Transcription
[Music] Hi everyone. Welcome back to Frappe School. This is our second chapter in the Human Resource Management course. Today, we will discuss the topic on employee lifecycle management. By the end of this chapter, we will be able to understand employee onboarding, employee skill maps, employee promotion and transfers, and employee separation.
Let's understand the basic definition of employee lifecycle. Employee lifecycle refers to the various changes that an employee goes through during their tenure in their organization. An employee's lifecycle is categorized into five stages: recruitment, onboarding, development, retention, and exit. Whether it is hiring an employee, their growth within their team or across other teams, or even their exit, all of these are part of an employee's lifecycle. In today's world, companies that offer great employee experience tend to have an edge while attracting and retaining employees. It is important to thoughtfully design and execute these experiences in your organization as well. To do that, it becomes very important to keep a clear account of every employee's lifecycle. An employee's lifecycle helps provide the organization with reliable information about an employee's journey and experience. It even indicates what part of the employee's lifecycle needs to be paid more attention to, which inevitably helps reduce employee turnover.
Let's see how employee lifecycle management works in ERPNext. To understand all the features and processes of an employee lifecycle, we need to make sure we have an employee created in the system to work with. To view a list of all the current employees added to your system, you can go from home to the HR module and click on "Employee" in the employee master. If you want to create a new employee, you can do that here using the "Add Employee" button.
Now let's talk about onboarding. Onboarding an employee is arguably one of the most important parts of an employee's lifecycle. It is a stage where a new employee is introduced to your organization, gets familiar with the operation, and learns about the organization and their job in detail. It is also necessary to make sure that onboarding activities for every employee are tailored to their designation, grade, and department. This will ensure that the new employee gets the right training and the right onboarding procedure. In ERPNext, you can create an employee onboarding template to help you with this process. To access the template list, you can navigate from home to the HR module and click on "Employee Onboarding Template" under "Employee Lifecycle." To create a new template, you can do it here in "Add Employee Onboarding Template." Here we can define a designation, department, and grade for this template. For example, we can set the department to Sales and the designation to Manager, etc. The activity section will contain tasks that need to be completed for an employee to be successfully onboarded. Let's add some examples. Once an employee is hired, we will need to create an email ID for them, so we can type in "Email ID" as a description and even assign another employee to whom this task will be assigned. Another example of a task we can add: "Add to communication channels." We can add as many tasks as we require and assign appropriate users to each one. Now we can use this template for any new employee it applies to, and all the details we have mentioned will be pulled in from this template when we use it for employee onboarding. Once we save the template we have created, we can create a new employee onboarding from here itself using the "Employee Onboarding" button at the top, or we can navigate to "Employee Onboarding" under "Employee Lifecycle" in the HR module. Click on "New Employee Onboarding" and select the onboarding template. Here we can now select the job applicant's details, which will automatically fetch their name, then select their job offer details and their date of joining. Since we have created this onboarding from a template, the tasks will automatically be imported. We can still add to the activity section if we want anything specific to this particular employee. Once we have added all necessary details, we can save and permanently submit the onboarding form. Once we submit it, we can see this as a project in the system. All the details we had added in the activity section will show up as tasks in this project. When we open a particular task, for example, we open the "Create Email ID" task, we can assign this task to another employee and update the status and when the task was completed and add the date of completion. We can do this for all pending tasks. Once all the tasks have been completed, the status of the onboarding will change to "Completed."
