Introduction Guide SunFish HR Version 5.5

Human Resource Management System
SunFish HR Version 5.5
Introduction Guide
Doc Num: SFHR5.5.0-UM-INTRODUCTION-EN-V1
Copyright Notice
© 2012 DataOn Corporation. All Rights Reserved
DataOn, SunFish, SunFish HR, SF Report and SunFish Application Platform are trademarks of DataOn Corporation. All other
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the express permission of DataOn Corporation.
Table of Content
Table of Content..................................................................................iii
Overview..............................................................................................4
1. Intended Audience...........................................................................................5
2. SUNFISH Information Resources.......................................................................5
3. About DataOn SUNFISH Documentation.............................................................5
4. Printing the DataOn SUNFISH Documentation....................................................5
5. Getting Answers...............................................................................................6
6. Contacting DataOn...........................................................................................6
SunFish HR Getting Started Guide........................................................5
1. Introduction to SunFish HR...............................................................................5
2. Summary of SunFish HR Features......................................................................6
3. Benefits of SunFish HR....................................................................................11
4. About the SunFish HR User Manuals................................................................13
5. Starting to use SunFish HR..............................................................................17
5.1 Opening your Browser and Connecting the SunFish HR............................................17
5.2 Logging In............................................................................................................19
5.3 System Forced Password Change...........................................................................22
6 Understanding the homepage & using its functions............................................23
6.1 Summary of Homepage Functions for ACTIVE USERS......................................25
6.1.1 Welcome User.............................................................................................................26
6.1.2 Level 1 :: Home, Profile, Logout & Time Information.....................................................26
6.1.3 Level 2 :: Active Request Alert, Office Switch & Language Switch..................................31
6.1.4 Level 3 :: Software Functions Menu.............................................................................36
6.1.5 Level 4 :: Search, Shortcuts & Dashboard Information..................................................40
6.2 Summary of Homepage Functions for PASSIVE USERS............................................60
6.3 Switching to the screen you want to display............................................................70
6.4 Accessing the Online Help......................................................................................74
7. SunFish HR for other Devices..........................................................................78
7.1 Light Version of SunFish................................................................................79
8. Closing Remark..............................................................................................83
SunFish HR Version 5.5: Introduction iii

Overview
SunFish HR™ Version 5.5
The people are the most valuable asset of an organization. Building, sustaining and developing the
organization’s workforce will always be a key component of achieving the company’s strategic
objectives. SunFish HR is a modular HR application designed with the flexibility to support the needs
of HR management in medium to large organizations, from a variety of industries. With the vast array
of features in SunFish HR, human resource professionals, management and even each individual are
given access to the powerful tools needed to develop your organizations workforce with a focus on
achieving corporate strategic objectives.
SunFish HR integrates all functions of HR on a single system, providing a variety of advantages not
available in traditional HR environments. SunFish HR brings together all aspects of the HR domain:
information, administrative and strategic functions.
SunFish HR Version 5.5: Introduction 4

1. Intended Audience
This SunFish HR Introduction Guide provides anyone using the system with a general overview of the
of the SunFish HR application basics. As the name states, this guide serves the purpose to introduce
general aspects of DataOn’s Human Resource Management Solution SunFish HR Version 5.5 to users
that are still unfamiliar with the software. It covers an initial presentation of the software itself, the
features and their purposes, the software benefits as well as the structure of the user manuals.
Moreover, this guide covers the first steps to get started using the software and explains the main
functions on the entry page of SunFish HR, when you would use them and how to access them.
2. SUNFISH Information Resources

DataOn Corporation is committed to setting the standard for customer support, in education,
administration, technical support and professional services.
SUNFISH Information Resources

Resource Description
DataOn Site  One stop information about SUNFISH’s products and services.
 Offers up-to-date information and tips for users of SUNFISH
http://www.dataon.com
products.
3. About DataOn SUNFISH Documentation

DataOn SUNFISH documentation is designed to provide support for its users. Both the print and
online versions are available. This manual when used together with the SunFish Application and its
integrated online help should provide a comprehensive reference to all features and their use in the
majority of environments.
4. Printing the DataOn SUNFISH Documentation

For users who are working with an evaluation version of DataOn SUNFISH, there is a version suitable
for printing. You can use Adobe Acrobat Reader available from http://www.adobe.com to print the
entire module or individual pages. The digital version of this manual is available on your SunFish
installation CD or by contacting DataOn as described below.

5. Getting Answers
One of the best ways to solve particular programming problems is to tap into the vast expertise of the
SUNFISH programmers in the SUNFISH support site available with your corporate login at
http://www.dataon.com. If additional information is required please contact your HR department or
other internal representative or feel free to contact DataOn technical support as described below.
6. Contacting DataOn
Corporate Corporate Office

Headquarters DataOn Corporation
PT. IndoDev Niaga Internet
The Belleza, GP Tower Lt. 28
Jl. Letjen Soepeno No.8
Jakarta 12220 Indonesia
Tel: +62.21.304.85550
Fax: +62.21.304.85541
Technical Development Office

Support Jl. Arteri Iskandar Muda No.8
Jakarta 12220 Indonesia
Tel: +62.21.722.3535
Fax: +62.21.726.9060
Telephone support is available Monday

through Friday 8 A.M to 5 P.M
Jakarta time (GMT + 7)
Tel: +62.21.722.3535
Email: info@dataon.com
Posting question to SunFish Support Forum
(http://www.dataon.com)

 Introduction to SunFish HR
 Summary of SunFish HR Features
 Benefits of SunFish HR
 How to use the SunFish User Manuals
 Access to SunFish HR
 Functions and Information on the Homepage
 Menu Items
 How to use the Online Help
 Other devices SunFish HR can be used on
SunFish HR Getting Started Guide
This guide is intended as a general introduction to SunFish HR for any user who will access the
system and attempts to give a general understanding of the functions, benefits and usage of the
SunFish HR software software.
Covering topics like access to software, the functions that are generally embedded with every
screen of the application (like the ones in the header and/or the left panel) as well how to
customize your dashboard, this guide intends to make users more familiar with new application,
and the structure of the user manuals. Detailed information on the use of specific features within
each module, however, is not part of this guide; such information can be found in the individual
manuals specific to each section.
In addition to the PC or Laptop application of sunfish HR, the document will also show and explain
how to use SunFish HR on other devices such as your mobile phones, PDAs, or touch screen
terminals.
1. Introduction to SunFish HR
The Internet and related technologies have brought completely new dynamics into every aspect of
a company’s operation. Innovation, flexibility and ability to quickly anticipate changes, to name a
few, are principles behind every evolving strategy to build competitive advantage. Technology is
required to provide people with the framework and tools to drive these changes.
With all company areas undergoing changes, the Human Resource Department is no exception as
companies rely on their employees to keep up with these new dynamics and fast paced changes –
thereby ensuring the company’s success. Not only added pressure but also newly required mobility
has changed the workforce, its attitude towards work and even its loyalty towards employers.
These paradigm shifts require organizations to rethink strategies to train, develop and network
people in order to retain them. Therefore the role of HR departments has evolved from transaction
processing and administrative tasks to perform more value-added and active tasks in the strategic
business planning.
The SunFish HR application is built around that paramount task of bringing together all aspects of
the HR domain: information, administrative and strategic functions.
SunFish HR Version 5.5: Introduction viii

 It gathers information to ensure that you develop a complete understanding of your
organization and employees;
 It simplifies your administration through automation of payroll, leave, reimbursement, etc.
Through ESS functions it re-allocates some of those tasks back to managers and employees,
thus sharing control of data and facilitating more accuracy, timely management of updates,
and requests. Workflows automatically route tasks through review and approval trails thereby
improve the processing speed and ensure no task is overlooked;
 The strategic functions such as competency and performance management, IDP, training,
career path and succession analysis and planning, recruitment and balanced scorecard help to
define and understand your organizations mid/long-term objectives and strategies to make
sure the right people are placed in the right positions at the right time.
2. Summary of SunFish HR Features
The following table lists some of the typical functions available in each module. For more detailed
description of each modules functions, refer to the relevant User Manual.
Feature Purpose
- Maintains employee information incl. education, skills, competency,
Employee other pertinent information, giving a complete profile

- Permits employees to manage their own info by allowing them to
request updates online
- Reporting tools for management incl. demographic reports
- Allows to set up and take Employee Engagement Surveys
- Provides tracking of the completion of the on-boarding process (data,
mandatory trainings, survey, other equipment)
7
- Records employee attendance and related requests via login at work or

interface to other attendance devices; or through interface with external
Time & Attendance devices (barcode, fingerprint, magnetic card, etc)
- Manages leave, overtime, etc. data, daily status, related requests and
balances
- Tracks schedules, working hours, sick days, overtime
- Automatically calculates overtime (OT) and reports to Payroll if overtime
is paid, or allows to process accumulated OT as extra leave if
compensated by additional Off days
- Report quickly and accurately on hours and days worked, leaves taken,
etc.
- Maintains & processes salaries, tax and other benefits
SunFish HR Version 5.5: Introduction ix

