High Level Features of HRM - hmislk/hmis GitHub Wiki

High-Level Features of Human Resource Management (HRM) Module

Overview

The Human Resource Management (HRM) module provides comprehensive workforce management capabilities designed specifically for healthcare institutions. This module integrates with hospital operations to manage the complete employee lifecycle from recruitment to retirement, ensuring compliance with Sri Lankan labor regulations while following international hospital HR best practices.

1. Recruitment & Onboarding

1.1 Vacancy Management

  • Vacancy reporting and approval workflow
  • Department-wise vacancy tracking
  • Position quantity and requirements management
  • CEO/Management approval queue
  • HR processing initiation

1.2 CV Bank & Candidate Management

  • Centralized CV repository
  • Multiple submission channels (Staff referral, Website, Kiosk)
  • CV filtering and search capabilities
  • Candidate status tracking (Applied, Shortlisted, Interviewed, Selected, Rejected)
  • Candidate acknowledgement via SMS/Email
  • Submission mode analysis

1.3 Interview Management

  • Interview scheduling
  • Interview scheme templates
  • Interview panel/conductor assignment
  • Scoring and evaluation forms
  • Interview result tracking

1.4 Offer & Appointment

  • Offer letter generation from templates
  • Appointment letter with job description
  • Employment type selection (Permanent, Temporary, Contract, Casual)
  • Auto-generation of employee codes
  • Document checklist management

1.5 Employee Onboarding

  • New employee registration
  • Personal information capture
  • Document collection and verification
  • Department and role assignment
  • System access provisioning
  • Orientation tracking

2. Employee Master Data Management

2.1 Personal Information

  • Basic details (Name, NIC, Date of Birth, Gender)
  • Contact information (Mobile, Home phone, Email, Address)
  • Emergency contact details
  • Family information
  • Photograph management

2.2 Employment Information

  • Employee code/Staff code
  • Zone code
  • Date of joining
  • Employment status (Permanent, Temporary, Contract, Casual, Training, Volunteer)
  • Retirement date tracking
  • Resignation details and notice period

2.3 Organizational Assignment

  • Institution assignment
  • Department assignment
  • Working department
  • Reporting hierarchy
  • Cost center allocation

2.4 Professional Classification

  • Staff category (Doctors, Nurses, Technicians, Administrative, Support)
  • Designation/Position
  • Grade/Level
  • Speciality (for medical staff)
  • Professional qualifications

2.5 Bank & Payment Details

  • Bank account information
  • Branch details
  • Payment method preferences
  • Multiple account support for salary distribution

2.6 Statutory Information

  • EPF registration number
  • ETF registration
  • Tax identification number (TIN)

3. Attendance & Time Management

3.1 Biometric Attendance

  • Fingerprint device integration
  • Attendance data upload and synchronization
  • Real-time attendance capture
  • Multiple device support

3.2 Attendance Processing

  • Attendance record logging
  • Verification workflow (Logged → Verified → Approved)
  • Manual attendance entry for exceptions
  • Attendance correction and amendment
  • Historical record maintenance

3.3 Time Tracking

  • Clock-in/Clock-out times
  • Late arrival detection and tracking
  • Early departure detection and tracking
  • Working hours calculation
  • Break time management

3.4 Working Time Configuration

  • Weekly working hours definition
  • Department-wise working time rules
  • Overtime threshold configuration
  • No-pay threshold settings

4. Shift & Roster Management

4.1 Shift Configuration

  • Shift definition (Morning, Evening, Night, Split)
  • Shift timing configuration
  • Shift categories and types
  • Grace period settings
  • Minimum/Maximum shift hours

4.2 Roster Management

  • Roster creation and planning
  • Department-based rosters
  • Rotation pattern configuration
  • Coverage requirement planning
  • Roster template management

4.3 Staff Shift Assignment

  • Individual shift assignment
  • Bulk shift allocation
  • Shift preference collection
  • Shift swap/exchange requests
  • Shift replacement handling

4.4 Shift Operations

  • Shift table generation
  • Shift amendment processing
  • Extra shift recording
  • Shift history tracking
  • Handover management

5. Leave Management

5.1 Leave Types (Sri Lankan Compliance)

Statutory Leave:

  • Annual Leave: 14 days per year (after 12 months of service)
  • Casual Leave: 7 working days per year
  • Medical/Sick Leave: 7-14 days (as per company policy)
  • Maternity Leave:
    • First two confinements: 84 working days
    • Subsequent confinements: 42 working days
  • No-Pay Leave: Unpaid leave provisions

Additional Leave Categories:

  • Paternity Leave
  • Duty Leave
  • Lieu Leave (compensatory)
  • Study Leave
  • Special Leave

