflect its operational state.

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  sub department record.
• Discard: If you wish to cancel creating the program, click Discard to remove all entered information and exit.