HRiQ Employee Self Service Manual

Transcription

1 HRiQ Employee Self Service Manual Version 5.8 Mar 2018 This manual may not, in whole or in part, be copied, photocopied, reproduced, translated, transmitted or reduced to any electronic medium or machinereadable form without prior consent, in writing, from iqdynamics Pte Ltd. iqdynamics Pte Ltd 2 Leng Kee Road #06-04 Thye Hong Centre Singapore Tel: (65) Fax: (65)

2 Contents Logging in to HRiQ... 1 Main Page... 1 My Leave... 1 Action Box... 1 Announcements... 1 ehr... 2 How to View your Particulars and Contact Information... 2 How to Edit Contact Information... 3 eleave... 5 How to View Leave Balance or Leave Taken Details... 5 How to Apply for Leave... 7 How to Apply Leave for other Employees (Proxy)... 9 How to Modify Pending Leave Applications How to Cancel Leave Applications How to Approve/Reject Leave Applications Leave Approval/Rejections through Leave Approval/Rejections by logging in to HRiQ How to Set Back-Up Officer for Leave or Claims Approval How to View Leave Records of the employees reporting to Approving Officer How to View Past Year Leave Records How to View Leave Calendar epayroll How to View/Print Pay Slip How to Print Pay Slip for other Employees (Proxy) How to Print Payslip for all Employees How to Print Payslip for selected Employees How to Print Payslips for a Range of Months eclaims How to View Claim Balance or Claim Transaction Details How to Submit Claims How to Submit Claims for other employees (Proxy) How to Modify Claims How to Delete Saved Claims How to Cancel Claims How to Approve/Reject Claim Applications... 37

3 To approve a claim individually To approve a claim by batch To reject a claim individually To reject a claim by batch Submit Rejection more details Submit for Payment more details etraining My Training My Feedback Form Available Courses Course Calendar Enquiry Pending Approval List Group Nomination View Training Records ecompliance Navigating around e-compliance module Form 1 - Confidentially Undertaking Agreement (CUA) Form 2 - Conflict of Interest (COI) To Submit COI Form (Staff) : To Approve COI Form (Reporting officer) : Form 4 - Application for permission to participate in external activity Form 5 - Permission granted to participate in external activity Form 6 - Letter of undertaking on non-participation in external activity Submitting for Proxy staffs (Reporting officer) ecompliance Reports (Reporting officer)... 63

4 Logging in to HRiQ Enter your address and password and click on Login. Main Page My Leave System will display the leave balances under My Leave and will display any pending leave applications. Under My Leave a quick link of Apply Now is provided for the employee to apply leave. Action Box System will display the pending actions to be taken, like pending of leave approval / pending of claims/ Announcements Announcements will be displayed on the right hand side 1

5 ehr How to View your Particulars and Contact Information Menu: ehr View Employee Record Not all the details are editable. Only the information in the below tabs is editable and Edit link will be enable only in the below tabs 2

6 How to Edit Contact Information After Editing system will display as below: 3

7 The Orange star beside Home Phone No. indicates that your changes have not yet been approved. You can click on the star to verify that your changes are still pending. Once your changes have been approved, you will be able to view the changes. 4

8 eleave How to View Leave Balance or Leave Taken Details Leave Balance and Leave Taken Details can be viewed from 2 different functions. Menu: eleave Apply Leave and Menu:eLeave Employee Leave Records Menu: eleave Apply Leave Explanation on Leave Status (A)B/F from Last Year (B) Entitlement (C) Leave Taken (D) Leave Adjustment (E) Leave Balance (F) Leave Approved but not taken (G) Leave Pending approval (H) Leave available for you to apply Carry forward leave from last year Full year entitlement for the current year Leave already used Leave Adjustment (+/-) done by the administrator if any. Click on the hyperlink Leave Adjustment to view details for each adjustment. Leave Balance = A+B-C+D Approved leave count for future dates Pending leave applications count for approval E-F-G Menu: eleave View Leave By Employee 5