Each and every employee in your organization will require a certain level of skills depending on what their job is. An employee skill map will help record and track any specific employee skill. To navigate to the employee skill map list in ERPNext, we can go from home to the HR module and click on "Employee Skill Map" under "Employee Lifecycle." Once we create a new skill map here in "Add Employee Skill Map," we can select an employee for whom we want to create the skill map; their name and designation will be automatically filled in. In the previous chapter, we filled in the skills for each designation in the designation form. Here we can select specific skills from that set and add it to this employee's skill map. Let's add a few examples of skills this employee will require. Since we have selected Lynette and her designation as an accountant in the Accounts department, some of her required skills could be "Spreadsheet Proficiency." Once we select the skill, we need to add the current proficiency the employee has for that skill and also input the date at which this skill was evaluated. We can add another skill, for example, "Analytical Skills," and enter proficiency and date of evaluation details as well. If an employee needs to improve at a certain skill, we can also add training events for these skills if necessary. For example, if the employee requires training in spreadsheet proficiency, then we can add a training event called "Spreadsheet Training" and add a training date as well. An employee skill map basically shows and records an employee's skill, training, and assessments based on their designation or role. Once we have added all the skills and training details, we can save this.
Now let's look at a few more features we can perform with regards to employee lifecycle. As an employee advances in their career, their designation may change, and they may be up for a promotion. In ERPNext, we can record this promotion in "Employee Promotion." To navigate to "Employee Promotion" from home, we can go to the HR module and click on "Employee Promotion" under "Employee Lifecycle." We can record a new promotion here in "Add Employee Promotion." We can first select the employee, for example, Lynette, add the date of promotion, and then in the details, we can go to "Designation," add their current designation and their new designation. You can now save those details. If an employee is shifting cities, they may start working at another branch of your organization. This will require us to record the transfer of an employee to another branch. We can use a similar process like we did in employee promotion. To navigate to "Employee Transfer," we can go from home to the HR module and click on "Employee Transfer" under "Employee Lifecycle." We can record a new transfer here in "Add Employee Transfer." For example, if we want to transfer Lynette from the Chicago branch to the New York branch, we will first select Lynette in the employee section and set the transfer date. In the details section, we will select the property as "Branch," and the current branch will appear, then select New York as a new branch. We can now save these details. If we go back to the main employee form, we will be able to see how the promotion and transfer updates have been reflected here in the "History in Company" table.
Employee separation is the last stage of an employee's lifecycle. It means when an employee leaves the organization. Just as in employee onboarding, employee separation also requires a specific template and certain tasks to be completed for a smooth transition. An employee separation template is like a blueprint that contains a list of activities or tasks that need to be completed based on the employee's department, designation, and grade. To navigate to the employee separation template list from home, we can go to the HR module and click on "Employee Separation" under "Employee Lifecycle." We can create a new template here by using "Add Employee Separation Template." We can first define a designation, department, and grade for this template. For example, we can set the department to Sales and the designation to Manager, etc. Next, we will add details in the activities section, which will basically define tasks that need to be completed to successfully separate the employee from the organization. Let's add some examples. Once this employee leaves, we will need to disable their email ID, so we can type in "Disable Email ID" in the description and assign another employee who will be required to complete this action. Another example is to conduct an exit interview. We can add as many tasks as we need and save the template once done. Now we can use this template for any relevant employee that is leaving the organization. We can create a new employee separation from the template itself using the "Employee Separation" button at the top, or we can navigate to "Employee Separation" under "Employee Lifecycle" in the HR module. Click on "New Employee Separation," select the employee and the template here. Once you select the template, the activities details will be automatically imported, but we can still add more tasks if we need to add anything specific to this employee. If an exit interview has been conducted, we can add a summary here. Once we have added all the details, we can save and permanently submit the employee separation form. Similar to the onboarding procedure, once we submit it, we can see this as a project in the system. All the details we have added in the activity section will show up as tasks in this project. When we open a particular task, for example, we open the "Disable Email ID" task, we can assign this task to another employee and update the status as and when this task is completed and add the date of completion. We can do this for all the other pending tasks. Once all the tasks have been completed, the status of the employee separation will change to "Complete."
This brings us to the end of our second chapter. I hope you were able to understand the importance of employee lifecycle management. You can read more about ERPNext on docs.erpnext.com. In the next chapter, we will learn about employee attendance management. Thank you.