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BOS/e PeopleWARE User Manual

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Using BOS/e Applicant InfoManager 2

Using BOS/e Applicant InfoManager

Overview
Running the BOS/e Applicant InfoManager
Verifying if records to be added in the Global
People Master File already exists
Adding new records in the global people Master File
Adding records into Active Applicant Master File
Using Filtered and Categorized Subsets
Commonly Used Buttons in BOS/e HR InfoManager
Conclusion

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BOS/e APPLICANT INFOMANAGER


Introduction

OVERVIEW

This manual outlines and guides you through the steps involved in managing the applicants
records in your organizations HR Databank using the BOS/e Applicant InfoManager. This
component maintains the master files of applicantsi.e. the master file for the active applicants, the
master file for the keep-in-view or blacklisted applicants, so on together with their associated
InfoCards.

Component Highlights:

Maintains applicant records.


Generation of applicants based on the qualifications set for the purpose of hiring.

Associated Components:
BOS/e HR InfoManager
BOS/e Personnel Requisition
BOS/e Personnel Movements Manager
BOS/e Compensation & Benefits Manager

Roles of BOS/e Data Architect:


Renaming of field labels
Setting lookup/drop-down fields
Ordering of fields
Setting the desired field size
Setting field(s) as read-only
Setting the fields display format

Expected Users:

Those who are responsible for maintaining the applicant database and processing
the records of hired applicants.

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Steps in Running the BOS/e Applicant InfoManager

1. On the BOS/e Desktop (see Figure 1), click the [+] sign beside the folder of BOS/e
PeopleWARE, click the [+] sign beside the folder of BOS/e PeopleWARE HR
Administration, right-click the BOS/e Applicant InfoManager. A Run Component tab
will appear, click the said tab to launch the component or you may opt to double-click the
BOS/e Applicant InfoManager displayed on the right pane of the screen.

Figure 1. Running the BOS/e Applicant


InfoManager

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BOS/e APPLICANT INFOMANAGER


Using the BOS/e Applicant InfoManager

This particular chapter involves three (3) main activities:

Verifying if records to be added in the Global People Master File already exist
Adding new records in the Global People Master File
Adding records in the Applicant Master File

BOS/e APPLICANT INFOMANAGER


Verifying if Records to be Added in the
Global People Master File Already Exist

Steps
1. Click the [+] sign right beside Global in the BOS/e Applicant InfoManager screen, then click
the Global Master File (Global People) folder. The screen that shows Global People
Master File (Figure 2) now appears.

Figure 2. The Global People Screen

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2. Click Find from the Toolbar. The Find Screen (Figure 3) now appears.

Figure 3. The Find Global People Screen

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 on the Value Field (refer back to Figure 3).
3. Click the Select button. The Global People screen will then appear (refer to Figure 4).
Notice that the arrow key points to the name that you specified in the Value field.

Figure 4. The Find Record Result Screen

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BOS/e APPLICANT INFOMANAGER


Adding New Records in the Global
People Master File

OVERVIEW

The Global People Master File is the central repository of the names (together with certain key
information) of all people that deal with the Enterprise. In a multi-company organization (or
Enterprise), having a central listing of all people that deals with it eliminates redundant data, as in
the case when each company in an organization would maintain its own master list.
When all people are set up in BOS/es Global People Master File, this file becomes the reference
file of all companies in creating their respective company people master files, such as those for
active applicants, employees, customers, vendors, and even for the inactive ones. This significantly
reduces the effort of each company in setting up generic information. Moreover, BOS/e is able to
trace any information that a person has accumulated in the Enterprise. You maintain the Global
People Master File that contains generic data like first name, last name and salutatory address
among others using BOS/e HR InfoManager (for HR personnel). The procedures for using this
component are generally the same.
The Global People Master File, though it primarily serves as the Enterprises HR management
system, is also used by BOS/e as the source table for populating non-HR systems like the customer
relationship management system. With this in mind, it is essential that your organization consider
the different needs of the users in the Enterprise when building it up.

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Steps

1. Click Edit then click Insert . The Add screen (Figure 5) should appear.

Figure 5. The Add Screen

Table 1. Fields in the Global Master File Window

Field Action/Remarks
Guid Refers to the Global Unique ID.
Salutation Click the button to select a salutation.
Firstname Type the first name of the personnel in the textbox provided.
Middlename Type the middle name of the personnel in the textbox provided.
Last Name Type the last name of the personnel in the textbox provided.
Nickname Type the nickname of the personnel in the textbox provided.
PagIbig Number Type the PagIbig number of the personnel in the textbox provided.
SSS Number Type the SSS number of the personnel in the textbox provided.
TIN Type the TINof the personnel in the text box provided.
Companycode Click the button to select a code.
Landline Type the landline number of the personnel in the textbox provided.
Mobile1 Type the mobile number of the personnel in the textbox provided.
Mobile2 Type the mobile number of the personnel in the textbox provided.
Email Address Type the e-mail address of the personnel in the textbox provided.

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NOTE: To add fields in Global Master File, use BOS/e Data Architect. Refer to
BOS/e PeopleWARE Administrator Manual for the pertinent procedures.

2. Enter appropriate data into the fields.

NOTE: Follow your companys convention in entering data. For instance, if data
have to be entered using uppercase letters, you should enter data in that
manner. Doing so, searching for records using case-sensitive search string will
generate more complete and accurate result.