9 System defaults the employee code and employee name based on the login user. When the login user is an Approving Officer system allows the user to select the employees reporting to him/her. Leave Balance and Leave Details can be viewed by the Approving Officer for all the employees reporting to him/her. 6

10 How to Apply for Leave Menu: eleave Apply Leave A window will appear as shown below. 3. Click on the calendar icon and select the first day of your Leave Application. You may also be able to select AM or PM depending on your leave type. 4. Click on the calendar icon to select the last day of your Leave Application. 5. Enter Remarks 6. Select an Approving Officer 7. Select additional people to notify about your leave application. 8. Select Submit. On Successful Submission, System will send an to the approving officer. 7

11 Upon entering Leave Date From and Leave Date To, system will calculate the total leave days excluding public holidays and weekends. 21/11/2013 AM to 21/11/2013 PM is considered as 1 Day Leave 21/11/2013 AM to 21/11/2013 AM is considered as Half Day Leave in the Morning 21/11/2013 PM to 21/11/2013 PM is considered as Half Day Leave in the Afternoon 21/11/2013 PM to 22/11/2013 PM is considered as 1.5 Days Leave 21/11/2013 AM to 22/11/2013 AM is considered as 1.5 Days Leave 21/11/2013 PM to 22/11/2013 AM is considered as 1 Day Leave If the leave balance is 0, system will not allow applying leave. System allows applying leave for the next calendar period only if there is available balance. Upon resignation and the update of information by the HR Administrator, system will prorate the entitlement based on the last day of work in the company. 8

12 How to Apply Leave for other Employees (Proxy) Menu: eleave Apply Leave You may be able to apply for leave on behalf of other employees if access rights have been given to you. For example, Sarah Chin below is applying for leave for Timothy Goh, an employee who does not have access to HRiQ. 9

13 1. Click the magnifying glass beside your name 2. Select the employee to apply leave for a. Timothy s name is now displayed in the textbox 3. Select the leave code. 4. Click Apply Leave to apply for leave for Timothy. 5. Select the first and last day of your leave. 6. Click Submit 10

14 How to Modify Pending Leave Applications Menu: eleave Apply Leave Modification of leave application can be done only for pending leave applications. Modification is not allowed for approved or cancelled or rejected leave applications A window will appear as shown below 3. Click on the calendar icon and select the first day of your Leave Application. You may also be able to select AM or PM depending on your leave type. 4. Click on the calendar icon to select the last day of your Leva Application. 5. Enter Remarks 6. Select an Approving Officer 11

15 7. Select additional people to notify about your leave application. 8. Select Submit. System will send an to the Approving Officer 12

16 How to Cancel Leave Applications Cancellation of leave application can be done at any time, either when the leave is pending approval or after the leave is approved. If the leave is pending approval and it is cancelled, an will be sent to the approving officer to inform him that the leave application has been cancelled. If the leave has been approved and the employee tries to cancel the leave, the approving Officer must first approve the leave cancellation for the leave application to be cancelled. Leave applications that have been created by HR administrators cannot be cancelled. The message below will be displayed if you try to cancel the leave application. 13

17 If the leave is pending approval and the cancellation is done, the status of the leave application will be changed to Cancelled. If the leave is approved and the cancellation is done, the status of the leave application will be changed to Pending Approval 14

18 How to Approve/Reject Leave Applications Leave Approvals/Rejections can be done directly through or by logging into the system. Leave Approval/Rejections through When an employee applies leave Approving Officer will receive the below Click on Approve hyperlink to approve the leave application. Once clicked on the hyperlink system will approve the leave application and no further action is required by the Approving Officer. Click on Reject hyperlink to reject the leave application. During Rejection system will prompt to enter the Remarks. Enter the Remarks and Click Submit. Remarks are mandatory for leave rejections. Leave Approval/Rejections by logging in to HRiQ Menu: eleave Approve Leave 15

19 By default system will list down all the pending leave applications. Select the status Pending Cancellation, to Approve/Reject pending cancellations 16

