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2 BOS/e HR InfoManager
Overview
Running the BOS/e HR InfoManager
Completing records of Active Employees
with necessary information
Adding an active employee masterfile into
the separated employee masterfiles
Using Filtered and Categorized Subsets
Commonly Used Buttons in BOS/e HR
InfoManager
Conclusion
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BOS/e HR InfoManager 3
BOS/e HR INFOMANAGER
Introduction
OVERVIEW
This manual outlines and guides you through the steps involved in managing the employees
records using BOS/e HR InfoManager. It maintains the master files of active and separated
employees. It also maintains the detailed records of employees such as their personal background,
educational background, work history, training attended, and more. This can also be configured in
BOS/e Applicant InfoManager, to display master and detailed files that are specific to certain users
with limited access rights. It links external files and documents (such as scanned transcript of
records, marriage contract, as well as those created in MS Word and MS Excel) with the
employees records providing electronic-equivalent of 201 files.
Component Highlights:
Associated Components:
BOS/e Applicant InfoManager
BOS/e HR InfoManager
BOS/e Personnel Requisition
BOS/e Personnel Movements Manager
BOS/e Compensation & Benefits Manager
Expected Users:
Those who are responsible for the completion of records of the enterprises Active
Employees with the necessary information.
Those who are responsible for maintaining employee data (active/inactive).
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4 BOS/e HR InfoManager
1. In the BOS/e Desktop (see Figure 1), click the [+] sign beside the folder of BOS/e
PeopleWARE then click the [+] sign beside the folder of BOS/e PeopleWARE HR
Adrministration. Right-click BOS/e HR InfoManager, click the Run Component tab that
will appear to open the component or you may opt to double-click the BOS/e HR
InfoManager displayed on the right pane of the screen.
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BOS/e HR InfoManager 5
BOS/e HR INFOMANAGER
Using the BOS/e HR InfoManager
BOS/e HR INFOMANAGER
Completing Records of Active
Employees with Necessary Info
The Active Employees Masterfile contain the records of active employees. It is the centerpiece of
processing functions such as personnel movements, payroll processing, and attendance
processing.
The Active Employees Masterfile of each company in the organization must contain the complete
list of employees employed by that company. Otherwise, certain employees will not be included in
payroll processing.
BOS/e recognizes only one active employee masterfile for each company in an organization for the
purpose of attendance and payroll processing.
Steps
1. Click the [+] sign beside Company in the BOS/e HR InfoManager screen, then click the
desired company folder. After selecting the company, click the Company Master File
(Active Employees). The screen that shows Active Employees MasterFile (Figure 2) now
appears.
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6 BOS/e HR InfoManager
2. Click Find from the toolbar. The Find Screen (Figure 3) should appear.
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BOS/e HR InfoManager 7
3. Use the dropdown key and choose the field that you prefer: GUID, LASTNAME,
FIRSTNAME, among others, depending on your preference (refer to Figure 3).
4. If you have chosen FIRSTNAME, type the first name of the personnel that you want to
verify in the Value field (refer back to Figure 3).
5. Click Select . The Active Employees Screen will then appear (refer to Figure
4). Notice that the arrow key points to the name that you specified in the Value field.
6. To complete the information of the new employee, select the record of the new active
employee then click edit to modify. Double-click the record of the active employee to
display the Edit screen (Figure 5) below:
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8 BOS/e HR InfoManager
7. Enter additional information into the blank fields. Insert other records such as personal
information, educational background, and family background, among others by clicking
View Infocards . Refer to Table 2 shown below.
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BOS/e HR InfoManager 9
NOTE: Some of the fields and infocards must have a value in order for the
BOS/e Payroll Processor component to run smoothly.
Field Action/Remarks
E (exception basis). Select this if the employees
actual worked hours will not be checked by BOS/e
Payroll Processor in calculating his/her pay.
Attendance Type Code* W (worked hours basis). Select this if the employees
pay is computed based on his/her actual worked hours.
H (Monthly-Hourly basis). Select this for Monthly
rated employees but with hourly rated computation.