- Includes flexible compensation matrix for different shifts, overtime,
allowance, and much more
Payroll
- Complete, fully-integrated management of all payroll activities incl.
taxes, government reporting, bank transfer notification, extraordinary
payments
- Brings automatically working hours over from attendance tracking to
calculate pay and other benefits
- Provides a complete set of salary and tax reports, generates discrepancy
reports between monthly payroll cycle amounts to focus analysis of
increased, decreased component values and their impact
- Depicts a payroll cycle diagram with all steps included in the process
from start to finish whereas checkboxes show whether a step is
completed or still open
- Automatic wage calculation and pay slips (secured PDF via email)
- Definition and management of multiple reimbursement options incl. their

limits
Reimbursement
- Online request and approval of reimbursement requests as well as
cancellation of approved requests and payments if need be
- Integrates approved reimbursement amounts with payroll of set up or
runs them outside payroll when process is required more frequently
- Controls reimbursement balances
- Full reporting of all reimbursement information
- Maintain and process loan requests and approval as well as cancellations

of approved loans if need be
Loan - Request form automatically calculates installments and timeframe based

on entries for periods, rates and loan types
- 2nd verification of approved loan amounts and disbursement tracking
- Manage loan process:
o Process automatically regular monthly installments, interests, and
calculate outstanding balances
o Postpone one or more payment dates; or reschedule loan periods
or installment amounts if need be
o Process extra installments with bonuses, etc.
o Close loans when fully paid
- Integration with payroll for easier loan control and payment
- Review and appraise employee performance, can be done by employee
SunFish HR Version 5.5: Introduction x

themselves, supervisors and team colleagues, etc.
- Verify employee evaluation as final conclusion
Performance - Evaluations can encompass (job) goals/objectives, hard and soft
Management competencies as well as traditional behavioral appraisal questions
- Evaluation templates can be set up with standard set of questions to be
used for all employees or based on based on job family levels/
departments
- Assess employees as a follow up of good or not so good performance
evaluations to determine other factors why an employee is performing the
way he/she is; determine strengts, weaknesses, improvement areas and
develop course of action (promotions, career changes, training, coaching,
etc)
- Define and monitor Individual Development Plan items and achievement
deadlines
- Set up balances scorecards to communicate and show corporate strategic
goals, and measure and track the performance of the company as a
whole or that of individual departments or business units based on KPIs
- Manage training courses, seminars, educational purpose, budgets by

departments, job families or levels, training courses; competencies to be
achieved with training, etc.
Training
- Handle online training requests, approval and registration
- Schedule dates and session times, costs, venues, training agendas
- Track training attendance and integrate competencies achieved with
updating the skill profile of employees
- Allow evaluation of employee by training provider and superiors
- Allow feedback on training course by participants
- Utilize eLearning function to develop company-specific topics, or
educational programs in a cost efficient way and deliver them Online; use
exams to control eLearning courses are taken seriously
- Shows organizations structure and postions in the companies (branches)

Organization with employees holding them in a tree structure including a job
Structure description and position competency requirements
- Allows displaying selective detail organization chart with additional data
on employee holding a current position such as grade, photo, email, etc.
- Cleary marks vacant positions
- Allows all employees with access to be informed on company policies
- Submit / Approve Announcement Requests for publication on HR
SunFish HR Version 5.5: Introduction xi

homepage
- Request/ Approve New Policies or Policy Revision
- Create different types of organizational structure related reports including
structural changes, vacancies, job grade allocation, employee per
department overview etc.
- Manage organization structure setting and vertical arrangements of
departmental structures easily using drag drop capabilities
- Create different versions of the organization structures at different times
of points. Past structures can be saved for record keeping and
comparison purposes, templates can also be created for a potential future
structure e.g. if restructuring is planned, with a determined effective date
- Manage employee awards and disciplines,

- Set up disciplines with to point deductions and link it to the performance
evaluation feature.
Career - Manage employee career transition from status changes like probation to
Administration permanent or higher job grade, to promotion, mutation, new job
assignments, movements to another branch, location or even company,
etc.
- Alternatively, initiate transitions via request and approval
- Initiate employee termination process
- See how employee competencies match with that required for their
positions, and review whether another position would be a better match
- Analyze potential succession for key and all other positions and manage
potential successors and track their competency match development
- See training recommendation for closing competency gaps
- Do Career Path Planning interactively; have managers and superiors work
together on defining development milestones
- Create manpower plans (MPP) to predict recruiting levels and times

Recruitment - Initiate recruitment via requests and based on MPP or due to other
circumstance, e.g. replacement
- Define job requirements, desciptions & tasks that automatically link to
recruitment requests in order to specify candidates sought
- Start the hiring process for vacancy by publishing them:
o for external postings keep track of sources, publishing periods and costs
o use Job Online to interface the with the company website or intranet
and publish new vacancies internally and allow online application.
- Establish procedure plan for position selection cycles; depending on the
SunFish HR Version 5.5: Introduction xii

hierarchical level of the position list different types of selection steps,
related activities, time frames and people in charge
- Collect applicant data including skills, education competence, experience,
use information to find out how well they qualify for applied position as
well as how they compare to each other
- To save time, use automated initial filter function to sort out applicants
not passing most basic requirements
- Assess shortlisted applicants according to selection procedure; schedule
tests, interview, negotiation, etc. and keep track of related costs
- Evaluate applicants via competency ranking, strength/weakness
comments, observations, test results, etc; combine input of all reviewers
and variety of anaysis tools to determine best match
- Generate automated acceptance or rejection letters based on hiring or
not hiring decisions, and transfer all collected applicant data to the
Employee Information profile upon hiring
- Exercise process control frequently using analysis and reporting tools to
ensure effectiveness and to achieve ideal results.
- Define criteria for all areas of your system here such as company,
Settings positions, employee groups, security, etc.
- Set shifts, work schedules, overtime patterns, define leave, permit types
- Create types of reimbursement and loans including the conditions under
which they granted
- Define payroll periods and payroll components, Financial System link, etc.
- Manage Appraisal Templates, Competencies, BSC Trend Setting,
Competency Ranking, etc.
- Manage training courses, providers, costs, program & competencies,
eLearning Courses, Materials, and Exams
- Manage letter templates, auto genenerate email content, and many more
- Create budgets related to recruitment, payroll, training, reimbursements,
etc. and use to subtract actual costs in the front end to track budget
adherence in different HR areas
- Each area is cleanly laid out for system administrators oder Module PICs
to enter the data that are needed to use respective front end modules
3. Benefits of SunFish HR
SunFish HR Version 5.5: Introduction xiii

Each module of the software has a long list of its own benefits. In this section of the Introduction
Guide we only want to point out the overall benefits of the SunFish HR solution to give you a little
bit of insight why your management has decided to implement the software. In the Human
Resource Management Zone on our website http://www.dataon.com/en/page79725.htm, we
explain in great detail the benefits that each module has individually. Please go there to read more
details. Among the overall benefits companies gain by implementing the SunFish HR solution are:
 Save resources and time on tracking employee information, keeping files up-to-date and
generate relevant report, the system stores all info for easy updates and reporting;
 Online reporting: technology allows a much broader variety of methods to view and detail
drill-down than is possible of paper. Reports can be produced quickly on a wide range of
criteria for useful analysis, auditing, and consulting with data displayed being real-time;
 Manual tracking and reporting mean paperwork, costs add up when producing, processing
and storing these papers, SunFish HR reduces paperwork and costs for it to a minimum;
 Utilize Employee and Manager Self Service (ESS/MSS) functions share administrative
burden between employees, managers and executives to allow them to interact and
communicate efficiently and accurately regarding administrative responsibilities and share
their by enabling employees to view their own data and initiate updates as well as review
leave utilization, reimbursement expense maximums, pay history, submit broad range of
requests incl. sick days, leaven, loans, overtime, training participation, and so on
electronically, and initiate the approval process; ESS/ MSS supports reduction of
bureaucracy and help desk costs, improves data accuracy, and timeliness of data and
request submission and approvals;
 Technology automates scheduling which allows an easier and more flexible management
of numerous different shifts and work patterns, their combination into multiple work
schedule variations, and assignment to employees, while at the same time being able to
transparently move daily shifts around to temporarily cover hours of employees that are
absent on certain days;
 Automatic tracking of overtime after one-time set up of overtime rules, controlling limits,
compensation methods in relation with working schedules and attence recording and
approvals; automatically relate overtime to payroll and include in salary process;
 Reduce monthly payroll process effort, time and costs; usually it takes significant time to
enter and collect data from different areas as well as calculation of allowances, overtime,
reimbursements and tax. The system automates the whole process by bringing the
relevant numbers and calculation together automatically reducing time and cost for payroll
processing costs, not to mention the tax calculation and reporting;
 Reduce errors in payroll and tax calculation and eliminate tax variance between monthly
and yearly tax calculation, and automated government reporting and compliance;
SunFish HR Version 5.5: Introduction xiv

 Online and/or secured email PDF provision of payslips reduces costs of payslip printing and
delivery;
 Use budgeting and analytical tools to better understand HR’s cost and impact, allowing
management to make better decisions.
Once these fundamental HR tasks above are automed by using technology, the foundation is laid
for the HR Department to take on a more strategic role. Implementing and driving new initiatives
using the strategic tools for performance, training and recruitment comes with following benefits:
 Definition of performance objectives, KPIs, etc. and their achievement scores clearly
establishes the expectations the company has and understably communicates
accountability to those assigned with specific tasks by putting them into context with
overall company goals as well as departmental procedures;
 Ultimately performance management is a way to evaluate the productivity of individuals
and departments to ensure the company functions more efficiently, keeps overhead low,
and has the best chance of succeeding;
 Use of assessments allows to drill down deeper into employees career path wishes and
establish individual development plans accordingly;
 Improved Training Management and cost savings can be achieved by linking training
programs to position skill requirements, competency gaps, corporate goals, and individual
development targets combined with tools to assess the effectiveness of different training
measures in order to make sure money and time spent on training actually contribute to
the employee’s development and the corporate value;
 Interactive manpower planning tools allow executives, HRD, and supervisors to collaborate
in the process of matching workforce supply to position needs at organizational and/or
regional levels; input of all parties on current resources, forecasting future requirements,
and availability is needed to ensure good balance between growth and efficiency;
 Recruitment costs will be reduced enormously, since most of the steps are automated and
the system handles all areas of recruiting from job ad to final selection;
 Retention and turnover cost saving: by implementing an HR solution employees become
engaged in all aspects related to HR and their career development; however, the system
incorporates several smaller functions like satisfaction surveys, workplace polls, automatic
emails for birthdays, child birth, marriage, etc., automatic reminders for on-time contract
and other paperwork renewals that help to give employees a feeling of integration,
boosting their moral and showing that their opinion and contribution to the company is
being valued;
SunFish HR Version 5.5: Introduction xv