20 How to Set Back-Up Officer for Leave or Claims Approval Menu: ehr Set Backup Authorised Officer. Click the zoom in button to choose the backup approving officer, choose the date from, date to, the check the Route Outstanding Transactions to route the pending applications to the new backup officer and click save to save the information. 1. Select the checkbox if you would like to specify one backup approving officer` for both e-claims and e-leave 2. If not, a separate backup approving officer can also be specified for each module, e-claims or e- Leave. Select the Magnifying Glass for the appropriate Module to choose a backup approving officer for that module. 3. Select an Effective Date From 4. Select an Effective Date To 5. Select the Route Outstanding Transactions checkbox to route any pending applications to the backup approving officer. 6. Select Save to save your changes. 17

21 How to View Leave Records of the employees reporting to Approving Officer There are 2 functions to view the leave records of the employee s reporting to Approving Officer Menu: eleave Employee Leave Records Leave Balance and Leave Details can be viewed employee by employee by selecting the employee. System allows selecting only the employees reporting to the login user. 18

22 How to View Past Year Leave Records Past Year Leave Records can be viewed from 2 functions. Menu: eleave View Leave By Employee or Menu: eleave Apply Menu: eleave Employee Leave Records Menu: eleave Apply Leave System will display below screen when clicked on the links from both the functions 19

23 How to View Leave Calendar Menu: eleave View Leave Calendar 1. Select Calendar Grouping to view the leave applications of departments reporting to you. 2. Select Month and Year. 3. Select View My Calendar to view your leave calendar. 20

24 epayroll How to View/Print Pay Slip Menu: epayroll View Pay Slip Select Year, Payroll Run, Pay Period and click View Pay Slip to view your pay slip. In the Pay Slip page, Export to pdf and print the pay slip or click on the print icon to print your pay slip. 21

25 How to Print Pay Slip for other Employees (Proxy) Menu: eclaims - Print Payslip for other Employees You may be able to print payslips on behalf of other employees without ESS access if access rights have been given to you. How to Print Payslip for all Employees 22

26 1. If needed, click Change Pay Period to select the month you wish to print the payslip for 2. Enter the Pay Period 3. Verify that the Pay Period has been selected 4. Click All Employee a. You will only be able to print the payslip for employees without ESS access rights. 5. Click Print 23

27 How to Print Payslip for selected Employees 24

28 25

29 1. If needed, click Change Pay Period to select the month you wish to print the payslip for 2. Enter the Pay Period 3. Verify that the Pay Period has been selected 4. Click the magnifying glass beside the Employee option. 5. A pop up window will be displayed. Select the employee you wish to print the payslip for. 6. The employee selected is added to the window. Repeat steps 4-5 if you want to add more employees. 7. Click Print to print the payslips of the selected employees 26

30 How to Print Payslips for a Range of Months 1. Select the Pay Period and whether to print for all employees or for selected employees 2. Click Multiple Pay Slips 3. Select the range to print for. You can choose which 4. Click Print a. Year b. Payroll Run c. Range (Select the From Month and To Month) to print for. In the screenshot above, we are printing for 2014, January to September. 27

31 eclaims How to View Claim Balance or Claim Transaction Details Menu: eclaims View Claim Records 1. Select Claim Year to view claim balance and claim details for that year 2. Click Print to print a report of your Claims. You can choose to print either Claim Details, Claim Balance, or Both If you are an Approving Officer, you will also be able to view and print the claim details of the employees reporting to you. 28

32 How to Submit Claims Menu: eclaims Submit Claim 1. Click New Claim 2. Enter Claim Title 3. Click Save Upon Clicking Save button system will show the below screen to enter the claim details 4. Select the Claim Category and Item and the rest of the form will be displayed for input. All fields with * are compulsory for the claim to be added to the claim form 5. Select Claim Item 6. Enter Remarks 7. Enter Receipt Number 29

33 8. Enter Receipt Date 9. Enter Receipt Amount 10. Click on Add Button to add the current claim to the claim form, or Cancel Button to reset form. To add multiple items to this claim form, repeat the steps The below screen is shown. 11. Click Attachments to add an attachment to your claim. 12. Enter a title for your attachment 13. Select browse and choose a document to attach. 14. Click Save 15. Click Back 30