5.2 Leave Entitlement Management

  • Annual leave entitlement configuration
  • Leave accrual rules
  • Carry-forward policies
  • Pro-rata calculations for new employees
  • Entitlement adjustments

5.3 Leave Application & Approval

  • Leave request submission
  • Approval workflow configuration
  • Leave balance validation
  • Manager approval/rejection
  • Leave cancellation handling

5.4 Leave Processing

  • Half-day leave support
  • Leave from attendance (auto-leave for late/early)
  • Leave balance tracking
  • Leave history maintenance

6. Payroll Management

6.1 Salary Structure

Earnings:

  • Basic salary
  • Fixed allowances
  • Variable allowances
  • Performance allowances
  • Overtime payments
  • Extra duty payments
  • Holiday allowances (Poya, Mercantile, Day Off)

Deductions:

  • EPF Employee contribution (8%)
  • ETF (employer-only, 3%)
  • Loan installments
  • Salary advances
  • No-pay deductions
  • Tax deductions (PAYE)
  • Other statutory deductions

6.2 Salary Cycle Management

  • Salary period configuration
  • Pay date settings
  • Cut-off date management
  • Multiple salary cycles support

6.3 Salary Processing

  • Automated salary calculation
  • Attendance-based computation
  • Overtime calculation
  • Extra duty payment computation
  • Allowance and deduction application
  • Bulk salary generation
  • Individual salary adjustment

6.4 Salary Components

  • System-defined components
  • Custom component creation
  • Component assignment (individual/bulk)
  • Component value/percentage configuration
  • Effective date management

6.5 Salary Administration

  • Salary hold functionality
  • Salary advance processing
  • Salary correction/amendment
  • Salary finalization and approval
  • Pay slip generation

7. Statutory Compliance (Sri Lanka)

7.1 EPF Management

  • EPF contribution calculation (Employee 8%, Employer 12%)
  • Monthly return generation
  • EPF payment tracking
  • Annual EPF statements
  • EPF withdrawal processing

7.2 ETF Management

  • ETF contribution calculation (Employer 3%)
  • ETF return filing
  • ETF payment tracking

7.3 Gratuity Management

  • Eligibility tracking (5+ years service, 15+ employees)
  • Gratuity calculation (half month per year of service)
  • Gratuity provision tracking
  • Gratuity payment processing

7.4 PAYE Tax

  • Tax bracket configuration
  • Tax calculation
  • Monthly tax deduction
  • Tax return generation

8. Overtime & Extra Duty Management

8.1 Overtime Configuration

  • OT rate configuration (minimum 1.5x normal rate)
  • OT eligibility rules
  • Maximum OT hours limits
  • OT approval workflow

8.2 Extra Duty Types

  • Normal working day extra duty
  • Day-off extra duty
  • Public holiday extra duty
  • Poya day extra duty
  • Mercantile holiday extra duty
  • Sleeping day allowance

8.3 Extra Duty Processing

  • Extra duty form submission
  • Extra duty approval workflow
  • Extra duty calculation
  • Payment processing

9. Loan & Advance Management

9.1 Company Loans

  • Loan type configuration
  • Interest rate settings (Fixed/Variable/No interest)
  • Loan eligibility rules
  • Maximum loan limits
  • Loan application workflow

9.2 Loan Processing

  • Loan approval workflow
  • Installment calculation
  • Interest calculation methods
  • Repayment schedule generation
  • Loan disbursement

9.3 Loan Recovery

  • Monthly installment deduction
  • Net salary deduction option
  • Early settlement processing
  • Loan waiver provisions
  • Outstanding balance tracking

9.4 Salary Advances

  • Advance request processing
  • Advance eligibility based on earned salary
  • Advance limits configuration
  • Advance recovery from salary

9.5 Bank Loan Deductions

  • Third-party loan deduction management
  • Standing instruction processing
  • Deduction start/stop management

10. HR Forms & Workflow

10.1 Leave Forms

  • Leave application form
  • Leave cancellation form
  • Leave approval workflow

10.2 Amendment Forms

  • Attendance amendment request
  • Shift amendment request
  • Personal information update request

10.3 Additional Duty Forms

  • Extra time request form
  • Extra shift request form
  • OT approval form

10.4 Transfer Forms

  • Department transfer request
  • Location transfer request
  • Roster transfer processing

10.5 General HR Forms

  • Employee declaration forms
  • Consent forms
  • Exit interview forms

11. Staff Welfare & Benefits

11.1 Welfare Eligibility

  • Annual welfare qualification
  • Welfare amount configuration
  • Eligibility criteria management

11.2 Welfare Tracking

  • Welfare utilization monitoring
  • Balance tracking
  • Welfare period management