Altogether these strategic tools for engagement can make noticeable improvements to the work
force’s overall job satisfaction and help to retain employees, which is important because loosing a
valued employee is a significant expense not only in replacement costs but also lost business (or
productivity) costs.
The business benefits of an HRM which make the reason to buy it can be summarized as:
 Make the HR situation in the company visible to decision-makers
 Reduce errors
 Reduce paper files and costs
 Reduce time spent in each area of HR by automation
 Generate financial savings through HR workload sharing
 Save Administration costs
 Make time for strategic employee planning
 Employee Engagement to improve productivity and reduce turnover
4. About the SunFish HR User Manuals
The purpose of DataOn’s SunFish documentation is to introduce the software to those users not
familiar with it and to provide ongoing support and look-up reference as the system knowledge
advances and more functions are being used.
There is a different number to the user manuals, depending on the SunFish HR version you have
deployed. There are 2 Version – SunFish HR Professional (for fundamental administrative and
operation purposes) and SunFish HR Enterprise (for operational and strategic purposes). The
software documentation in full contains the following user manuals including a summary of their
content:
1) Introduction Guide: covers explanation on how to access the HR application, how to use
the functions on the first page after entry: how to set profile, how to customize the
dashboard and the shortcuts, use of search and menu items, etc.;
2) Standard Version - Employee User Manual: covers explanation of the function for the
Employee Module, incl. employee information, search employee, employee data changes
request, and employee data report.
3) Standard Version – Organization Structure User Manual: covers explanation of the function
of Organization Structure Module, incl. show the organization structure, show company
SunFish HR Version 5.5: Introduction xvi

policy, announcement request, policy request, organization report and its settings that are
foundation of every implementation.
4) Standard Version Career Administration: covers explanations of the functions Basic Career
Administration, incl. awards history, disciplines history, career history, career report, and
their settings.
5) Standard – Settings Group: covers explanation of all the general settings that is required to
be configured as foundation of every implementation, incl. Function Authorization, Data
Authorization, Setting Management and Template Management.
6) Time Attendance User Manual: covers explanation for all features for the Time Attendance
Module incl. scheduling, shift assignments, leave request approval, leave cancellation,
overtime, permit, sickness, reporting attendance interface process, attendance statistics,
and settings to operate this feature;
7) Payroll User Manual: covers explanation for all Payroll-related features incl. master payroll
data management, component definition, payroll process, back pay, severance and final
pay, pay slip, payroll verification, government filing forms, payroll reports, payroll
calculator, YTD recalculation, and settings to operate this module;
8) Reimbursement User Manual: covers explanation for reimbursement balance,
reimbursement request and approval incl. cancellation request and approval,
reimbursement process with payroll, reimbursement processing outside payroll, balance
maintenance, balance refreshing process, report, and settings to operate module;
9) Loan User Manual: covers explanation for loan history, loan request approval, loan
management: payments, rescheduling, postponement, etc. installment processing, reports,
and settings to operate module;
10) Professional User Manual: covers explanation for additional functions that are available in
Professional version, like ESS, additional features in career like Termination Checklist,
organization module like Announcement and Policy request, approval and publication;
11) Training User Manual: covers explanation for training request and approval, training plan,
training scheduling, training attendance, training feedback, training evaluation, feedback
average process, unscheduled training requests, reports, eLearning, settings to operate
module;
12) Performance Management User Manual: covers explanation for appraisal form, appraisal
conclusion, final score adjustment, appraisal history, appraisal reports, assessment request
and approval, assessment scheduling, assessment result form, individual development
plan, IDP monitoring, reports, balanced scorecard, HAV, and settings to operate the
module;
13) Recruitment User Manual: covers explanation for manpower planning request and
approval, recruitment plan, candidate search, recruitment request and approval, vacancy
listing, vacancy advertising, selection plan, applicant tracker, applicant statistic, applicant
SunFish HR Version 5.5: Introduction xvii

comparison, selection process: filtering, applicant review, selection stage results,
employment process, letters, report, and settings to operate module;
14) Enterprise Amendments User Manual: covers explanation for additional functions that are
available in Enterprise version, like Employee engagement, career planning, career
analysis, succession planning, succession anlaysis, strategic reports, etc.
Depending on the version your company bought, the following set of user manuals have been
delivered:
User Manuals delivered with Professional User Manuals delivered with Enterprise
1) Introduction Guide 1) Introduction Guide
2) Standard Version User Manual – Employee 2) Standard Version User Manual – Employee
3) Standard Version User Manual – 3) Standard Version User Manual – Organisasi
Organization Structure Structure
4) Standard Version User Manual – Career 4) Standard Version User Manual – Career
Administration Administration
5) Standard Version User Manual – Settings 5) Standard Version User Manual – Settings
Group Group
6) Time Attendance User Manual 6) Time Attendance User Manual
7) Payroll User Manual 7) Payroll User Manual
8) Reimbursement User Manual 8) Reimbursement User Manual
9) Loan User Manual 9) Loan User Manual
10) Professional Version User Manual 10) Professional User Manual
11) Training User Manual
12) Performance Management User Manual
13) Recruitment User Manual
14) Enterprise Version User Manual
Every set starts with this ‘Getting Started’ or introduction guide to build a basic understanding of
what SunFish HR is and how to start using the system. This manual targets users that are
completely unfamiliar with the software.
Once the basic functions are understood from this manual proceed to the specific user manual for
the functions. A new software user should follow the order above to familiarize him/herself with
the application. That means to start with reading the Standard Version User Manual and to try out
the core functions of Employee, Organization Structure and Career Administration by following the
explanations in the manual. Then continue with Time Attendance, Payroll, Reimbursement, etc.
The user manuals follow the order of their menu items in the software which were arranged by
SunFish HR Version 5.5: Introduction xviii

operational importance and module interrelations (e.g. the time attendance process has to be
closed before payroll can be processes if overtime is included in the salary process). A more
experience software user that only needs the manuals as a look-up to ensure he/she does an
activity correctly, can jump right into the user manual for the module of interest which covers the
function you are looking for. A table of content will help to locate the proper section quickly.
By reviewing all applicable manuals together you will learn about each feature in your system
including what it is, what tasks it handles, when you use it (and what for), which information you
have to enter or which processes to go through in order to achieve your tasks. Practicing based on
the guides instructions will give you an understanding of the software and a firm foundation in
using the system functions intended for you. At the end of your review the product will be familiar
to you and you’ll see its benefits, helping simplifying your work while using it.
However, everything begins with the basics. That is what this guide ‘Getting Started’ is for.
Reading it will give you a general understanding of the functions, benefits and it will also introduce
to you the initial objectives of using the software.
The ‘Getting Started’ guide’s objectives are:

- Understand SunFish HR and the decision behind the purchase
- Know the features of the software and generally what they are used for
- Understand the benefits of the overall systems
- How to access the software, including:
o Opening your browser
o Logging in
- Understanding the HR entry page
- Using the functions the HR homepage provides, including:
o Language Selection
o Switching Offices/Locations/Branches/Companies
o Active Requests Alert
o How to use the Search Function
o How to use Shortcuts and personalize your shortcut list
o How to set up one or more Dashboard to personalize your information display
- Learn to use the Online Help
- Learn to switch between menu items
5. Starting to use SunFish HR
SunFish HR Version 5.5: Introduction xix

5.1 Opening your Browser and Connecting the SunFish HR
Before you can use the HR application and all the functions you need for your work you must
enter the SunFish HR application. The first step to do so is opening your browser. Depending on
your computer you may find the Internet browser button in the “quick start menu” line (shown
below), in your “start menu” under Programs, or as shortcut on your desktop. If you are not
sure how to open a web browser, contact your corporate technical support or assistance.
Picture 1. Start Menu – Open Browser
Once you clicked the Browser button, a default Internet page opens, in which you type in the
URL under which the application is accessible in the ‘Address’ on top of the page. The address
of SunFish HR will be different for each company, if you are not sure of the address, contact
your corporate technical support. For this guide’s example the URL is from our demo site and
http://www.indodev.com:9090/hr54/
Picture 2. Type Application URL
The browser then takes a few seconds to display the page that belongs to the URL address you
have typed in. When it’s fully loaded you will see following Login Window before you can enter
the HR system. If you see a notice similar to “the page cannot be displayed” then you have
SunFish HR Version 5.5: Introduction xx

likely entered an incorrect address. Verify that the address is correct; contact your corporate
technical support for assistance.
Picture 3. Login Page of SunFish HR
Note:
SunFish HR is hosted on your corporate network. Depending on your company’s configuration you may not be able to
access SunFish HR from outside your office. At a minimum you will need to be connected a network to access SunFish
HR, so verify that your computer is connected before checking with your corporate technical support.
5.2 Logging In
The SunFish application is secured by a login to prevent unauthorized access foremost, but
also each person’s login is combined with a different set of functions that can be accessed. For
example any employee can see his/her profile, but not that of another employee, or only a few
management staff are entrusted with processing payroll or approving different types of
requests. So your login serves the system as a checkpoint to analyze what can be displayed
and based on that check it will show only features and data you are allowed to see.
For your information: your access is based on company policies that have been configured in
SunFish HR during the implementation process and can be adjusted by authorized staff only.
An administrator has arranged your access and login in the setting area (which is explained in
more detail in the data and function authorization sections of the ‘Standard Version’ user
manual).
SunFish HR Version 5.5: Introduction xxi

After you type the application URL you will get to the Login Window as shown above. In that
window you type in your Username and Password, which was given to you by the
administrator:
- Start with User Name
- Continue with the Password
User Name is a text field; in order to make an entry, simply click your mouse in the respective
field, and start typing the information.
1. Click mouse in field:
2. Type in your username (s), e.g. gordon:
Password is also a text field. Therefore, follow the same steps as described above for User
Name to enter your password, e.g. ‘sunfish’. For security reasons the password will not be
shown in the letter you type in but with dots or stars:
Picture 4. Login Box
After entering your user name and password the whole screen on your PC would look like
below. Note that your company may have implemented a different design, but you should still
be able to locate the User Name and Password boxes as well as the Login button:
SunFish HR Version 5.5: Introduction xxii

Picture 5. Example of User Login
Click the Login button underneath the password field or hit the ‘Enter’ button on your
keyboard to access the SunFish HR application and its features. When entering the application
you will see the following homepage displayed (depending on what you are allowed to see on
homepage):
Picture 6. Homepage of SunFish HR Application
Note:
The homepage can look different from above example. There are 2 main reasons:
a) You are not using a computer or laptop as device for accessing SunFish HR.
The homepage display depends on the device you are using to access the application. Above homepage is
displayed when using a regular computer, or laptop. If you are using a mobile phone, PDA, or touch screen
terminal, the homepages look different. The reasons why and what the homepage looks like on other
devices are explained in section 7. SunFish HR for other Devices. Please refer there for more information.
b) You are not an active user. The system distinguishes between active users and passive users. Active users
SunFish HR Version 5.5: Introduction xxiii

are usually employees that conduct operational, administrative and strategic HR tasks or parts of it for the
whole company. They are supervisors, managers, directors, HR staff, etc. Their dashboard allows them to
track important data, reminders, documents, approvals, developments, etc. Passive users on the other
hand are usually all employees with system access that only utilize the ESS functions for viewing data and
submitting requests. Since their data only relates to themselves, they don’t have the same requirement for
tracking issues as active users have. Therefore their dashboard looks different and only shows core
information like summary of personal information and photo, data completion percentage, leave balance,
number of sick days so far this year, medical treatment reimbursement, etc. What their homepage looks
like is shown in the next section 6. Understanding the homepage and using its function. Please refer there
for more information.
Forgot your password?