34 16. Click Back to Claim List A Claim No will be assigned to your claim. Before submitting your claim for approval, the status of your claim is Saved. 17. Click Submit. A screen below showing your claim details is shown. 18. You can select an approving officer for your claim. 19. Select Submit to submit your claim for approval. An will be sent to inform your approving officer of your claim submission. 31

35 How to Submit Claims for other employees (Proxy) Menu: eclaims Proxy Administrator You may be able to submit claims on behalf of other employees if access rights have been given to you. For example, Sarah Chin below is submitting a claim for Timothy Goh, an employee who does not have access to HRiQ. 1. Select the employee to submit a claim for 2. Click New Claim 3. Enter Claim Title 4. Click Save 5. Fill in the remaining claim details, click Add, then Submit. a. Refer to How to Submit Claim, steps 4-19 for more details. 32

36 How to Modify Claims Menu: eclaims Submit Claim Approved claims and the claims that are pending for approval cannot be modified. 1. Click Edit. System will display all the details entered for the Claim as shown below. 2. Click Claim Category for the respective claim to update its details 33

37 3. Change the Receipt Number, Receipt Date, Amount or other details. 4. Click Update. 34

38 How to Delete Saved Claims Menu: eclaims Submit Claim Claims can be deleted only before submission for approval. Once the claim is submitted for approval it cannot be deleted. Submitted claims must be cancelled instead of deleting. 1. Click Delete to delete the Claim. System will display the claim details entered under the Claim No as shown below. 2. Click Delete to delete the claim. 35

39 How to Cancel Claims Menu: eclaims Submit Claim Only claims that are pending for approval can be cancelled. 1. Click Cancel System will display the claim details entered under the Claim No as shown below. 2. Click Cancel to cancel the Claim Application. 36

40 How to Approve/Reject Claim Applications Menu: eclaims Approve Claim To approve a claim individually 1. Click on the Claim Description. The Claim Details view is shown. 2. Ensure that the Approve checkbox is ticked. 3. Click Claim Item description to view the claim application details 4. Click Submit for Payment to approve the claim. To approve a claim by batch 1. Select the checkbox for each claim application 2. Click Submit for Payment to approve each claim 37

41 To reject a claim individually 1. Click on the claim Description. The claim details view is shown. 2. Click on the Reject checkbox. 3. Click Claim Item description to view the claim application details 4. Enter a reason for rejection 5. Click Submit Rejection To reject a claim by batch Menu: eclaims Approve Claim 1. Select the checkbox for each claim application. 2. Click on each claim description to access the claim details view to fill in the rejection reason. a. Click on the Save button to save the rejection reason. 3. Click Submit Rejection to reject the selected claims. 38

42 Submit Rejection more details A single claim application may contain more than 1 claim line item. An Approving Officer may choose to approve some claims while rejecting others in the same claim application. 1. The Approving Officer selects a claim made by Lee Siew Hoon. 2. The Approving Officer selects Approve for the Dental claim item. 3. The Approving Officer selects Reject for the Transportation claim. 4. The Approving Officer clicks Submit Rejection 5. In this case, the claim is returned to employee Lee Siew Hoon with a status of Rejected. The screen above shows the view shown in Lee Siew Hoon s eclaims > Submit Claim screen. 39

43 6. When Lee Siew Hoon access the claim to view the claim details, the Dental claim item has a status of Approved. It has not yet been submitted for payment. 7. The Transportation claim item has a status of rejected. 8. The claim details can be amended before clicking on Submit to resubmit the claim for approval to the approving officer. Submit for Payment more details A single claim application may contain more than 1 claim item. An Approving Officer may choose to approve some claims while rejecting others in the same claim application. 1. The Approving Officer selects a claim made by Lee Siew Hoon. 40