11.3 Staff Discounts

  • Discount eligibility configuration
  • Discount amount/percentage settings
  • OPD/Pharmacy discount management

12. Performance Management

12.1 Evaluation Framework

  • Evaluation period configuration
  • KPI definition
  • Evaluation criteria setup
  • Rating scales

12.2 Performance Evaluation

  • Self-evaluation
  • Supervisor evaluation
  • Multi-rater evaluation support
  • Evaluation form templates

12.3 Performance Tracking

  • Performance history
  • Goal tracking
  • Performance-linked allowances

13. Training & Development

13.1 Training Management

  • Training program catalog
  • Training schedule management
  • Training enrollment
  • Attendance tracking

13.2 Skill & Qualification Tracking

  • Skill bank maintenance
  • Qualification records
  • Certification tracking
  • License expiry alerts

13.3 Continuous Professional Development

  • CPD credit tracking (for medical professionals)
  • Training history
  • Development plan tracking

14. Employee Self-Service

14.1 Self-Service Portal

  • Personal information view/update
  • Leave balance and history
  • Pay slip access and download
  • Attendance history view

14.2 Request Management

  • Leave application submission
  • Loan/advance request
  • Document request
  • Certificate request

15. Reporting & Analytics

15.1 Employee Reports

  • Employee directory
  • Employee detail reports
  • Head count reports
  • Department-wise staff reports
  • Retirement reports

15.2 Attendance Reports

  • Daily attendance summary
  • Late arrival reports
  • Early departure reports
  • Attendance exception reports
  • Shift-wise attendance

15.3 Leave Reports

  • Leave balance reports
  • Leave utilization reports
  • Leave trend analysis
  • Department-wise leave summary

15.4 Payroll Reports

  • Salary summary reports
  • Department-wise payroll
  • Bank payment reports
  • Salary component analysis
  • Year-to-date earnings

15.5 Statutory Reports

  • EPF contribution reports
  • EPF return (C Form)
  • ETF contribution reports
  • Gratuity liability reports
  • Tax deduction reports

15.6 Overtime Reports

  • OT summary reports
  • Extra duty reports
  • Department-wise OT analysis

15.7 Shift & Working Time Reports

  • Shift allocation reports
  • Working hours summary
  • Roster reports
  • Shift history reports

15.8 Loan Reports

  • Outstanding loan reports
  • Loan recovery reports
  • Advance summary reports

16. System Configuration

16.1 HR Master Data

  • Staff categories
  • Designations
  • Grades
  • Departments
  • Institutions

16.2 Attendance Configuration

  • Biometric device settings
  • Attendance rules
  • Grace period settings

16.3 Shift Configuration

  • Shift definitions
  • Roster templates
  • Working time rules

16.4 Leave Configuration

  • Leave types
  • Leave rules
  • Entitlement settings
  • Approval hierarchy

16.5 Payroll Configuration

  • Salary components
  • Pay structures
  • Calculation rules
  • Statutory rates

16.6 Holiday Configuration

  • Public holiday calendar
  • Poya day calendar
  • Mercantile holiday settings

16.7 HRM Variables

  • System parameters
  • Default values
  • Calculation thresholds

17. Integration Points

17.1 Internal Integrations

  • Finance module (for payment processing)
  • User management (for system access)
  • Department management
  • Audit trail

17.2 External Integrations

  • Biometric devices
  • Banking systems (for salary transfer)
  • Government portals (EPF/ETF submissions)

18. Compliance & Audit

18.1 Regulatory Compliance

  • Shop and Office Employees Act compliance
  • EPF Act compliance
  • ETF Act compliance
  • Payment of Gratuity Act compliance
  • Maternity Benefits Ordinance compliance
  • Minimum Wage compliance

18.2 Audit Trail

  • All transaction logging
  • Change history tracking
  • User action audit
  • Document versioning

18.3 Data Security

  • Role-based access control
  • Sensitive data protection
  • Data retention policies

Feature Expansion Roadmap

The following features are identified for future enhancement:

  1. Recruitment Portal: Online job posting and application portal
  2. Mobile App: Employee self-service mobile application
  3. Advanced Analytics: Workforce analytics and predictive modeling
  4. Document Management: Digital employee file management
  5. Succession Planning: Career path and succession management
  6. Employee Engagement: Survey and feedback management
  7. Competency Framework: Competency mapping and gap analysis

References

This feature outline is developed based on:

  • Current HMIS HR module implementation
  • Sri Lankan labor law requirements (EPF Act, ETF Act, Shop and Office Employees Act, Maternity Benefits Ordinance, Payment of Gratuity Act)
  • International hospital HR management best practices
  • Healthcare industry HRMS standards

Document Version: 1.0 Last Updated: December 2024