3. Click Save to save the record.

4. Repeat steps 1 - 3 to add and save another record.

NOTE: BOS/e Applicant InfoManager automatically assigns a Global Unique ID


(GUID) to each record that you add in the global Master File. This ID is
generated based on the last assigned number plus 1 (n+1). The GUID of a
record serves as its unique identifier in the database. This enables BOS/e to
quickly and efficiently locate the said record and any pertinent information
associated with it.

Never delete any record in any global Master File if youre unsure that it has not
been used in any company Master Files The record acts as a global link among
their replicates in company Master Files. Only newly added records, which have
not been used in any company Master File, can be safely deleted. Otherwise, it
will result to orphaned records in the company Master Files in which case, output
of certain processing such as payroll and attendance would become erroneous.

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BOS/e APPLICANT INFOMANAGER


Adding Records into Active
Applicant Master File

OVERVIEW
The Applicant Master Files are files that contain the records of active, keep-in-view, blacklisted, and
other types of applicants. These files are being kept in a companys database though the reference
file, the Global People Master File, used in creating them resides in the global database.

Steps
1. Click the [+] sign beside Company then select a company.

2. Click the [+] sign beside the companys name then click the Company Master File (Active
Applicants) folder. The Active Applicant Master File screen (Figure 6) should appear.

Figure 6. The Active Applicant Master File Screen

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3. Drag the global entry from the Global People Master File into the Active Applicant Master
File. A dialog box will prompt the user to confirm the records to be copied (Figure 7).

Figure 7. Confirm Dialog box

4. Click Yes to copy the data. The progress bar will display the progress of the task.
(Figure 8).

Figure 8. Progress bar

NOTE: To select multiple records, hold the CTRL key while selecting applicants.
You can then drag these selected records at the same time. The same procedure
can be performed when copying a record from the Active Applicant Master File
into the Active Employees Master File, and from Active Employees Master File
into the Separated Employees Master File.

4. A confirmation box will appear displaying the number of record(s) that were successfully
copied (Figure 9).

Figure 9. Information dialog box

5. Click OK to continue.

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6. Select the new active applicant then click Edit to modify the record. Double click the
record to display the Edit screen (Figure 10).

Figure 10. The Edit screen

7. Complete the data about the applicant by filling out the empty textboxes.

8. Click Save

9. After saving the modified record of the applicant, you can insert additional information
(such as personal information, educational background, and family background, among
others) by clicking View InfoCards . Refer to Figure 11 shown below.

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Figure 11. Select InfoCards window

10. Check the boxes that correspond to the InfoCards that you need.

11. Click OK to display the infocard window (Figure 12).

12. Click Edit to input the needed data then click Save . .

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Figure 12. InfoCards window

12. Repeat steps 1-11 to add another record.

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BOS/e APPLICANT INFOMANAGER


Using Filtered and Categorized
Subsets

OVERVIEW

Filtered and categorized subsets are being set up in BOS/e InfoManager Customizer (for the
detailed procedure, you may refer to Managing InfoManager Customizer Chapter of the BOS/e
PeopleWARE Administrator Manual). These subsets were set up for grouping purposes.

BOS/e APPLICANT INFOMANAGER


Viewing a Filtered Subset

Steps
1. Click [+] sign beside Global and then click [+] beside Global Master File (Global
People).
2. Click Filtered Subset. Existing folders (if any) should appear below it. Refer to Figure 20.

Figure 20. Viewing Filtered and Categorized subset

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BOS/e APPLICANT INFOMANAGER


Viewing a Categorized Subset

Steps
1. Click [+] sign beside Global and then click [+] beside Global Master File (Global People).
2. Click Categorized Subset. Existing folders (if any) should appear below it. (Refer to Figure
20.)

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BOS/e APPLICANT INFOMANAGER


Commonly Used Buttons in
BOS/e Applicant InfoManager
Refer to Table 3 shown below for the commonly used buttons in BOS/e Applicant InfoManager.

Table 3. Commonly Used Buttons in BOS/e Applicant InfoManager

Button Actions/Remarks

Click this button to edit a particular record.


Edit

Click this button to insert a new record.


Add

Click this button to delete a record.


Delete

Click this button to save the record you have created.


Save

Click this button to cancel the changes you made.


Cancel
Using the arrow key, select the record that you want to view then click this button
to view the details of said record. You can also opt to click this button first before
View Record using the arrow keys to select a record.

Select a record then click this button to view InfoCards associated with it.
View InfoCards
Select the record that you need then click this button to view the memo
View Memo associated with it.

Select the record that you need then click this button to view the picture
View Picture associated with it

Click this button to display newly created records. For example, the record you
Refresh created for a new applicant.

Click this button to reflect the changes that you made. For example, you moved a
Refresh Tree record from the Global People Master File to Active Applicants Master File.
For example: you are modifying the records of an active applicant and you need
to assign his/her position code but when you click the pick list button or the
look up button for position code you did not find the position code applicable for
him/her, you will go back to BOS/e Lookup Manager (please refer to BOS/e
Lookup Manager for the step-by-step procedure) to create a Position Code and
Refresh then you return to BOS/e Applicant InfoManager and then click Refresh Lookups
Lookups for the changes you made in the BOS/e Lookup Manager to reflect in this
component.

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BOS/e APPLICANT INFOMANAGER


Summary

After reading this manual, users are expected to be able to perform the
following:

Update applicant master and detailed information

Move data from Global People Master File to Active Applicants Master File

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