Before we continue with the HR Homepage and its functions, lets quick have a second look at
the Login Window again, because it provides a second function related to the login called
“Forgot Your Password?” (Marked red in the box below):
Picture 7. Forgot Your Password
This question is a link that helps you to enter the application when you don’t remember your
password. So if you tried to enter the software and failed because of an incorrect login, then
click on the “Forgot Your Password?” link. It will open following pop up window:
Picture 8. Insert Email if Forgot Password
SunFish HR Version 5.5: Introduction xxiv

In that pop you see a text field again. You can enter your email address in this field and the
system will automatically locate your account and email you a system generated new
password. If you do not receive an email with your new password, it is possible that your
email address has not been set-up in the system and you will need to contact your
administrator to have your password reset.
5.3 System Forced Password Change
Every company usually has a policy that forces application users to change their password
periodically. That is another measure to avoid unauthorized access. SunFish Password standard
system settings allow companies to choose between daily, weekly and monthly password
changes. Regardless the frequency, when the system initiates a password change, then users
type in their regular user name and password and click the Login button. However, instead of
loading the homepage after clicking Login, the users will see the password change screen
which looks like this:
Picture 9. Insert Email if Forgot Password
In that window you see 2 text fields again to enter and confirm your new password. Firstly,
type in the new password into the first text field. Then type in the same password again in the
second, text field to confirm the new password from the first field. To make the change
effective, click the Update button. If the data entries in both fields don’t match, the system
will provide a message as shown below and after click on OK, you have to repeate the data
entry in both fields.
If the data entry matches and the change has been successful, the system will now load the
homepage.
SunFish HR Version 5.5: Introduction xxv

6 Understanding the homepage & using its functions
When users enter the SunFish HR application after the filling in their username and password on
the login page, they will see the following (depending on what you are allowed to see) homepage:
Picture 10. Homepage
There are standard functions and displays that usually do not vary such as the header with the
“Profile”, “Logout” and “Active Request Alert” function as well as the ‘Search’ in the left column
on the top. But when we look at the menu, then it only displays all features you have access to
or when we look at the Shortcut links and dashboard item display that is shown in above
example then those parts will be configured to what each user needs and wants to see or quickly
access. Depending on whether your company decided on a standard configuration during
implementation or not, the homepage can show some pre-configured items or it also may be
entirely empty and it is up to the user to personalize the view. In this case the homepage screen
may look like this when entering the very first time:
As mentioned above Passive Users also do not have a configurable dashboard when they enter.
When a passive user logs in to the SunFish HR application, they only see a portal-style summary
page, showing fundamental information about their personal profile, photo, data completion
percentage, leave balance, number of sick days so far this year, medical treatment
reimbursement, reimbursement balance, and other profile categories such as education, payroll
history, pay slip, family members, etc. like in this example:
SunFish HR Version 5.5: Introduction xxvi

Picture 11. Homepage Active User
SunFish HR Version 5.5: Introduction

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6.1 Summary of Homepage Functions for ACTIVE USERS
The homepage has different levels in which it displays information or provides functions for
further actions. We will start with the Welcome User and then go through the levels, starting at
the top of the page and then going towards the bottom of the page. Following levels are there:
1. Welcome User
2. Level 1 :: Home, Profile, Logout & Date and Time Information
3. Level 2 :: Active Request Alert, Office Switch & Language Switch
4. Level 3 :: Software Functions Menu
5. Level 4 :: Search, Function Access Tracking, Shortcut Function & Dashboard
Information
Following will be the explanation for each level, what is shown and if it’s a function for further
action, when you use it, how and where it will lead you.
6.1.1 Welcome User
When we start with the top, which is the section we call header, then note on the left the
HR application information, the Welcome and your name. In this part, the system clearly
states which application you have accessed and the full name that belongs to the logged in
user. The name comes from your Profile information, set up during the implementation
phase.
Picture 12. Name of the logged in user
In our example, we use the Standard SunFish demo, so the logo displayed is the
application logo. However, as part of the implementation, the design and color scheme of
the application and its header are usually adjusted to your company’s corporate identity.
So, the header will look different, and instead of the SunFish logo, you will most likely see
your company’s logo.

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6.1.2 Level 1 :: Home, Profile, Logout & Time Information
On the very top of the header, the application has linksfor Home | Profile | Logout in the
middle and on the right side it displays the day, date, and current time. Both functions are
highlighted by a lighter background color:
Picture 13. Level 1 Links in the Header
The links and information have the following purposes:
» Date and Time Information:
The top part on the very right side of the header shows shows you constantly the day,
date and time during your session in the system. This is for informational purpose only.
» Home:
The Home link will always lead the user back to the main entry page from any other page
in the system. No matter what task users are currently doing, when clicking the Home link,
it will be aborted (so make sure to save first), and the default dashboard, shortcut
homepage screen (same as after the login) will be displayed.
» Profile:
The Profile link, allows the logged in user to review, and if need be change, core login
information such as password and password retrieval hints and answers, default system
language, decimal separator. Review and changes of the user profile does not interfere
with the activity on the main screen, since it takes place in a pop up window. So, when
users click the Profile link, following window will be displayed on top of the main screen:
SunFish HR Version 5.5: Introduction xxix

Picture 14. Change Profile Pop up
There are two different field types the screen provides:

1) Text fields, which are used for changing your user password, and to confirm the
changed password. It is also used to change hints and answer for the password retrieval
function on the login (Forgot Password);
2) Selection Fields, used for Languag. The language selection influences in which language
you prefer to work with this application. If you choose English, then every time you enter
the system, all the menu items, screens, field description, shortcut names, messages,
alerts, reminders, etc. are shown in English; if you choose e.g. Indonesian everything will
be shown in Bahasa Indonesia; or if you are a user in Thailand, and choose Thai,
everything is in Thai language.
Note the almost all fields are required, as marked with . That means the field cannot be
empty and MUST have a data entry.
1. Text fields are changed by mark the information that is shown in the fields,
deleting it, and typing in the new information. For example like this if you wanted
to change the field ‘Hints’:
» Click your mouse in the Hints field and mark the whole data entry that is
shown now:
» Then hit the Delete button on your keyboard so the field is emptied:
» Click your mouse again in the field and type in your new Hint (can be word or
numbers or both), e.g.:
SunFish HR Version 5.5: Introduction xxx

2. Selection fields are changed by simply selecting another option than then one
currently shown. A newly selected option will automatically replace the old one.
For example like this if you wanted to change the field ‘Language’:
» See the downward facing triangle on the right end of the field:
» Click it to unfold all the options in this field:
The list shows the standard languages the HR application is available in for this
demo version. However, depending on your country of operation, you most likely
have only 2 options available: English and your local language, or sometime there
is no other option than English (e.g. for companies in Dubai, Qatar, Maldives,
etc.).
» If another option is available, go with your mouse to the language option of
your choice, and click it, e.g.:
» The field will close, with that option chose and displayed and the previous one
replaced.
When done with one change or multiple, click the button on the bottom
of the screen to make the changes effective.
SunFish HR Version 5.5: Introduction xxxi

Picture 15. Save Changes to Profile Data
Upon clicking the “Update” button the new information will be saved and the pop up
window closed automatically. Depending on what you have changed, the impact will vary.
For example, if you changed the password or preferred language display, then it will
become effective the next time you login; if you changed the hints and/or answer, then it
will be effective, the next time you use the Forgot Password function.
» Logout:
The Logout link must always be clicked at the end of each session. When you are done
with your activities in the HR system and you want to leave it, then don’t just close the
window. Click ‘Logout’ first and when the system tells you, you are logged out successfully,
then close the window. When clicking the ‘Logout’ link, following message appears:
Picture 16. Logout Message

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On the dialog box, click the OK button to confirm the logout and finish the process. You
will then be directed to the login screen:
Picture 17. Login Screen after Logout
6.1.3 Level 2 :: Active Request Alert, Office Switch & Language

Switch
The next level in the middle of the header comes with 3 different functions: Active Request
Alert, Office Switch, and Language Switch.
Active Request Office/Branch Language Switch

Alert Function Switch Function Function
» The Active Request Alert notifies users about any outstanding, not yet
processed request;
» The Office Switch that allows users to view data for different branches of your
company if the HR application includes multiple locations and provided the user is
authorized to view data from other locations; and

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» The Language Switch allows users to change the default or preferred system
display language to another one. For example if the default system is English, user
can switch to to Indonesian or another language in which the system is set up.
Let’s look at the 3 functions in more detail:
» Active Request Alert Function
The Active Request Function serves 2 purposes: firstly it’s a reminder of what requests you
still have to process; and secondly it’s a shortcut to open these outstanding requests to
process them.
Reminder Function Shortcut Function

Shows the number of different The Active Request is a link that allows user
requests in different HR areas that are to see a list of the request types that
still pending your approval. require their approval. When then clicking a
certain request type in that list, the user is
linked to the respective HR area to process
the request(s)
- Makes sure processing any requests - System collects requests from all HR areas,
will not be forgotten but alert only states number of open requests
- When no more requests need to be - Theoretically, you can go into each menu item
approved the alert shows 0, then users and find out what request to process >> but
know, they have done all approvals and there are many areas: leave, overtime, permit
no new requests have been submitted requests in Time & Attendance, medical,
- The number count here collects all client-related requests in reimbursement,
requests that have either status ‘New’ or training requests so on
‘Awaitings’. Once request is ‘Approved’ or - The reason to usethe alert as shortcut is
‘Rejected’ it will disappear from alert. That saving time >> instead of searching the
means every time a new request is whole menu simply click the “Active Request”
submitted in the system that requires link >> at on glance you see: where requests
user’s approval the active request number are coming from and how may there are in
goes up, every time user approves or each area
rejects a pending request, the number
goes down.
Once you have clicked the Active Request Link, in our example 63 Active Request link,
following overview of pending requests will be provided:

