1. System Overview

The EMS is designed around a historical tracking architecture. Rather than simply overwriting old data (like an employee's previous salary or old bank account), the system preserves historical records to maintain a strict audit trail. This ensures high compliance and accurate historical reporting.

Employee Management Model

2. Access Credentials (Demo)

Use the following test accounts to log into the system and experience the different role-based views and permissions:

Admin Account (Full access to all HR settings and employee records)

• Username: admin@bankcorp.eu
• Password: 123456

Ordinary User Account (Standard employee self-service view)

• Username: klaus.williams@bankcorp.eu
• Password: 123456

3. Employee Directory

The Directory is the default landing page. It provides a high-level view of all personnel.

• Search: You can search for employees by Name or Department using the search bar.
• Status Badges: Employees are tagged with color-coded status badges (e.g., Active, On Leave, Probation) for quick visual identification.
• Actions: Click "Manage" on any row to open the full Employee Profile Workspace. Click "Add Employee" at the top right to onboard a new hire.

4. Employee Profile Workspace

The profile workspace is divided into five distinct tabs to keep information organized.

Personal Info

Captures basic demographic and contact details.

• Basic Details: First Name, Last Name, Gender, Date of Birth.
• Contact Information: Email, Phone Number (E.164 format recommended), and Physical Address.

Employment

Defines the employee's role within the organizational structure.

• Role & Placement: Assign Department, Job Title, Reporting Manager, and Work Location.
• Employment Terms: Set Hire Date and Contract Type (Full-Time, Part-Time, Contractor, etc.).
• Current Status: Displays the active state of the employee. Note: Status cannot be changed directly here; it must be updated via the Lifecycle History tab to preserve the audit trail.

Lifecycle History

This tab is a dedicated audit log tracking the employee's journey through the company.

• Record Status Change (Modal): Use this to change an employee's status (e.g., from Active to Terminated, or Active to On Leave).
  • Future Scheduling: If you set the Effective Date to a future date, the system flags it as "Scheduled". It will automatically apply on that exact date.
  • Retrospective Logging: If you set the date in the past, it applies immediately and acts as a historical correction.

• Audit Log Rules:
  • Applied Records: Once a status has taken effect, it is locked and marked as "Applied." It cannot be deleted.
  • Scheduled Records: Future-dated changes feature a Delete (Trash) icon, allowing HR to cancel the scheduled change before it takes effect.

Financial & Statutory

Manages sensitive payroll and compliance data using revision histories.

• Salary Structure:
  • Add new salary revisions using the "Add Revision" button.
  • The system displays the Current salary prominently.
  • Older salaries are pushed to the Previous Revisions list. You can restore an old salary using the "Make Current" button.

• Bank Details:
  • Supports multiple bank accounts.
  • Only one account can be designated as the Primary Account at a time. Older or alternate accounts are kept for historical payment tracking.

• Statutory Details:
  • Supports multiple government IDs per employee (e.g., National ID, Passport, Tax Identification Number).
  • Click "Add Detail" to append additional IDs to the employee's profile.

Documents

A secure repository for employee files.

• Upload Zone: Supports drag-and-drop for PDFs and images.
• Categories: Quickly tag uploads as Contracts, ID Scans, or Tax Forms.
• Management: View upload dates or delete outdated documents directly from the list.

5. Common HR Workflows

How to Onboard a New Employee

1. Navigate to the Employee Directory.
2. Click the Add Employee button.
3. Fill out the Personal Info and Employment tabs.
4. Click Save Profile.
5. The system will automatically generate a unique Employee ID (e.g., EMP-005).
6. Go to the Lifecycle History tab and log a "Probation" or "ActiveEmployment" status with their start date.

How to Give an Employee a Raise

1. Open the employee's profile and go to the Financial & Statutory tab.
2. In the Salary section, click + Add Revision.
3. Enter the new Amount, Currency, Frequency, and the Effective Date of the raise.
4. Click Save as Current. The old salary will automatically move to the "Previous Revisions" list, preserving the history.

How to Schedule Leave

1. Open the employee's profile and go to the Lifecycle History tab.
2. Click Record Change.
3. Set the State to On Leave.
4. Set the Effective Date to the future date when the leave begins.
5. Provide a reason (e.g., "Maternity Leave commencement").
6. Click Save Status Record. The record will appear as Scheduled until the date arrives.

How to Discard Unsaved Mistakes

If you make accidental changes to an employee's profile (like messing up a phone number or address) but haven't clicked "Save Profile" yet, click the Discard button at the top right of the workspace. This will instantly revert the profile back to its last saved state.