44 2. The Approving Officer selects Approve for the Dental claim item. 3. The Approving Officer selects Reject for the Transportation claim item. 4. The Approving Officer clicks Submit for Payment In this case, only the Dental Claim Item is submitted for payment. 5. The screen above shows the view shown in Lee Siew Hoon s eclaims > Submit Claim screen. The claim has a status of Approved. 6. When Lee Siew Hoon accesses the claim to view the claim details, the Dental claim item has a status of Approved. It has been submitted for payment. 7. The Transportation claim item has a status of rejected. Lee Siew Hoon must submit a new claim form to resubmit has transportation claim. 41

45 etraining There are two types of links appear in the main page as below. Employee Approving Officer Following will be explaining one by one option and what are the things need to be done each link. My Training This function basically using for applying the trainings by employee and can see the past history training records also. To apply for a training course, click on My Training hyperlink at the left menu. Once you click on this link it will be opening My Training page You can apply / enter new course information in unplanned course. Below the page it will show any courses that you have applied before. 42

46 1. You can view the various trainings you may have applied for and their status. 2. You can apply for Unplanned course by A) You can enter Adhoc Course Detail that are to be captured in training module B) You can apply the courses listed in the dropdown list Option (A) Entered of New Adhoc course Adhoc courses refer to the 2015 courses that employees have attended but are not conducted by PED/PMD) Example of courses that need to be entered in the training module are shown below. Please create them based on the list stated below under the listed ADHOC Course Code Classification. For clarifications, you may contact PMD Course Classification ADHOC-CUR ADHOC-PDG Course Code Classification Description ADHOC- CURRICULUM ADHOC-PEDAGOGY Course Name Creative Teaching of Chinese Language Using of Phonics to teach Reading in Malay Language Extending Children s Learning ADHOC-LDP ADHOC- LEADERSHIP & MANAGEMENT ADHOC-PEF ADHOC-SYS ADHOC-PERSONAL EFFECTIVENESS ADHOC-SYSTEMS & SOP GEMs Workshop (Chinese) Code of Ethics FSOP Training QRS in Chinese Step 1 Please clicked on My Training and click Unplanned Course 43

47 Step 2 For creation of Adhoc course, please DO NOT select Tick to Select Available Training Courses. 1) Click the drop down for the course classification and select the appropriate course classification (See on top for the example) 2) Key in all mandatory fields (*) such as the Course Name, Course Start Date, Course End Date, Start Time, End Time, Registration Closing Date, Training Type, Total Training Hours, Total Training Days, Reason for attending this course. For the Organizer s Detail, if Vendor is not in the drop down list, please tick on checkbox Tick If Vendor is Not from the list and enter Vendor name and Training Venue. Please leave the rest of the fields blank such as Cheque to be made in favor of. 44

48 For the Cost Detail, please enter Currency Code (dropdown box) and Training Fees. Please note that the training module do not linked to financial payment system. Click SAVE to save this application or SUBMIT to send to your Reporting Officer for approval as shown below. (Please ensure that the listed Approving Officer is correct) 45

49 Option (B) Apply the Courses listed in the dropdown list by PCF Step 1 Please clicked on My Training and click Unplanned Course Step 2 Select checkbox Tick to Select Available Training Courses. Click on the magnifying glass. Step 3 A popped window will display. Select the course (in blue) that you will want to apply. 46

50 Step 4: After selecting the course, check if there is schedule created (highlighted in yellow) and click Select on the dates you wish to apply. Step 5: Update the Reason for attending this course and check the Approving Officer to be the correct one. 47

51 Step 6: Scroll all the way down to click SAVE to save this application or SUBMIT to send to your Reporting Officer for approval as shown below. (Please ensure that the listed Approving Officer is correct) Steps to check if the application has been Submit for Approval After submit the application if you go back to my training screen then you will see the status as Pending, as it is now routed to the approving officers for approval. This will be shown your approving officer 48

52 My Feedback Form When the employee comes back from the training course, and if the course you have attended requires them to fill in a feedback form regarding to the training, the employee must then fill up the form and submit to his supervisor. To complete the form, click on the My Feedback Form hyperlink from the left menu and you should see the following page being displayed. Click on Create Form to create the new feedback form for the attended course. Fill in the necessary information and click on the Save to save the changes. You are allowed to return to make further changes to the feedback form again. Clicking on the Submit button will route the feedback form for approval if there is. 49