The calendar code specifies the calendar table to use
when BOS/e Attendance Processor processes the
attendance items. An employee may be assigned to a
remote site that observes certain holidays not observed in
Calendar Code other sites. Every location that observes local holidays
must have its own calendar set up in BOS/e Attendance
Processor. This code must be applied to the employees
who work in that location so that BOS/e Attendance
Processor can accurately calculate the attendance items.
Automatically completed by the system when you select
Date Hired* the employees initial employment status and enter its
corresponding start date.
Employment Status * Code for the employees current employment status.
Status Start Date Start date of employees current employment status.
Status End Date End date of employees current employment status.
Status Extension Date Extension date of employees current employment status.
Status Tax Option Tax exemption for an employee.
BOS/e 201 Files automatically displays the corresponding
Jobgradecode job grade code of the entered position code.
Medicard Number Employees Medicard number.
This number is printed in the PagIBIG Monthly Remittance
Pagibig Number* Report. Without the number, HDMF (the company that
runs the PagIBIG Fund), will not be able to credit the
employees contribution to his/her account.
This number is printed in the SSS Quarterly Listing.
SSS No. Without this number, SSS will not be able to credit the
employees contribution to his account.
This number is printed in the Yearly BIR Alphalist report
TIN* and the employees W2 form. The BIR does not accept
reports with lacking TINs.
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10 BOS/e HR InfoManager
Field Action/Remarks
Select either Rate or Amount from the drop down list.
Select Rate if overtime pay will be computed as follows:
OT Pay = OT Hrs x (Hourly Basic Rate x OT Rate). Select
OT Basis* Amount if overtime pay will be computed as follows: OT
Pay = OT Hrs x Fixed Amount. The values of Rate and
Amount are specified in the OT Rates LookupCard in
BOS/e Payroll Processor.
OT Entitled? Enter either Y or N.
Used in calculating the employees overtime pay. BOS/e
Payroll Processor maintains the OT Rate Table
OT Rate Code* LookupCard. In this LookupCard, you can set up as many
OT Rate Tables depending on the CBA or policy of your
company. Current value is OTRATE1.
Weekly. Select this if the employee receives his/her
salary every week.
Py Frequency* Semi-Monthly. Select this if the employee receives
his/her salary every mid and end of the month.
Tri-Monthly. Select this if the employee receives
his/her salary thrice a month.
Monthly. Select this if the employee receives his/her
pay once a month.
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BOS/e HR InfoManager 11
Field Action/Remarks
In computing the daily-rate of monthly-rated employees
who work from Monday to Saturday, you use a certain
number of working days per year as the denominator. A
Working Days Code* different value is used if employees work from Monday to
Friday only. BOS/e Payroll Processor maintains the
Working Days Code LookupCard where the denominators
are established. You have to specify the table code for
each employee. If you specified an incorrect code, the
employees pay computation will be incorrect.
BOS/e Payroll Processor uses the employee cost center
Cost Center Code* code in accumulating the payroll expenses. If this code is
inaccurate, the accounting entry, as far as the charges per
cost center are concerned, will be incorrect also.
The location code specifies the code of the location where
Location Code the employee is assigned, for example: a branch or the
companys head office.
The sub-company code tells BOS/e where to store
confidential data like salary, benefits, and medical
Subcompany Code* information, among others. A sub-company is a database
and its password can be specified by BOS/e Security
Manager to ensure that only authorized users can access
its tables.
8. Click Save .
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12 BOS/e HR InfoManager
BOS/e HR INFOMANAGER
Adding Active Employees Masterfiles
into the Separated Employees
Masterfiles
OVERVIEW
The Separated Employees Masterfile contains the records of separated employees. It holds the
master list of a particular type of employeesaya resigned or a terminated employee. It is not
advisable however, to immediately move the record of a resigned or terminated employee to the
Separated Employees Masterfile until the year-end payroll processing has been completed. For
example, an employee resigned in the middle of the year should only be moved to the Separated
Employees Masterfile next year when the processing of government yearly reports (such as the ITR
and Alpha listing reports) are done.
