Introduction/Purpose

The purpose of the official assignment feature in HRMS is to facilitate effective management and tracking of employee assignments within an organization

Dependency:

In a leave management HRMS recording official assignments as a dependency for leave requests can be helpful in managing and tracking employee leaves more efficiently. Here’s how it can work:

• Leave Request with Official Assignment: When an employee needs to take leave for an official assignment, they can submit a leave request specifying the nature of the assignment. This could include details such as the project name, client name, location, duration, and any other relevant information.

• Approval Process: The leave request with an official assignment goes through the usual approval process, where it is reviewed by the appropriate authority, such as the manager or HR department. The approval decision takes into consideration the official assignment details provided by the employee.

• Leave Request Integration: Once the leave request is approved, the HRMS integrates the official assignment details into the employee’s leave record. This integration can be achieved by linking the official assignment information to the leave request and creating a reference or dependency between the two.

How To Navigate

The navigation to record an Official Assignment in the HRMS system typically involves the following steps:

• Click on the main navigation icon: The main navigation icon is located on the top right corner of the screen then click on the Leave Management section which is located on the left side menus on the screen.

• Click on the Authorized Absence: The Authorized absence section is located in the Transactions under Official Assignment. After clicking on this link you can navigate official assignment listing.

Listing:

The official assignment listing allows users to view all approved & pending leave request records. The key features of the official assignment listing are included below:

• Show All Listing Columns: This option allows the user to clear all Filters and display all records on the Listing page.

• Import: The “Import” field allows the user to import the official assignment record in the form of xls.

Recording & Update:

Users can now official assignments by clicking the “Add new” button and fill in the required fields.

• Employee Name: The “Employee name” field in the official assignment refers to the full name of the employee applying for the official assignment.

• Work Type: The “Work type” field is a field in the official assignment that allows the user to choose the work type such as Remote work, Official assignment, Training & Leave etc.

• Mode:  The “Mode” field in the official assignment is used to choose the mode of work type such as permanent or temporary.

• Start Date: The “Start date” field in the Official Assignment indicates the Start date of the Official Assignment.

• End Date:  The “End date” field in the official assignment indicates the end date of the official assignment.

• Work Type Reason: The “Work type reason” field in the official assignment is used to specify the reason why the employee chose official assignment.

• Location: The “Location” field in the official assignment indicates the location of the official assignment.
• The user can perform the following action in this section:
  • Submit: This option allows the user to submit the Official Assignment record in the database.
    • Note: These official assignment records will get saved if “No approval flow” is defined and if any approval flow is defined it will go for approval to the respective approving authority.
  • Discard: This option allows the user to discard the record and no changes will get created if adding or changes will not get saved if updating.

• Action: The action option allows the user to edit the record if the record has not been approved or if the user is the final approver. Users can also view the activity log for that transaction.
  • Edit: On clicking the “Edit ” option, the user will be able to edit the official assignment record.
    • The user will be able to perform the following actions in this section:
      • Update: This option allows the user to update the official assignment record.
      • Discard: This option allows the user to discard the official assignment record and does not change the selected record.

• Activity Log: In the Activity Log option, the user can view the transaction history of official assignment, such as
  • Status (pending, Submit for Approval,  approved).
  • Time and Date of transaction
  • Execution time