1.2 BOSe HR InfoManager - Sept 2013

BOS/e PeopleWARE User Manual
Copyright 2013
www.DIGINFObettersystem.com
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:
Maintains active and inactive employee records.

Completion of records of Active Employees with the necessary information.
Associated Components:
BOS/e Applicant InfoManager
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 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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Steps in Running the 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.
Figure 1. BOS/e HR InfoManager
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Using the BOS/e HR InfoManager
This particular chapter involves the following activities:
Completing records of Active Employees with necessary information

Moving an employee record from the Active Employees Masterfile into the Separated
Employees Masterfile
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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Figure 2. The Active Employee Screen
2. Click Find from the toolbar. The Find Screen (Figure 3) should appear.
Figure 3. The Find Active Employee Screen
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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.
Figure 4. The Find Record Result Screen
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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Figure 5. The edit screen
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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NOTE: Some of the fields and infocards must have a value in order for the
BOS/e Payroll Processor component to run smoothly.
Table 2. Modifying the Active Employees Masterfile
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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Table 2. Modifying the Active Employees Masterfile (Continuation)
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.
Daily-Rated. Select this if the employees basic rate is

stated in daily rate. An employee is said to be daily-
rated if his/her earnings are computed based on actual
days worked. Most plant workers are daily-rated
employees.
Monthly-Rated. Select this if the employees basic
rate is stated in rate per month. An employee is said to
Py Type* be monthly-rated if his/her earnings are based on
his/her monthly basic salary. Most office-based workers
are monthly-rated employees.
Hourly-Rated. The employees pay is computed by
multiplying his/her hourly rate with actual hours worked.
Crewmembers of most fast-food chains have this kind
of pay.
Weekly. Select this if the employees basic rate is
stated in weekly rate. Here, the employees earnings
are computed per week.
Select the appropriate code for the employees tax

Tax Exemption Code * exemption status from the drop down list. If you specified
an incorrect tax code, the withholding tax computed by
BOS/e Payroll will be inaccurate.
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Table 2. Modifying the Active Employees Masterfile (Continuation)
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.
Other Payroll Related

Infocard Fields Action/Remarks
Coopmember Specifies if the employee is a member of a cooperative.
Code used to determine the coop name wherein the
Coopcode employee belongs to.
Click the drop down list and choose PGB1 Code to specify
Pagibigoption if the employee share is P100, choose PGB2 Code to
specify if the employee share is P200.
Click the picklist button, select Y or N. Select Y if the
Requirehourswork employees attendance details (time in and time out) are
needed before his/her salary can be computed using the
BOS/e Payroll Processor. Otherwise, select N.
Unioncode Specify the employees union code.
Unionmember Specify if the employee is a union member.
Withpagibig Specify if the employee has PAG-IBIG deduction.
Withtax Specify if the employee has withholding tax.
Withsss Specify if the employee has SSS deduction.
8. Click Save .
9. Press to close edit window.
10. Repeat steps 6-9 to update another record.
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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).
Figure 6. Confirmation Dialog Box
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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.
Figure 7. Progress Bar Figure 8. Message 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).
Figure 9. Sorting the fields
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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.
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.
Figure 20. Viewing a filtered and categorized subset
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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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Commonly Used Buttons in
BOS/e HR InfoManager
Refer to Table 3 shown below for the commonly used buttons in BOS/e HR InfoManager.
Table 3. Commonly Used Buttons in BOS/e HR InfoManager
Button Actions/Remarks
Click this button to edit a particular record.

Edit
Click this button to add a new record.

Insert
Click this button to delete a record.

Delete
Click this button to save the record you created.

Save
Click this button to cancel the changes you made.

Cancel
Using the arrow key, select the record that you want to view and then click this
button to view its details.
View Record
Using the arrow key, select the record that you need and then click this button to
view InfoCards associated with it.
View Infocards
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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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.
Figure 21. The associated external file button
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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Figure 22. Associated external file window
3. Click Add Object to add a file/picture. A figure similar to the one shown
below will appear.
Figure 23. Associated Object Window
4. Click the folder icon to choose the location of the file. See Figure 24.
Figure 24. Open dialog box
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5. After selecting the picture or memo, click Open . Refer to Figure 24.
Figure 25. Associated Object Window
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.
Figure 26. Associated External File Window
2. Click View Picture to see the picture you inserted or click View Memo if you
inserted a file.
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Figure 27. Picture Fields Window
Filtering and Searching for
Records of Employees
Steps
1. Click Find Records from the BOS/e HR InfoManager toolbar.
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Figure 28. Find Records dialog box
2. Go to the Find tab to search for a specific employee record. To shortlist or

search for employee records using predefined condition, go to the Filter tab
or click Filter from the toolbar.
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.
4. Click on the main window of BOS/e HR InfoManager to close the component.
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Conclusion
After reading the manual, users are expected to be able to perform the
following:
Update Active Employee information.
Move data from Active Employees Masterfile to Separated Employees Masterfile.
Browse/set Active Employees external files.
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BOS/e PeopleWARE User Manual

Maintains active and inactive employee records.

Roles of BOS/e Data Architect:

Steps in Running the BOS/e HR InfoManager

Figure 1. BOS/e HR InfoManager

This particular chapter involves the following activities:

Completing records of Active Employees with necessary information

Figure 2. The Active Employee Screen

Figure 3. The Find Active Employee Screen

Figure 4. The Find Record Result Screen

Figure 5. The edit screen

Table 2. Modifying the Active Employees Masterfile

Table 2. Modifying the Active Employees Masterfile (Continuation)

Daily-Rated. Select this if the employees basic rate is

Select the appropriate code for the employees tax

Table 2. Modifying the Active Employees Masterfile (Continuation)

Other Payroll Related

9. Press to close edit window.

10. Repeat steps 6-9 to update another record.

Figure 6. Confirmation Dialog Box

Figure 7. Progress Bar Figure 8. Message Box

Figure 9. Sorting the fields

Figure 20. Viewing a filtered and categorized subset

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

Click this button to edit a particular record.

Click this button to add a new record.

Click this button to delete a record.

Click this button to save the record you created.

Click this button to cancel the changes you made.

Figure 21. The associated external file button

Figure 22. Associated external file window

Figure 23. Associated Object Window

Figure 24. Open dialog box

Figure 25. Associated Object Window

Figure 26. Associated External File Window

Figure 27. Picture Fields Window

1. Click Find Records from the BOS/e HR InfoManager toolbar.

Figure 28. Find Records dialog box

2. Go to the Find tab to search for a specific employee record. To shortlist or

4. Click on the main window of BOS/e HR InfoManager to close the component.

Update Active Employee information.

Move data from Active Employees Masterfile to Separated Employees Masterfile.

Browse/set Active Employees external files.

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