SLAMS HRMS

USER GUIDE

SoftClans Technologies Limited

Address: P.O Box 36907-00200 Nairobi, Kenya

Tel: +254 20 208 7923, +254 787 611 237

Email: [email protected]

Website: www.softclans.co.ke
 1.0 OVERVIEW...........................................................................................................................................................................3

1.1 LOGIN................................................................................................................................................................................................ 3
1.2 EMPLOYEE PROFILE................................................................................................................................................................................ 3
1.3 CHECK-IN.................................................................................................................................................................................................. 3
1.4 CHECK-OUT.............................................................................................................................................................................................. 3
1.5 APPLYING FOR LEAVE............................................................................................................................................................................. 3
1.6 DISCIPLINE................................................................................................................................................................................................ 3
1.7 STATEMENTS............................................................................................................................................................................................ 3
1.8 GRIEVANCES.............................................................................................................................................................................................. 4

2.0 EMPLOYEE MANAGEMENT.............................................................................................................................................4

2.1 ADDING NEW EMPLOYEES..................................................................................................................................................................... 5

2.1.1 Populating the leave entitlement............................................................................................................................................ 6
2.1.2 Sending a welcome email............................................................................................................................................................ 7
2.2 ADDING NEW INTERNS........................................................................................................................................................................... 7

3.0 LEAVE ADMINISTRATION...............................................................................................................................................9

3.1 LEAVE SUMMARY OVERVIEW................................................................................................................................................................ 9

3.2 APPROVE/DEFER LEAVE..................................................................................................................................................................... 10
3.3 CANCEL/REVISE LEAVE.......................................................................................................................................................................12

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 1.0 OVERVIEW

The SLAMS HR system incorporates both the HR system and payroll. It is a one-stop shop for managing
staff and staff details. Not only does this save time of the people who have to sift through dozens of Excel
spreadsheets, but it also saves companies the ability to review their entire organization's data and later
retrieve information about total employee counts and current status. One will be able to search and
possibly even filter to search by department or other criteria.

The payroll and HR system module is integrated in the SLAMS HR system and it is summarized as follows:

1.1 Login
The system administrator provides a URL where the user will enter username and password provided to
login to an account for easier identification, as shown below.

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 1.2 Employee Profile
The employee profile is the first page displayed after a successful login. It is the central repository of all
information about the currently logged in employee which are typically maintained and obtained by
human resources departments or responsible employees for easier development, performance
evaluation and decision making.

In addition, the profile will contain the following tabs: -

i. Overview – The overview tab will contain an employee's most important information, allowing users
to quickly get to key details without navigating through multiple sections or screens in the HR system
and will also serves as a starting point for further investigations and actions related to employee
profiles, facilitating efficient personnel management and decision-making. It will also contain other
tabs such as: -
a) My Actions –This tab typically contains a variety of features and options that enable HR
professionals and authorized users to perform specific employee-related actions and tasks. It will
contain actions for Check-In, Check-Out, Apply Leave, Discipline, Statements and Grievances.

b) My Statements –The tab will provide employees and authorized users with easy access to
important employment-related documents, generate and store them in the Human Resources
system to ensure that employees and authorized users have access to the important documents
promoting transparency, compliance and efficient recording within the HR system . This will
allow the staff to print all their statements at the end.

c) HR Policies –This tab will contain a central repository for the organization's HR policies,
procedures and the company’s policy documents such as employee handbooks, Attendance and
Leave Policies and Workplace Safety and Security Policies among others where it serves as a
reference point for employees, managers and HR professionals to access and review the policies
and guidelines established by the organization to promote a fair and transparent working
environment.

See below screenshot:

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 ii. Profile – The profile tab will contain the basic data of the employee such as their names, email
address, SSF categories, pension categories and bank details. It will also act as a central repository
for storing and managing accurate employee information within the HR system allowing authorized
personnel to access and update relevant details as needed.