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You can see exactly which HR
section the requests come from
and how many there are in each
section.
Picture 18. Active Request Alert
Each request area is shown as a link with the number of pending requests in that area. To
make use of the shortcut function, simply click link for the HR area, in which you want to
process requests and the system will direct you there.
For example if you wanted to process pending leave requests click the link 3 Leave
Request. The system will then direct you to the Leave Request Inbox page, and show each
request, including requester, that needs to be processed.
Picture 19. Active Request Alert Example
Now you only need to click the ‘Request Code’ and approve/reject the requests. When
done go back to Alert Window of “Active Request” and click the next area. How to

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approve/reject Leave, Permit, Sick Day, Overtime, Loan requests, etc. or confirm
Assessment Result Forms is part of another user manual.
Note:
If you click the “Active Request” link and the Active Request Available link does not appear, the screen may already be
open, but under your current browser. Check your Windows Task Bar to see if the window is displayed there, or use the
ALT-TAB keyboard keys together to change to the window.
» Office Switch Function
One of the benefits of SunFish HR is to provide multiple location or branch companies to

be integrated in one platform in order to centralize and consolidate all data and align them
to same HR operating standard; rather then each office having its own system making
reporting and information exchange difficult. In this case the system maintains data for all
companies and allows authorized users only to access data from other offices through the
Office Switch function.
Picture 20. Office Switch Function
So, if your company is a multi-branch company this information shows you under which
office you are registered and logged in. The HR data you can see in the system is also
limited to employees of that specific office. Only authorized people will have access to
multiple or all branches. However, even then data are still branch-related, meaning that if
you have selected e.g. DataOn Indonesia you only see information under all menus for
Indonesian employees. If you are allowed to see other offices and e.g. select Malaysia, the
system switches to display information for all employees in Malaysia, and so on.
The office switch is also a selection field, meaning it is changed by simply selecting
another option than then one currently shown. A newly selected option will automatically
replace the old one. If you want to switch to another office, follow these steps:
» See the downward facing triangle on the right end of the field:

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» Click it to unfold all the options in this field:
The list shows the offices/companies the logged in user has access to in this standard HR
application demo version. In a real-live scenario, this list will hold names of sibsidiaries or
names of branches, or similar depending on your company set up.
» If in your real-live scenario, you have access to another office

and its shown, go with your mouse to the language option of
your choice, and click it, e.g.:
» The field will close, with that option chose and displayed and
the previous one replaced
The system will then load the homepage for the selected office. This will take a couple of
seconds. In our example, the DataOn Philippines homepage looks like picture below. If you
compare with the DataOn Indonesia homepage it misses the graphs. Latest when you
open the Employee Information page, you’ll see the data are different.
Picture 21. Othe Office Homepage
» Language Switch Function
The HR application can have multiple languages depending on what your company
requires or the country it operates in. Standard languages the system is available in are:
English, Indonesian, Malay, Thai, German and Vietnames. Each activated language is
represented by its correlating country flag.

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When entering the system it is displayed in your preferred language according to your
‘Profile’ configuration. However, the language function is for switching between languages
for whatever reasons. May be you feel more comfortable with Indonesian in some areas
but with English in others.
Picture 22. Language Switch Function
In order to switch the language, simply click the flag of the country in whose language you
wish to see/use the application. Click the Indonesian flag to display the whole system and
data in Indonesian, click the Thailand flag to display everything in Thai, etc. If for example
you clicked the Thai flag, the system take a few seconds to refresh and then displays field
names, menus, data entries in Thai:
Picture 23. Thai Language Switch Example
6.1.4 Level 3 :: Software Functions Menu
The most obvious feature when in the header is the navigation line with its main 10 menus
for each HR section and a Setting item above the dashboard. It is this menu you will use
most frequently in order to access different functions of HR system:
Picture 24. SunFish HR Menu Main Menu Items

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» Each main menu item has several sub categories that provide a structured and user-
friendly way to handle all different categories of information belonging to one area.
» Your navigation line may not have the same main menus as displayed in the above
example. The menus you see and can open depend on:
I. The HR version your company has implemented:
• The Professional HR version of SunFish includes Modules Employee, Time
Attendance, Payroll, Reimbursement, Loan, Organization Structure, and basic
Career Administration.
• The Enterprise HR version of SunFish includes the features of the Professional
Version plus Career Path & Succession Analysis and Planning, Performance
Management, Assessment, IDP, HAV, Balanced Scorecard, Recruitment,
Training, eLearning, Engagement Surveys.
II. Function and data authorization and scope of access. Authorization is typically
given based on a user’s role in the HR system. For example a regular employee
with system access would usually only be able to use the request submission
functions and basic information to control his/her own data (common ESS
functions); the access is limited to only his/her own data. A Paymaster may be
given access to same ESS function access because he/she is an employee, but
additionally the payroll officer will see functions related to the operation of payroll,
such as making basic salary or other component updates, register new employees
to payroll, process monthly attendance, loan, reimbursement and ultimately
calculate and pay salary and taxes. A Recruitment Coordinater user may aside
from ESS functions see functions Recruitment in his/her menu and accompanying
functions such as for analyzing and planning succession for different positions, or
creating vacancy report that support determine recruitment plans, and strategies.
And so on.
Below we show the menu access of a superadmin user in an Enterprise Version, which has
complete access to all system functions and data. If such a user clicks with the mouse on
each main menu item he/she would see the following first level of sub menus in respective
Modules:

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SunFish HR Version 5.5: Introduction xl
Picture 25. SunFish HR Main Menus
Each 1st level sub menu that shows a triangle like this
has another level of sub menu. That second sub menu level will open when you go with
your mouse over the menu item name, e.g.:
Menu items that group further sub levels as the triangle indicates cannot be clicked, they
just open more sub menus. Menu items without the triangle hold entry pages to actual
SunFish HR Version 5.5: Introduction xli

operational, administrative or strategic activites. You can click any of those menu names
and associated sub menus related to the work you have to accomplish. For more
explanation refer to section 6.3. Switching to the screen you want to display below.
6.1.5 Level 4 :: Search, Shortcuts & Dashboard Information
The main part of the hompage is taken by the Search, and Shortcut column on the left
side of the screen and the Dashboard in the middle that summarizes different data in
graphical, text or KPI form. Both, the Shortcuts and the Dashboard items can be
configured by the user depending on his role and tracking requirements in the system and
personal preferences.
» Search Function
The Search function allows users to quickly locate employees, menu items, and even
special activities they want to do in this moment. It is the fastest way to access an
employee profile or certain transaction options what to do related to this employee, or
open the page to conduct a specific activity (like process time and attendance, or generate
employee data report).
Picture 26. Search Function
The function is easily used, simply type in a keyword. With every letter more that you type
in as keyword, the system will provide a list of specific options for employee names, HR
functions, report, and activities that you can access, which match the keyword. With every
letter more that you type in as keyword, the list shortens as the matches to your word
keyword reduce.
SunFish HR Version 5.5: Introduction xlii

See following example:
When we type in ‘Ana’ as keyword in the search field and click the button after (or hit
the ‘Enter’ button on your keyboard):
The system provides many options for items containing ‘Ana’. They range from options for
accessing employee profiles, attendance, career or payroll data for Luciana Nasseri;
different types of report, different types of setting management, etc.
Picture 27. Search Result
Based on the icons behind a result, you can distinguish an employee name option from an
activity. The employee names come with icons and the activities/ functions
with a icon.
SunFish HR Version 5.5: Introduction xliii

Picture 28. The Difference of Search Result
If what you are searching for is in the suggestion list, click the respective link. Otherwise,
finish typing the keyword and click the button again to retrieve the result, e.g.:
Once you have located the activity or employee, users have different options on how to
proceed:
- For activity results, its straight forward as there is only one option. Users can click
the link or bubble icon to go to the page that embeds the activity they wish to
do. For example, when clicking in above sample search

they would open the main page that allows them to configure another type of
leave or edit the existing annual leave type:
- For employee results, e.g. , users have a couple of

more options what to access related to a located name. 4 icons are shown that
provide access to different data for that specific employee. Users choose the
preferred icon and click it.
SunFish HR Version 5.5: Introduction xliv

 Click on the Employee Name link or leads to the Employee Summary
page for selected employee in the Employee | Employee Information section:
 Click on accesses this employee’s data in the Time Attendance|

Attendance Statistic menu:
 Click on accesses this employee’s career steps in the in the Career

Administration| Career History | View Employee Career History menu:
SunFish HR Version 5.5: Introduction xlv

 Click on accesses this employee’s basic payroll configuration data in the
in the Payroll | Payroll Master Data | Employee Payroll Data | Edit Employee
Salary menu:
Notes:
1) The list of search result options depends on your access privileges to functions and employee data. If you are
searching for a director employee that you don’t have data access to, he/she will not be included in the result. If you
don’t have access to payroll functions, the search will also exclude any menu or activity related to payroll from the
result.
2) The search result is also limited to features of the SunFish HR version your company has bought.
» Frequent / Recent Acitvity Tracking
The Recent | Frequent section below the search stores a history of your activities or menus
accessed in the system. Both trackers are updated automatically by the system based on
what pages/ menus a user accesses.
Picture 29. Recent | Frequent Shortcuts
The difference between both trackers is:

- Recent: always shows the 5 latest pages you have accessed while you are in a
particular session. Click different menu items and you will see how the list changes
and adds on top the function you just clicked, e.g. in example below we clicked
Applicant Information in Shortcut, and once the page opened next to the left
column Aplicant Information was added as first-line item in the Recent tracker:
SunFish HR Version 5.5: Introduction xlvi

- Frequent: always shows the 5 pages in the system you have opened the most
times out of all sessions and tasks you do in the system. To display the Frequent
activities, click the Frequent link on top:
Click ‘Frequent’ link to

switch tracker
Both trackers serve as a shortcut to recently or frequently accessed menus. Users can click
a link in this part, and are quickly directed to the respective HR area. This means they
don’t need go through the menu items to locate it. For example, if user were to click the
in Frequent, following page would immediately open:
SunFish HR Version 5.5: Introduction xlvii

Users can also delete a shortcut in Frequent | Recent. Every shortcut comes with an x at
the end. If a shortcut should be removed from the tracker, simply click the x behind the
menu item in questions and will be deleted. See following example:
» Shortcut Function
The last part in the left column on the Homepage provides a function that allows the user
to configure shortcuts based on routine or preference. Here users can set up links to those
functions that are most important for the tasks they do in the system or they often access
for personal. Users can configure as many shortcuts as they need. Once configured, these
shortcuts can be clicked and link users directly to the respective page they want to see
without having to go throught the navigation bar to locate it.