Steps
1. From the Active Employees window, drag the record of an employee in the Active
Employees Masterfile into the Separated Employees Masterfile. A dialog box will appear
(Figure 6).
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BOS/e HR InfoManager 13
2. Click Yes to continue moving the employee record into the Separated Employees
Masterfile. The Progress Bar will display the success rate of the action taken (refer to
Figure 7) followed by a Message Box (refer to Figure 8). Click OK to close the pop-up
dialog box.
NOTE: You can filter all the active employees using the Sort by feature. To
do so, click the drop-down button near Sort by then select
EMPLOYMENTSTATUS on the drop-down menu. Using the alphabetical tab
sheet (refer to Figure 9), select the record of the active employees that youd
like to move into the Separated Employees Masterfile (see Figure 9).
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BOS/e HR INFOMANAGER
Using Filtered and Categorized
Subsets
OVERVIEW
Filtered and categorized subsets are set up in BOS/e InfoManager Customizer (for the detailed
procedure, refer to Managing InfoManager Customizer Chapter of the BOS/e PeopleWARE
Administrator Manual). These subsets were set up for grouping purposes. For example, in the
Active Employees Masterfile, the Filtered Subset is by Employment Status, while the
Categorized Subset is by Probationary, Contractual, Consultant, Regular, and so on. These
groupings enable the user to automatically differentiate the regular employees from the
probationary ones and the like.
BOS/e HR INFOMANAGER
Viewing a Filtered Subset
Steps
1. Click [+] sign beside Global then click [+] beside Global Master File (Global People).
2. Click [+] sign beside Filtered Subset to view your folders (if any). Refer to Figure 20.
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BOS/e HR InfoManager 15
BOS/e HR INFOMANAGER
Viewing a Categorized Subset
Steps
1. Click [+] sign beside Global then click [+] beside Global Master File (Global People).
2. Click [+] sign beside Categorized Subset to view your folders (if any). Refer to Figure 20.
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BOS/e HR INFOMANAGER
Commonly Used Buttons in
BOS/e HR InfoManager
Refer to Table 3 shown below for the commonly used buttons in BOS/e HR InfoManager.
Button Actions/Remarks
View Memo Using the arrow key, select the record that you need and then click this button to
view the memo associated with it.
Using the arrow key, select the record that you need and then click this button to
View Picture
view the picture associated with it.
Refresh Click this button to display newly created records. For example, the records you
created for new applicants.
Click this button to reflect the changes you made. For example, you moved a
Refresh Tree
record from the Global People Masterfile into the Active Employees Masterfile.
Click this button to reflect the changes you made in the BOS/e Lookup Manager to
Refresh
this component.
Lookups
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BOS/e HR InfoManager 17
BOS/e HR INFOMANAGER
Adding Pictures and Memos Using
the Associated External File Button
Steps
1. You can add pictures and memos using the Associated External File button .
Refer to Figure 21 shown below.
2. To insert picture or memos, select a record that you want to edit, click Edit then click
Associated External File (see Figure 22).
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18 BOS/e HR InfoManager
3. Click Add Object to add a file/picture. A figure similar to the one shown
below will appear.
4. Click the folder icon to choose the location of the file. See Figure 24.
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BOS/e HR InfoManager 19
5. After selecting the picture or memo, click Open . Refer to Figure 24.
6. Type a description of the memo or picture that you are inserting in the Description
textbox provided.
7. Click OK . A figure similar to the one shown below will appear. Click Open
and then click Close.
2. Click View Picture to see the picture you inserted or click View Memo if you
inserted a file.
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BOS/e HR INFOMANAGER
Filtering and Searching for
Records of Employees
Steps
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BOS/e HR InfoManager 21
3. From the toolbar, click to view the first record on the list, for the next record, for
the prior record, and for the last record.
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22 BOS/e HR InfoManager
BOS/e HR INFOMANAGER
Conclusion
After reading the manual, users are expected to be able to perform the
following:
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