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 iii. Next Of Kin – This tab will contain two distinct tabs allowing you to manage Dependents and Next of
Kin
I. The next of kin tab will allow HR and authorized personnel to easily access and communicate
with designated next of kin and emergency contacts in the event of an unexpected event or
emergency situations. This will help to provide timely and effective communication and
support and to ensure the well-being and safety of your employees within your organization.

II. The dependents tab will Streamline the management of dependent information and ensure
accurate records for benefit registration, insurance coverage and other administrative
purposes. Provide HR and employees with a central place to access and update information
about dependents, facilitate efficient administration of benefits, and promote proper
documentation and communication regarding dependents.

See below screenshot:

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 iv. Leave – The Leave tab will sleek the process of requesting, approving, and managing employee leave
in the HR system, increasing transparency, automating workflows and accurately tracking leave
summaries of each leave type that a specific employee is entitled to as well as a listing of all leaves
they have applied for as shown below:

v. Documents – The Document tab will allow system users to manage their various documents where
they can access, upload and manage as many important documents as they want therefore this will
enable effective document management and retrieval, sleeks HR processes, and ensures accurate
and up-to-date information is available when system users need it.

vi. Assets – The Assets Tab will show a listing of all company assets assigned to a member of staff where
it serves as an equipment of record, allowing system users to effectively track and manage assets
assigned to them, ensuring proper allocation, use and maintenance. It will also help to maintain an
organizational record of assets, facilitating asset tracking, maintenance planning, asset transfers and
other asset-related processes within the organization.

vii. Timesheet – This tab will contain an overview and detailed list of employee time records. You can
filter the records using the date range selector on this tab, also it will simplify the process of
recording, tracking and managing employee time, making it more accurate, efficient and
transparent, helping ensure accurate payroll, project tracking and compliance with labor
regulations.

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viii. More – The More tab contains a listing of the following other tabs: -
a. Performance Reviews –The tab will show all performance reviews for logged-in
employees and allow self-checking for self-evaluable reviews. This will allow HR,
managers and authorized system users to access and review an employee's performance
appraisal history, feedback, goals and development plans. It will also support the
performance management process, facilitate tracking and monitoring performance
progress and helps one make informed decisions about performance and career
development.

b. Grievances – With this tab, after employees submit a list of all complaints, HR can track
the progress of each complaint, maintain accurate records, and facilitate effective
communication and resolution of employee concerns. It will also serves as a central
repository for managing and monitoring employee complaints, ensuring they are
handled promptly and fairly in accordance with the organization's complaint resolution
procedures.

c. Qualifications – This will contain a listing of all qualifications for the specific member of
staff where it will provide a comprehensive overview of an employee's qualifications,
education, certifications, licenses, and related skills within the HR system. This enables
the system authorized users to easily access and update this information as needed to
support talent management, skills assessment and employee development efforts within
the organization.

d. Professional Bodies – This tab will serve as a repository for tracking and managing
employee professional organization affiliations whereby it will allow system authorized
users to manage their membership in professional organizations and associations
relevant to their field, date issued and period it will take.

e. Employment History – This tab will contain detailed records of the employee's past and
current employment within the organization. It will also serve as a chronological
summary of work history and employment-related information across an employee's
career.

f. Discipline – The discipline tab will show a summary of an employee’s disciplinary records
where it provides authorized system users with a central place to manage and track
disciplinary actions within their organization to ensure consistent documentation of

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 incidents, promote of transparency in disciplinary processes and facilitates compliance
with organizational policies and procedures.

See below screen shot:

1.3 Check-In
The check-in action will be contained on the employee profile. If the employee is not late, the system will
automatically check you in and return a success message at the bottom right corner of the screen on the
other hand If the employee is late, the system will open a pop-up window for the employee to provide a
reason for the lateness and submit to proceed as shown in the screenshots below.

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 1.4 Check-Out
The check-out action will be contained on the employee and If the current check-out time is within the
allowed check-out time, the system will automatically check you out and display a success message at
the bottom of the screen and on the other hand If the current time is not within the allowed check-out
time, the system will prompt you to provide a reason for early check-out one will be required to enter
the reason and Submit to proceed as shown below in the screenshots.