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Picture 30. Shortcut Function
Users can manage the shortcut list through the button on the bottom. If
users want to add a new shortcut or remove an unneeded one, they click the Configure
button and following pop up opens:
Picture 31. Shortcut Configuration
This pop up window has 2 boxes, whereas the left box displays a list of all menu items the
user is granted access to, and the right box shows a list of all accessible menu items that
are already set up as shortcuts. Now, if users want to add more shortcuts, they need to
click each item in the left box and move it the right box with the button. Following is
an example to add Annual Report as a new shortcut.
SunFish HR Version 5.5: Introduction xlix

Picture 32. Add New Shortcut
If users want to remove a shortcut, they reverse the steps. They click the respective item
in the right box and move it the left box with the .
Whether you add more shortcuts, or remove them, all changes will only apply when
clicking the button. When Save was clicked, the homepage will refresh and then
display the new shortcut arrangement.
Picture 33. New Shortcut Listed
Clicking the button, will abort the action and close the window without saving
any changes.
SunFish HR Version 5.5: Introduction l

» Collapse / Expand Shortcut Function
The left column generally remains open throughout your activities in the system However,
it can be manually expanded and collapsed depending on whether you need more screen
space or not. The exception is when you click shortcut links, then the left colum is
automatically collapsed by the system. To manually close and open the left column, note
the small (sticking out) triangle next to the Search function. If you click it you collapse this
section:
Picture 34. Collapse Shortcuts
The triangle is then facing inward but remains on the page, if you later want to expand the
shortcut section just click the triangle once more:
Picture 35. Expand Shortcuts
» Dashboard
The main area of the homepage belongs to the dashboard. The dashboard is the visial
display of the most important information users need to either achieve objectives or to
monitor HR processes related to their daily work. These information are defined as
reminders, KPIs, graphs etc. and fitted on one page in order to allow users to track and
analyze different aspects of the HR business performance at one glance.
SunFish HR Version 5.5: Introduction li

Picture 36. Dashboard Function
Since different users have different rountine tasks to accomplish in the system, the
dashboard can be flexibly arranged by each indvidual user depending on his work. For
example an HR administrator might need reminders for contract renewal, end of
probabtion, KPIs to observe request processing, monitor turnover, sick days, overtime, etc.
while a recruitment manager rather wants to track the performance of the hiring and
selection process and have KPIs for number of applications, total hiring, monitor the list of
vacancies, etc.
Users can arrange their dashboard items by using the icons on the top of the dashboard
frame.
Picture 37. Dashboard Set up Icons
1. Add and Delete Dashboard Pages

The system provides as default 1 dashboard tab. However, users can arrange as many
dashboard tabs as they like. For example user can use one dashboard tab to arrange KPI
items to track, and the second one for more global issues like, e.g. polling, wether news,
announcement, birthdays of employees, etc.
If users click this icon (for new dashboard), then the system adds a new, empty
dashboard tab:
SunFish HR Version 5.5: Introduction lii

Picture 38. Add New Dashboard Page
As default the new dashboard tab is added with the titel “New Dashboard” (see above),
but users can rename that title. To do so, double-click on the default title (New
Dashboard) in order to create an edit field for it. The existing title is marked blue and you
can now simply type in the name you want to dashboard to have:
Picture 39. Change Dashboard Name
If users have more than one dashboard page, they can easily switch between all of them
by clicking the title of the dashboard tab that they want to see.
User can also click the X at the end of the Dashboard Tab and it
will remove the whole tab/ page (including all item set up on this dashboard (if any)).
2. Add Dashboard Item

Once a new or existing dashboard page is there, users can fill it with items the want to
track or be displayed. There are currently 3 types of dashboard item categories available:
Graphs, KPIs, Misc (for reminders, vision, mission, document, birthday tracking, etc.)
If users want to add a graph, KPI or reminder to the dashboard they click the icon.
This icon will open a pop up that shows a list of all dashboard items user has access to.
Each of the 3 main categories is presented with a radio button. When the pop up opens it
looks like this:
SunFish HR Version 5.5: Introduction liii

Picture 40. Dashboard Item Selection Pop up
- The default pop up window shows all dashboard items that user can access in the
category ‘Graph’. If you want to fill your dashboard with an item from this category,
simply click the name link of the item you want to include, e.g. click Employee by
Department (as shown above). The pop up then closes and the item was added to
your dashboard:
- If users want to add the next item, they click the icon once more to open the
dashboard item pop up. If the next item is from category ‘Graph’ again, they simply
click the next Graph item link.
- If users want to add an item from the ‘KPI’ section, they must switch the pop up to
that category first by click the radio button for KPI .

This opens a list of all KPI dashboard item options user is authorized to see:
SunFish HR Version 5.5: Introduction liv

Picture 41. Insert KPI item on dashboard
For KPIs user can select one or more at the same time. To do so, simply tick the
checkboxes of all KPIs you which to track in one window, and then insert a title under
which you want to track selected KPIs. For example you could mark checkboxes for all
leave or permit related KPIs and then call the title ‘Leave & Permit Monitoring’.
Additionally, depending on the numbers of KPIs you can choose if you want to display
them in 1, 2, or 3 columns:
Click the Submit button to add the KPIs to your dashboard:
- Lastly, if users want to add an item from the ‘Misc’ section, they must switch the pop
up to that category first by click the radio button for Misc
SunFish HR Version 5.5: Introduction lv

. This opens a list of all Misc dashboard item options
user is authorized to see:
Picture 42. Insert MISC item on dashboard
Adding Misc dashboard item works like before for Graph, simply click the name link of the
item you want to include.
Then information “Announcement”

will displayed on dashboard page
Picture 43. Example for add Dashboard Item - Misc
- Misc dashboard items can also only be added one by one, meaning if users want to
add a second one they have to click the icon once more to open the dashboard
item pop up, then click the radio button for category ‘Misc’ again, and then click the
next item name link in this category.
- If you set up a multiple items in several steps, you can click this button , and it will
refresh (reload) the dashboard with its latest settings.
Following above example of selecting ‘Employee by Department’ from Graph category,

arranging 4 KPIs in 3 column for with title ‘Leave & Permit Monitoring’ from KPI category,
and selecting Announcement from Misc category, the dashboard should now look like this:
SunFish HR Version 5.5: Introduction lvi

Picture 44. Example Dashboard Page
3. Edit Dashboard Items

Once an item was added to the dashboard, user can edit and remove it. Each dashboard
item has 3 icons for editing . They are on the top right of each box:
1. With click on the (edit) icon:
Users can make changes to the item:

 For Graph and Misc items only the title can be edited. Click on the edit icon allows to
overwrite the existing title. Simple click your mouse in the field, mark the title and
delete it. The type in the new title. Click Save to apply changes:
SunFish HR Version 5.5: Introduction lvii

Picture 45. Edit Dashboard Item -1
 For KPI items, users can edit the title, the KPI picture (gauge, light, gauge line),
include a legend, etc. Click Save to apply changes:
Picture 46. Edit Dashboard Item -2
 There are 3 KPI displays that can be selected when editing Dashboard-KPI. The types
are which are Line Bar, Gas Gauge and Light.
SunFish HR Version 5.5: Introduction lviii

Line Bar Gas Gauge Light
 Each KPI shows the detail value when hovering your mouse over the KPI, however,
users may also directly display inside the box. In this case tick the checkbox for “Show
Value”.
 User may also display the date range that specifies the green, yellow or red color of
the KPI by ticking the checkbox “Show Legend”.
 Each KPI can be set up individually in terms of display configuration, one can be a
light, the other one a gauge, one with value shown and legend, others not. In this
case simply make individual choices for each KPI in the Edit window. However, when
you want all KPIs to look the same, then you only need to configure the first one then
then click the button Use Same Setting for All to apply the same configuration to all
other KPIs:
SunFish HR Version 5.5: Introduction lix

Every time you make changes in the dashboard item Edit window, don’t forget to click the
Save button to save your changes effectively.
2. With click on the (delete) icon, user can remove a dashboard item from the screen.
3. With click in the (reload) icon, users can refresh an item after they made changes.
Note:
To which dashboard item categories and specific dashboard items users have access to, is set up with the user
group authorization and access privileges in Settings | Function Authorization | User Authorization Group.
4. Drag and Drop Dashboard Items on the Homepage

When adding dashboard items, the system chooses automatically a position left or right
where ot place each item. Users can change that default position of a box by clicking
boxe’s frame and dragging it to another place on the dashboard where they want it to be
shown. See example below for swaping the positions of item “Announcement” and “Leave
Data”. The steps are:
- Move your mouse to the title bar of dashboard item “Leave” until the pointer
becomes this sign
- Now, when the mouse changed to click your mouse and while holding it clicked
move (or drag) the box below the dashboard item “Announcement”. The box becomes
grey when you holding it clicked and drag it:
- Once you have drage the “Leave” box below the title ‘Announcement” you can let go
of the mouse. At this time, the dashboard will switch both boxes with each other.
SunFish HR Version 5.5: Introduction lx

