Module 13 / 13 · Academics & people
Human Resource
Maintain employee records, reporting relationships, attendance, leave and employment changes. Coordinate approved payroll inputs and exit clearances with accounts and campus offices.
Employee masterAttendance & leavePayroll inputsAppraisalExit clearance
The working flow
What happens, step by step
- HR creates the employee record after appointment approval.
- Department and reporting manager are assigned.
- Attendance and leave requests are recorded and reviewed.
- Approved attendance, leave and salary inputs go to accounts for payroll.
- Appraisals and employment changes retain approval history.
- Exit starts asset, library, department and accounts clearances before closure.
How this connects
Employee IDs support faculty, hosts, approvers and custodians. Accounts owns payment records; LMS owns teaching activity.
One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The record specification
Fields, requirements & responsibility
Each row identifies the input, when it is needed and who is responsible.
01 / Employee & employment record
13 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Employee ID | Automatic ID | System generated | HR / employee | HR head |
| Full name, photograph and date of birth | Text / image / date | Required | HR / employee | HR head |
| Mobile, email and addresses | Telephone / email / text | Required | HR / employee | HR head |
| Emergency contact | Name / telephone | Required | HR / employee | HR head |
| Department and designation | Select | Required | HR / employee | HR head |
| Reporting manager | Staff lookup | Required | HR / employee | HR head |
| Qualifications, experience and specialisation | Text / documents | Required | HR / employee | HR head |
| Joining date and employment type | Date / select | Required | HR / employee | HR head |
| Appointment reference and supporting documents | Text / files | Required | HR / employee | HR head |
| Probation / confirmation date | Date | If applicable | HR / employee | HR head |
| Employment status | Select | Required | HR / employee | HR head |
| Bank beneficiary and masked account details | Restricted text | For payroll | HR / employee | HR head |
| Identity / payroll references | Restricted text | As approved policy requires | HR / employee | HR head |
02 / Attendance, leave & payroll
9 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Attendance date, check-in and check-out | Date/time | Required | Employee / HR / Accounts | Reporting manager / HR head / finance officer |
| Attendance status and correction request | Select / text | Required | Employee / HR / Accounts | Reporting manager / HR head / finance officer |
| Leave type, from date, to date and reason | Select / dates / text | For leave request | Employee | Reporting manager |
| Leave balance and approved days | Calculated number | System generated | System | HR |
| Leave decision and approver | Audit record | On decision | Employee / HR / Accounts | Reporting manager / HR head / finance officer |
| Salary component and effective date | Currency / date | Restricted | HR | HR head |
| Payroll period and payable days | Month / number | Restricted | HR | Accounts |
| Approved earnings, deductions and net pay | Currency | Restricted | Accounts | Finance officer |
| Payroll approval, payment status and reference | Approval / select / text | Restricted | Accounts | Finance officer |
03 / Appraisal & exit
8 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Appraisal period and reviewer | Date range / staff | Required | HR / reporting manager | HR head |
| Objectives, ratings and review comments | Text / number | Required | HR / reporting manager | HR head |
| Approved employment changes and effective date | Approval / date | If applicable | HR / reporting manager | HR head |
| Exit type, request date and last working day | Select / dates | On exit | HR / reporting manager | HR head |
| Handover and department clearance | Checklist / approval | On exit | HR / reporting manager | HR head |
| Asset, library and accounts clearances | Linked approvals | On exit | HR / reporting manager | HR head |
| Final settlement reference | Linked record | On exit | Accounts | Finance officer |
| Account deactivation request and date | Record / date | On exit | HR | System administrator |
Approvals & operating rules
- Reporting manager approves leave; HR validates policy application.
- Salary and bank details are restricted to authorised HR and accounts staff.
- Payroll rules, deductions and statutory integrations require institute confirmation before production.
Keep people informed
Notifications
- Manager: pending leave and appraisal actions.
- Employee: leave decision and employment-document request.
- HR / accounts: payroll input cutoff and exit clearances.
Make decisions clearly
Reports
- Employee register by department and designation
- Attendance and leave balances
- Approved payroll inputs and payroll status
- Appraisal completion
- Exit and asset-clearance pending
Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.