OCCSA web-site Departments and Staff Management
Manual
Departments Management
First thing to do as OCCSA admin - is to create and manage list of
company departments. Upon company creation its first department
(where admin belongs) has been already created. Departments could be
accessed under Tools -> Departments from left menu.
To add new Department - click "Add Department" button under the
Register of Departments. Enter the Department name and click "Save
details":
New department (Production in our example) - will be saved and now
appears in the departments list.
You can change department name by clicking "Pen" icon (Edit)
from Register of Departments:
You can assign department manager to existing department by clicking
"Eye" icon (Manager). However, if there are no any staff members
created for this department yet, you will see this error message,
suggesting, that you need to add staff members to the department first.
The last option for department management - is "Delete department",
you can do so by clicking "Bin" icon (Delete). On confirmation page you have options to cancel or confirm department' delete.
Be very careful with this option - if there are any active staff in deleted
department - they won't be assigned to any department and this could
cause troubles in staff properties and staff lists.
Staff Management
All staff management is done under "Staff" left menu item. You will see
"Active Staff Register" and "Archived Staff Register" (accessed by
"Staff Register" top menu) and "Add New Staff" page.
You can add new staff member by clicking "Add New Staff" top menu
button:
Fill in all relevant staff details on this page (many of them are optional).
Essential fields are: salutation, first name, last name, date of birth,
position, department (select from drop-down list of all departments for
the company), employment status (select from drop-down list).
Section "User details" is optional, however - if you fill it in - you will
give this staff member access to OCCSA site (with user name and
password) provided and with user role specified. Default user role as
"Employee" - must be used at most times, unless you want to give this
staff member more access rights. User role of "Department Manager "
allows to manage staff and documents for all the department. User roles
of "HR", "CEO", "Admin" allows access and management to all the
departments, staff members in any department, and any of their forms.
User privileges in OCCSA system heavily depend from user roles menu items shown and functionality available will be minimal for usual
user, limited to department - for Department Manager, and open to any
department and any document in the company - for HR, CEO or admin.
Typical set-up of user roles within a small company is as follows:
- one Admin
- One Department Manager for each of the department
- the rest of the staff - have user role of "Employee" and usual user of
OCCSA system.
Once staff member created (by clicking "Save" button) - it will appear in
the "Active Staff Register" list with all his details visible:
As admin, you have following actions available to perform for any staff
member: View, Edit, Delete, Assign as Department Manager.
To view staff member details, click "Eye" icon (View):
To edit staff member details, click "Pen" icon (Edit):
You can change any staff details or add new ones (i.e. - upload photo
file or CV file) - and press "Save" button to save new details.
To delete staff member, click "Bin" icon (Delete):
For obvious reasons, be very careful with Delete option, as staff member
won't appear in any staff register after that and some of this staff
member documents/forms won't be accessible as well. Actual staff
record for deleted staff will still exists in the system and could be
recovered or made active (if required) - you need to seek help from
OCCSA super-admin for doing this.
To make staff member a Department Manager, click "Eye" icon
(Manager) from Register of Departments (accessible under
Tools -> Departments.
After becoming a Department Manager, this staff member could still log
to OCCSA site with his existing username and password, however his
user role will give him advanced privileges to manage the whole
department staff members and all their associated documents/forms in
OCCSA system.