Picture 47. Switch Dashboard Position
5. Reload Dashboard
If you have made multiple additions, changes or removals to the dashboard and want to
speed up the refreshening of the changes display, users can use the Reload functions to
force the screen to update. Simply click the ‘Reload’ icon in the middle of the 3 dashbboard
icon options on the top right.
Picture 48. Reload Dashboard Function
SunFish HR Version 5.5: Introduction lxi

6. Hide Dashboard
Dashboard icons can also be hidden in order to make space for displaying further below
items. If you want to hide the information in a dashboard box and reduce the box to its
title, just click the triangle icon in front of the dashboard title . After that the
box data will be disappear:
Picture 49. Hide Dashboard
6.2 Summary of Homepage Functions for PASSIVE USERS
As mentioned above, the homepage display and dashboard configuration options described in
the previous sections is only for active users. The system has a different homepage display for
so called passive users. As passive users the system usually considers those employees with
system access only to the ESS functions for viewing their own data and submitting requests.
The passive user dashboard looks different and only shows core information like summary of
personal information and photo, data completion percentage, leave balance, number of sick
days so far this year, medical treatment reimbursement, etc, as shown below:
SunFish HR Version 5.5: Introduction lxii

Picture 50. Passive User Homepage
The dashboard for passive users mainly provides a summary of information, however, there
are several buttons and icons passive users can click on their homepage that will lead to more
detailed information:
1. Outstanding Request: If users have different types of requests pending it will be shown
in the section Outstanding Request on the top right. The section is divided into ‘ My
Inbox’ (requests of other employees that need your approval) and ‘ My Pending Request’
(requests that you have submitted and are pending other PIC’s approval).
- Each request type is represented by a different icon: - On Duty, - Overtime,
- Sickness, - Leave.
SunFish HR Version 5.5: Introduction lxiii

- If you look at the My Inbox part, note the number of icons. The number of icons states
how many requests need your approval (there are sick icons, which stands for 3
sickness requests that need your approvel). Moreover, if you hover your mouse over
an icon, it will tell show a small text, by whom the request was made, what day and
reason, see example for sick:
The same information is shown, for every other icon in this section.
- Every icon in the My Inbox section is a link to more details. In order to see more
details: click the icon in question. Using above example, if you clicked the first ‘Sick’
icon as shown above, following pop-up page would open:
Picture 51. Clicking Icon for more Details
This page directly links to the approval page for the selected request for selected
employee. The same principle applies to all other request icons in the My Inbox
section. (Approval of time attendance related requests is part of the Time Attendance user manual, please
refer there for more information)
- If you look at the My Pending Request part, each type of request that you have
submitted is only presented by 1 icon, but if you hover your mouse over that icon it
SunFish HR Version 5.5: Introduction lxiv

will show you how many requests of that type are still waiting for the approval by a
PIC:
- Again, you can click each icon shown here, and it will lead you to another page with
more details. Following above example if we clicked the airplain icon for On Duty,
following pop-up information would open:
2. Outstanding Balance: in the second box on the right side, users see information
regarding their different balances also. The homepage shows the logged in user’s leave,
reimbursement and medical sick day balance. Again, each balance type is represented by
a different icon:
- Reimbursement Balance, - Sick Day taken, - Leave Balance
Each icon in Outstanding Balance is clickable and leads user to more information, like
this:
SunFish HR Version 5.5: Introduction lxv

3. Working Calendar: in the middle is a second box for Working Calendar. The calendar will
show you the days on which you have approved leave, sick or business trip (On Duty)
days. If for any days in the current month such days occur the days will be marked in the
calendar by the respective icon. Approval is the keyword; only approved requests will block
the dates and a text next to the calendar will state the date range. For example, see
OnDuty days blocked in July below:
Picture 52. Work Calendar Section
Again, icons in the calendar can be clicked to open more information in a pop up, like this:
4. Employee Data: the 3rd and last part in the middle belongs to employee data.
- Tab Menu: Passiv users can review different data profile categories, which can be
accessed through the Tab menu. The default Tab display is for Personal Info
SunFish HR Version 5.5: Introduction lxvi

- Switch to another category smply by clicking the TAB Name of the category for which
you want to review information. E.g. Salary history (marked red above) in order to see
the last Pay Slip you have received:
- On this page you can switch yo display earlier or later month’s salaries as you wish.
Use either the Next/Previous button, or select another month and year and click
Display to review another period’s pay slip details.
- The same way users accessed their salary data, they can click another Tab name to
open other related data, depending on what details they wish to review.
- Data Completion Circle: Passiv users can also immediately see the % of their data
profile completion. The big yellow circle on the top right, shows the number:
- The % number can b clicked, to show which categories are complete for data and
which are not. Clicking the % icon (in above example the 65%), opens following page:
SunFish HR Version 5.5: Introduction lxvii

Following above example, user then sees that most of the categories have a checkmark ‘√’
meaning data in those categories are 100%. However, 4 categories (Personal Information,
Address and Phone Information, Medical Profile, and Organizational) are missing that ‘√’.
Incomplete data categories are links as the (blue, underline font indicates). When clicked,
users will open the Data Change Request page through which they can submit the missing
data. For example when user clicked the link for Medical Information, he or she would
open following Data Changes Request page:

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(Submission of Data Changes requests is part of the Professional Version user manual, please refer there for
more information.)
- Customize Information Icon: Passiv users can customize the Employee Data tab
menu in terms of which data categories to show, how many tab menu rows, etc. The
big employee icon gives them access to make these changes. Click it, and
following page opens that allows users to change the Tab menu configuration:
SunFish HR Version 5.5: Introduction lxix

- When opening the configuration, the pop up shows the existing settings. You can
make changes using the buttons and links, as following:
o : this function allows you to add or remove Tab menu rows. In

above example there are 4. With click on + you add another one, which you
can fill with data categories that it holds for display. With click on – you
remove always the last line:
Added new 5th Tab line Removed last 4th Tab line from orginial
configuration
o : with these 2 icons user can either remove a single tab item from a menu
row or clear the whole row altogether:
 With the < icon, users delete a menu tab in the row one by one, starting with
the last one, moving toward the first one:
SunFish HR Version 5.5: Introduction lxx

 With X icon, users delete all tabs in the row at one:
o In order to add menu items in a row, click the radio button of the row, in which
you want to add the Tab menu item, and then click the link of the menu item
name on the bottom. For example, if we were to fill Row 1 with Loan Tab only, we
would
 1) click radio button for row one, so the system knows, to whiche Tab row to
apply the new menu item selection:
 2) Click the name of the menu item link ‘Loan’, so it will be entered in row 1:
 3) Click the Update button on the bottom to store any changes to the tab
menu configuration.
 The Reset button would restore the original field entries that have been saved
in a previous session. Button Restore Default would discard your current
SunFish HR Version 5.5: Introduction lxxi

modifications and change them back to the default configuration provided by
the system. Cancel button would close the page without saving any changes.
With the changes of deleting row 4, and having only Loan in tab menu row 1: the tab menu
now looks updated as following:
Picture 53. Changed Employee Data Tab Menu
6.3 Switching to the screen you want to display
The main and sub menus as well as further sub categories of the navigation bar help users to
quickly and easily get to the HR functions they want to do or reports and anlaysis they want to
generate. We have already seen the sub menus of all main menu items in 6.1.4 Level 3 ::
Software Functions Menu. We have also explained that menus item may have more sub
functions. If so then this is indicated by a black, right-facing triangle as for the examples
displayed for Employee, or Time and Attendance below:
Picture 54. Menu and Sub Menu Function
SunFish HR Version 5.5: Introduction lxxii

So if you wanted to open the sub categories for 1 st level menu items then go with your mouse
to the respective item. Once there the item becomes highlighted with a darker blue
background and the sub categories open, like in examples below for Organization Report,
Payroll Process, (Payroll) SPT Personal:
Picture 55. Sub Menus of Modules Payroll and Organization Structure
Menu items that group further sub levels as the triangle indicates cannot be clicked, they just
open more sub menus. For example the highlighted SPT menu item, or the Personal menu
item, or the Payroll Process menu item, etc. cann not be clicked, they provide no actionable
functions. Only menu items without the triangle hold entry pages to actual operational,
administrative or strategic activites. You can click any of those menu names and associated
sub menus related to the work you have to accomplish.
In order to open any page, users first have to decide what they want to do. Based on that,
users go first to the main menu item, which opens the sub menu item for it. Then in that sub
menu the user goes with the mouse to the sub item in which the task is they want to do. If
that sub menu item has more sub categories, then they move over to those sub categories and
go with the mouse to the category they’d like to display. Once this menu item or sub category
is highlighted with a darker blue background, click it with left mouse button. The menu then
closes and the screen refreshes with the page for that menu item the user has clicked.
Let’s demonstrate that for this example: Assuming your task is monitoring attendance data of
employee every day:

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- The screen for monitoring Start & End Working Times of employees under the main menu
item “Time & Attendance”. So go with you mouse over Time & Attendance. That unfolds
all sub features for this module:
- In the list of sub features, you see “Today Attendance List”. This is the page used to see
employees’ attendance data every day such as IN and OUT time (or other statuses like on
leave, on duty, training, etc.). In order to open the page, go with your mouse over the sub
menu item:
- You will see, when your mouse is hovering over it, it becomes highlighted. Now click it.
- Upon clicking the menu closes and the screen refreshes and when done refreshing the
following page is displayed:

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Picture 56. Menu – Today Attendance List
The same steps apply for any other feature’s page that you want to open. For example if you
wanted to open the page to conduct monthly payroll, the:
1) Open Payroll module menu
2) Go with your mouse over the 1 st level item Payroll Process, which opens pay process
related sub categories. In here note ‘Payment Process’ sub menu, which leads you to the
main action page to conduct regular payroll processes.
3) Click it, to open the entry page to this function.
SunFish HR Version 5.5: Introduction lxxv

