Summary of the Employee Confirmation Process

The employee confirmation process in our HRMS system is designed to ensure a thorough review and approval of employees nearing the end of their probation period. Below is an overview of the process:

1. Employee Onboarding and Profile Creation

Employee Joins the Organization: When a new employee joins, their profile is created in the HRMS system.
Profile Creation: Enter the employee’s basic details and employment information.
Assign Confirmation Assessment Template: Assign the Confirmation Assessment Template to the employee either during or after profile creation.

2. Assessment During Probation Period

Probation Period Ends: As the probation period approaches its end, designated actors (e.g., Reporting Supervisor and Head of Department) complete the assessment form.
Fill Assessment Template: The actors provide their evaluations based on the template's questions.

3. Final Review by Admin

Access Dashboard: Admin logs into the system and navigates to the Dashboard.
Go to Employee's Module: Select the Employees Module, then find the Pending Confirmation Requests sub-module.
Locate the Employee: Search for the employee whose confirmation is pending.
Start Review: Click on Start Review to access the confirmation assessment form.

4. Admin Confirmation Process

Step 1: Fill Confirmation Form

Review Responses: Admin sees the confirmation assessment form with responses from the Reporting Supervisor and HOD.
Enter Admin Response: Admin provides their own responses and comments on the assessment.

Step 2: Enter Confirmation Details

Effective Date: Choose the Effective Date of Confirmation. This default date is calculated by the system, but Admin can adjust it if necessary.
Add Comments: Enter any additional comments or feedback.
Finalize Confirmation: Click on Confirm the Employee to complete the confirmation process. Alternatively, Admin can choose to Extend the Confirmation if needed.

5. Employee Confirmation

Confirmation Finalized: Upon completing the review and confirming the details, the employee’s confirmation is processed, officially marking the end of their probation period.

This summary outlines the essential steps and decisions involved in the employee confirmation process, ensuring a clear and efficient review procedure. Adjustments can be made based on specific system features or organizational needs.