53 Available Courses This function allows employees to view the list of available courses and apply if there is a suitable course. Click on respective course name link to view more details about the course. Upon clicking the link, the following screen is displayed. 1. Click on Apply link to apply for the respective course. Upon clicking the link, the training form is displayed. And then you have to select the course and submit to approver for approval. 50

54 Course Calendar Enquiry If any courses are scheduled and available and the user clicks on any of the month(s), the schedule(s) will be displayed on the right side of the screen as shown below. User can search for various schedules by selecting Training Classification, Competency and skills which are available in the form of drop down lists at the top of the screen. Pending Approval List If you are an approving officer, you will see pending training awaiting your approval. 51

55 The details shown in the grid will be shown in either gray background or normal background. Gray background represents that, the employee has applied for that course previously. 1. Individual Approval Click on Details to view the form and enter your comments The approving officer can approve or reject the Training Course Application. The approving officer has to enter his/her comments in supporting or rejecting the application. Once Approve button is clicked, the application will be forward to Course Administrator for confirmation. If an employee wishes to cancel a course application that has already been approved, it will be routed to the approving officer for approval, before the application can be cancelled and also shown in the same pending approval list. 2 Mass Approval Without going by each individual record Approving officer can select multiple records and do the mass approval or mass rejection using these buttons. Bottom of the page it will be showing the budget information for the department wise. But this feature only available for the last level approver, which is getting from the authorization workflow. 52

56 Group Nomination This function provides for mass submission of your department employee course instead of the employee applying one by one for themselves. Click on this button will be shown the Application form and list of employees added for this training Click on Group Nomination for Training link and the following screen is shown. You can nominate group of employees for the training by clicking on this button. 1. First select the Course from the course list by clicking on the check box. 2. After that click on link at the top of the page to select the list of employees attending the specified training. The following Employee Search screen is shown. Add employee from left listing to right listing. 53

57 Select the employees from the table and click on this button to add selected employees to the right hand side table 3. Once you added employees just click on the Done button to complete it 4. After that in the main form select the schedule and click on Submit button. 54

58 View Training Records This function allows the Reporting Officer to view their staffs training courses they have participated in. This will also list down the courses of the employees for whom they are responsible for based on the Approval cycle. And also bottom of the page will be shown the budget information and note that this is only for last level approver. 55

59 ecompliance Navigating around e-compliance module A new module function for ecompliance will appear in Employee Self-Service. Select the respective function under ecompliance. This module has been developed with a new User Interface. Some guides below to navigate around the screen: The list of forms which requires actions. 2. The list of forms submitted or received and status. Type on the text box above to filter/search forms. For Reporting Officers, click on the forms submitted to perform approval. 3. If you are manager with general staffs (staffs with no PCF who will be filling up on manual forms), the list of proxy staffs is listed here for your actions to submit for them. 4. List of menu buttons. Click on Current module to see the list of functions available, all other buttons will jump back to HRIS home page. 5. Logout button. 56

60 Form 1 - Confidentially Undertaking Agreement (CUA) CUA exercise will only apply for all new staff that newly join PCF, each staff needs to submit only once during PCF employment. Click on the checkbox then click on <Submit> button to submit the CUA form. There is no approval required from the Reporting Officer. The system will send notification to the Reporting officer. 57

61 Form 2 - Conflict of Interest (COI) COI exercise will be done once a year, and it applies to all staffs/volunteer/external members. It will be open to all staffs (including external). Staff will need to fill in Form 2. If there is any conflict of Interest declared (questions 1, 2, 3 or 7 selected Yes ), staff will need to fill in also Form 4 (for details of activities involved, fill in NA if there are no related activities), and subsequently Form 5 or Form 6 for acknowledgement on approval or rejection. 58