The menu is accessible from every page, so when users are done with one task, they use the
menu to open the page for the next activity following above described steps. For detailed
explanation of the functions in each menu refer to the relevant user manual.
Note:
The page titles in above screen samples for Payroll and Time Attandance. They are Time and Attendance |
Today Attendance List and Payroll | Payroll Process | Payment Process. The page title also constitutes the
path of accessing a function, which in the user manuals will be used as references for what page should be opened
prior to conducting certain activities. The first part of the path always stands for the Module (main navigation item in
the header e.g. Payroll) | the second part always stands for the 1 st level menu item in that Module e.g. Payroll
Process | the last part of the path stands for the selected menu item in which to conduct the activity e.g. Payment
Process. Depending on the depth of sub menus or user interface some functions can be clicked right after opening
the Module and there is only 2 part e.g. Time Attendance | Today Attendance List; some may have 4 sub levels e.g.
Payroll | SPT | Personal | Form 1770 S.
6.4 Accessing the Online Help
Once users entered the application, the system provides an online help, which complements
the user manuals. In several cases the online help will be faster to use then the user manual
for 2 reasons:
1. It is always there. You can access it any time when you need assistance in
understanding what you see
2. It links each screen you see directly to a description of that page including the function
it provides and what steps to take for different types of action. That means you don’t
have to scroll through the more complex structure of a user manual to find the right
spot.
As mentioned, each page is linked to a document with its description. That means that every
single page in the HR system has a link included, with which you can open that supporting
document and for that matter the entire online help.
The link for accessing the online help comes in form of this icon . It is located always on
the right side of every screen (next to the bar for scrolling down). As example screen for
showing the icon location we use the Time & Attendance :: Today Attendance List :

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Picture 57. Online Help Function in Page Today Attendance List
When users hover their mouse over the icon it highlights to this:
Click the icon to open the document describing the displayed screen (each screen, of course,
leads to a different document). The click will open the system’s complete online help but linked
to the right spot where the document for the selected page is. So if you clicked the “Help”-
Icon on the Today Attendance List page, you would open the online help at the location of the
document for this screen:
Picture 58. Online Help Explanation Page for Today Attendance List

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The online help opens in a separate window, so that I can be always open without disturbing
your activities on the main screen.
Once you have opened the help document you have entered the system’s online help function.
Once you found the explanation for the linked page. You can use it to browse the explanations
of other SunFish functions as well. The online help is separated into 2 part:
1. The help navigation menu on the left
2. And then main displaying the help content selected in the menu.
Picture 59. Online Help Function
The structure of the Online Help follows the software menu items. That means: the same
software functions displayed in the menu bar are in the Online Help available as main help
categories. Each Online Help category comes with icon in front of it:
- The icon indicates, that each

main category has many
more help sub categories.
- You can click each

icon to open such sub

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menus. Click for example the Employee main category.
When your Online Help pop up window refreshed following
help sub files are displayed:
Picture 60. Open Online Help Categories – Employee
When a closed book icon becomes an open book icon then it means there is no
further drilling down in this category. To display the online help content, drill down the main
and/or sub categories in which you want to read a document. When you have located the
section you want to read then click the title of the file you want to explore. For example, if you
wanted to read about the function “Search Employee” and how to handle it, then click that title
link:

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Picture 61. Open Online Help Categories – Search Employee
Upon clicking the title link the online help screen refreshes and the main part now displays the
content for your selected help file:
Picture 62. Online Help – Search Employee
The same steps apply if you wanted to open another feature’s file in the online help.
SunFish HR Version 5.5: Introduction lxxx

7. SunFish HR for other Devices
SunFish HR has been developed for several different devices, including PDA, IPad, mobiles phones,
Touch Screen terminals, etc. Regardless of where users are, if they receive an alert or notification
that requires action, or they need to submit a request, or want to check a balance, etc. they can
use any of the mentioned devices as long its connected to the Internet to login to the system and
perform the function they wish.
Due to different technical prerequisits on mobile phones, touch screen terminals, and other devices
DataOn has resized the application to fit different screens, and developed ‘lighter’ applications with
less functionality intended for the use on these media devices. For example, because of loading
considerations a PDA device will only have a link menu on the homepage to access HR functions
instead of the dashboard that users see when they login on their PCs and Laptops. That is because
on a mobile phone the process to load the graphs and pictures typically included on the homepage
would simply be too slow, meaning that it takes too much time from the login until the application
is ready to be used. Another example is touch screen terminal applications; they usually serve the
purpose to enable all employees in the company with and without computers to do basic data
administration, request management and information look up. Employee Self Service (ESS)
features are most commonly provided to do so, which means the scope of the SunFish Touch
system is limited to only access basic ESS functionalities. Due to their different purposes and
technical prerequisites, each option differs slightly in layout and available functionality as we will
show and explain in the following three sub-sections.
7.1 Light Version of SunFish
The ‘Light’ version has been developed for companies in remote areas where internet is very
slow, and that cannot use a dashboard, search, or DHTML menu, and need a different menu
access layout. Sometime a simple dashboard my be included, but generally, the homeage
design differs greatly from the regular view.
In order to access the SunFish light version for, click the Light Tab:
The login screen for your light version of SunFish, looks like this after:

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Picture 63. Login for Light Version of SunFish
The login to the light version is the one given to users by their admins (or as on a regular
computer if having one in another office). So, login with your regular user name and password.
Following above example once more its demo, password. Once SunFish HR’s light version is
loaded, it looks like this:
Picture 64. Login for Light Version of SunFish
The light version of SunFish differs quite a bit from the regular homepage shown above. It also
has the header and a left column, but that are all the similarities. The navigation bar has been
removed from the header and placed on the left, and there are no dashboard, search and
shortcut functions. The header functions are the same as explained above for the active user

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homepage functions. Once more, accessibility and display of functions depends once more on
a user’s authorization and access privileges.
In the light version the navigation is no longer a DHTML menu, but a tree menu. It opens
vertically by clicking each module name first, and then related 1 st and 2nd level menu items
until the desired menu item is displayed. When seeing the homepage first, users see left the
names of all SunFish Modules they have access to: Employee, Time Attendance, Payroll, and
so on, until Settings.
Each Module name can be clicked. Click on the module name will open the first level of sub
menu items, as shown in following examples for Payroll, Organization Structure:
1. Click on Module name

1. Click on Module name Payroll Organization (when closed
(when closed menu as in Picture menu as in Picture 67.
67. above), opens sub menus. above), opens sub menus.
2. Click on Module name Payroll 2. Click on Module name

(when open as shown here) will Organization (when open
close the sub menu again. as shown left) will close the
sub menu again.
Use the scroll bars to the right and on the bottom to access the full menu list. In the opened
sub menus, note, that some items have a bold font and other a regular font. A bold menu
item name means that there are further menu sub levels. For example:
- Payroll Master Data is bold, meaning more sub menus;
- Pay Slip is regular, meaning no more sub menus, and access to action page;
- Same with Announcement Request is bold >> means more menus;
- Or Organization Structure is regular, access to action page;
- And so on.
If you click on a bold item name, it will open more sub level menus, like illustrated below for
Payroll Master Data, Announcement Request:

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1. Click on Announcement
Request (when closed sub menu
1. Click on Payroll Master Data like above), opens sub menus.
(when closed sub menu like
above), opens sub menus. 2. Click on Announcement
Request (when open sub menu
2. Click on Payroll Master Data as shown here) will close the sub
(when open submenu as shown menu again.
here) will close the sub menu
again.
Only menu item names in regular font lead to action pages. So drill down the levels of bold
menu item names until there is none left. Once in regular font, click the name of menu item
page which you want to open. For example click ‘Bank Upload’ if you want to continue with
that function within Payroll Master Data, or click ‘Announcement Inbox’ if you want to continue
with approving announcement request; or click simply ‘Organization Structure’ under the
module name if you want to see the hierarchies and names of departments, positions, etc. The
action pages for selected menu items will open in the main part of the screen next to the
menu column:

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Picture 65. Menu Access Examples – Light Version
Despite the different style of the menu access, the HR functions, the workflows of adding,
editing, approving data, viewing information, creating reports is the same as on regular PCs.
Description of how to handle the different HR functions are part of their respective user
manuals. Please refer there.
8. Closing Remark
Now, having covered the introduction to SunFish HR and the basic functions to get started using
the application, you can continue with next user manual explaining each feature of your software,
its purpose and how to use it.

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Human Resource Management System

SunFish HR Version 5.5

© 2012 DataOn Corporation. All Rights Reserved

SunFish HR Version 5.5: Introduction iii

SunFish HR™ Version 5.5

SunFish HR Version 5.5: Introduction 4

2. SUNFISH Information Resources

SUNFISH Information Resources

3. About DataOn SUNFISH Documentation

4. Printing the DataOn SUNFISH Documentation

SunFish HR Version 5.5: Introduction 5

Corporate Corporate Office

Technical Development Office

Telephone support is available Monday

SunFish HR Version 5.5: Introduction 6

SunFish HR Version 5.5: Introduction viii

2. Summary of SunFish HR Features

Employee other pertinent information, giving a complete profile

- Records employee attendance and related requests via login at work or

- Maintains & processes salaries, tax and other benefits

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- Definition and management of multiple reimbursement options incl. their

- Maintain and process loan requests and approval as well as cancellations

Loan - Request form automatically calculates installments and timeframe based

- Review and appraise employee performance, can be done by employee

SunFish HR Version 5.5: Introduction x

- Manage training courses, seminars, educational purpose, budgets by

- Shows organizations structure and postions in the companies (branches)

SunFish HR Version 5.5: Introduction xi

- Manage employee awards and disciplines,

- Create manpower plans (MPP) to predict recruiting levels and times

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SunFish HR Version 5.5: Introduction xiii

SunFish HR Version 5.5: Introduction xiv

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 Reduce paper files and costs

 Reduce time spent in each area of HR by automation

 Generate financial savings through HR workload sharing

 Save Administration costs

 Make time for strategic employee planning

 Employee Engagement to improve productivity and reduce turnover

4. About the SunFish HR User Manuals

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SunFish HR Version 5.5: Introduction xviii

The ‘Getting Started’ guide’s objectives are:

5. Starting to use SunFish HR

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Picture 1. Start Menu – Open Browser

Picture 2. Type Application URL

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Picture 3. Login Page of SunFish HR

SunFish HR Version 5.5: Introduction xxi

1. Click mouse in field:

2. Type in your username (s), e.g. gordon:

Picture 4. Login Box

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Picture 6. Homepage of SunFish HR Application

SunFish HR Version 5.5: Introduction xxiii

for more information.

Forgot your password?

Picture 7. Forgot Your Password

Picture 8. Insert Email if Forgot Password