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 1.5 Applying for Leave
In this tab, the employee can apply for leave. This will then open a pop-up window as shown below, one
is prompt to enter the leave details and submit the leave. Once the leave has been successfully
submitted, a success message will display at the bottom of the screen and the leave pop-up window will
be closed automatically as shown below in the screenshots.

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 1.6 Discipline
The employee will be able to see the employee’s disciplinary records summary shown below.

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 1.7 Statements
The employee will be able to access important employment-related documents, generate them and then
allow the staff to print all their statements at the end. This will then open a pop-up window as shown in
the screenshots below, then one can access any document and print their statements.

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 1.8 Grievances
The employee will be able to submit grievances under my Actions tab. This will open a pop-up window
where the employee will be prompt to enter grievance. On successful submission of the grievance, a
success message will be displayed at the bottom of the screen and the pop-up window automatically
closed as shown in the screenshots below.

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 II.0 EMPLOYEE MANAGEMENT

The SLAMS HR system in employment management serves as a comprehensive tool for HR to effectively
manage and support employees throughout the hiring process within the organization where it improves
data accuracy, employee engagement and ensure compliance with HR policies and regulations.

To manage employees, navigate to the employee navigation item and click on either “Employees” to
manage employees or “Interns” to manage interns. On clicking either of the options explained above,
you will be directed to a listing of employees who fall within the selected category as shown in the
screenshots below.

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 2.1 Adding new Employees.
Add a new employee using the buttons shown below. This will then open a blank employee profile page
where one can enter the new employee's information. The employee then enters the data and saves the
profile. The employee is added to the employee repository.

After the employee is added to the employee repository, a send welcome email will be added then
system will automatically send the email and return a success message at the bottom right corner of the
screen as shown in the screenshots below.

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 Once the employee profile is fully setup the following should be done:-

2.1.1 Populating the leave entitlement.

To populate the leave entitlement for an employee, on clicking Re-calculate leave, one will have to go to
the leave tab for that employee. This will automatically calculate and populate the employee's leave
entitlement based on the profile set below in the screenshot.

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 2.1.2 Sending a welcome email
Once the employee profile is fully set up, the HR Admin should send the employee a welcome email
which will contain details to enable him login into their profile.

2.2 Adding new Interns.

You can add new interns. This will open an empty intern profile page where you can enter the details of
your new intern. Enter your details and Save Profile . As below, the intern is added to the intern
repository.

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 3.0 LEAVE ADMINISTRATION

The Leave management in SLAMS HR system simplifies and modernizes the process of requesting,
approving and tracking employee leave. This reduces administrative workload, improves accuracy and
provides transparency and visibility of leave management across the organization.

Leave administration is handled by the leave module as shown below.

3.1 Leave Summary Overview

The leave module contains a leave summary overview showing the count of: - Employees on leave in the
current week, employee who will be on leave the next week and leaves pending approval. You can view
the details of each of these summaries by clicking on them. The count will also be distinct depending on
the access rights of the user currently logged in i.e Supervisors will only see a summary count of
employees who report to them while the HR manager will see a summary count of all employees.

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 3.2 Approve/Defer Leave
To approve or defer leave, highlight the leave from the leaves pending approval listing. This will open a
pop-up window containing the leave details as submitted by the user.

You can choose to approve the leave using the details as are or you can modify them as necessary. On
clicking Approve leave, is to ensure verification of the leave details shown in the below screenshots.

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 Once successfully approved, a success message will display at the bottom of the screen and the leave
pop-up window closed automatically.

This approval process applies to both the supervisor and the HR manager. Once the leave has been
approved by the HR manager, the leave will leave the pending list and move to the approved leaves
listing as shown below.

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 3.3 Cancel/Revise Leave
Once leave has been approved, users with the right access can still cancel or revise it. To take any of
these actions, the action option will be clicked on the appropriate leave and selection of the necessary
action done after which a pop-up window will be displayed allowing you to complete the action as
shown in the screenshots below.

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