62 Q1 Q2 Q3 Q4 Area of Conflict Answer Details I am *affiliated to any vendor, supplier, or any other party providing or bidding for providing services, having a direct or indirect interest in any business transaction(s), agreement, or investment I have business dealings or transactions with a vendor, supplier or any other party which could result in benefiting me. My spouse and/or immediate family members have interest in a company / firm who have business transactions or contracts with PCF. I am affiliated to a staff in PCF. Q5 Q6 Q7 I am close member of the family of the Executive Head or Board members e.g. PCF / PCF-CD. I am employed / engaged in another business other than PCF. Others: 59

63 To Submit COI Form (Staff) : 1. Select Yes or No on the radio buttons for Questions 1 to 7. Provide brief details if answer is Yes (eg who are you affiliated to). For business activities, more details can be declared under Form 4. NOTE: Questions 4, 5 and 6 does not constitute to conflict of interests. If any of questions 1, 2, 3 or 7 is answered Yes, Form 4 - Application for Permission to Participate in External Activity 2017 will appear for staff to provide additional details. 2. Click on the check boxes. 3. Select approver and click on Submit. To Approve COI Form (Reporting officer) : 1. Select Form from Submitted ecompliance List (Status showing pending acknowledgement) 2. Details of COI form submitted will be displayed. Enter Remarks if any on the Remarks text box. Click on <Return> to return form to Staff for corrections and re-submit. Click on <Acknowledgement> to accept the submitted form. 60

64 Form 4 - Application for permission to participate in external activity 1. Fill up the form on questions related to business transactions/activities. Fill in NA if not applicable. 2. Click on the Declaration checkbox 3. Select level 1 and level 2 approvers 4. Click on <Submit> button. If approver has returned or rejected application, approver s comments will appear on top of Form. If Form has been; Return - make changes to the Form and re-submit. 61

65 Approved - proceed to fill in Form 5 Permission granted to participate in external activity Rejected proceed to fill in Form 6 Letter of undertaking on non-participation of external activity. For Approver : 1. Select Form from Submitted Compliance List. 2. Fill in comments 3. Click on Return, Approved or Reject as per describe above. NOTE: Form Approved/Rejected by level 1 approver will still flow to level 2 for final approval. Form 5 - Permission granted to participate in external activity 1. Click on the checkbox to accept on the Terms & Conditions mentioned 2. Click on <Submit>. Form 6 - Letter of undertaking on non-participation in external activity 1. Click on the checkbox to accept on the Terms & Conditions mentioned 2. Click on <Submit>. Submitting for Proxy staffs (Reporting officer) For Reporting Officers who has Proxy staffs, a link will appear on Submit ecompliance screen. A similar screen will appear for Reporting Officer submission of Forms on behalf for proxy members. 62

66 ecompliance Reports (Reporting officer) 3. Select Report Option Summary or Details 4. Select Report Sub-option For Summary report, sub-options available: - By Status (Form status, eg not submitted, acknowledged, pending approval etc) - By Employment status (Active, Inactive staff status) For Details report (which will list out individual staffs), sub-options available: - Not Submitted yet Staffs who has yet to submit Form - List of Form details List of Staffs with status eg Acknowledged, approved, pending approval - COI Details report List of Details updated on Form 2 and Form 4 Questions (by Column). - Form Details with Questions & Answer List of Details updated including approvers comments. 5. Form Select report for Specific form or leave Blank for All forms 6. Submitted Year - Filter for Form submitted for specific year. 7. Submitted by Enter name in full to filter for specific staff or leave blank to print All 8. Status No selection to print for all status, or control+click to select specific status for printing 9. Conflict of Interest - to filter for staff who declared conflict of interest (answered yes on questions 1, 2, 3 or 7 on Form 2) 10. Employment Status to filter for active or inactive staffs or All 11. Employment Type to filter for PCF staffs or External or All 12. Group by Sorting of report either by Department (DGBSC) or Designation or Branch 13. Centre selection Leave blank to print for all centres. Enter keywords to search for centre and click on <Go>, then click on >> button to move selected centres to Selected List 14. Click on <Generate report> to print. A pop-up report will be generated. 63