Personnel - Vaccination Records
A new feature to upload employees’ vaccination cards including a report showing employees’ vaccination status has been added. New screens/report were created for the:
- Setup of unlimited vaccine types.
- Upload of any type of vaccination cards.
- Display of employees by department and their vaccination status.
1. Set up Vaccine Types - HR
HR has the responsibility of setting up unlimited unique vaccine types with the requisite number of doses.
Personnel>>Setup>>Organisation>>General Codes>>Vaccine Types
- Vaccine Code: unique code to identify the vaccine type (maximum 8 alphanumeric UPPERCASE characters).
- Vaccine Description: description to identify the vaccine type (maximum 25 alphanumeric characters).
- Doses Required: the current options for selection are 1 or 2.
2. Upload Vaccination Data for Approval - Employee
Employees, via HOME>>My Profile>>My Profile>>VACCINES, upload their vaccination information for approval by HR.
Vaccination cards, in any format, may be uploaded - PNG; JPG, PDF etc.
Home>>My Profile>>My Profile>>VACCINES>>Vaccination Data
- Document Name: the name to identify the vaccine document.
- Vaccine Type: select the type from the drop-down list (set up by HR in step 1).
- SAVE the entry: the entry MUST be saved BEFORE entering the dates and uploading the file.
- Enter/select the dates in the First Dose Date and Second Dose Date fields (note that these are non-mandatory fields and may not be completed). However, the date of the first dose must obviously be BEFORE the Second Dose Date).
- Click the Upload File button and follow the instructions on the screen to upload the vaccination card (all picture formats are supported PNG, JPEG etc.). Repeat to enter additional records.
- Click the Submit button on completion of data entry.
2.1 View Unapproved Changes
Home>>My Profile>>My Profile>>VACCINES>>Unapproved Changes
3. Approve Employee Vaccination Data - HR
3.1 HR Views Unapproved Changes
Self Service>>HR>>Self Serve Entries>>Employee Vaccines
- HrE. Records: displays the number of records to be approved.
3.2 Click the Employee Vaccines link
Self Service>>HR>>Self Serve Entries>>Employee Vaccines>>[HrE. Records]>>Employee Vaccines
- The Employee(s) for whom there are records to approve will be displayed.
3.3 View Unapproved
Click the View Unapproved link.
Self Service>>HR>>Self Serve Entries>>Employee Vaccines>>[HrE. Records]>>Employee Vaccines>>View Unapproved
Records per page: select the number of records to be shown on the screen. This is important to ensure that all records are displayed.
3.4 Update Employee Record(s)
Click the record you wish to update (highlighted in blue):
Self Service>>HR>>Self Serve Entries>>Employee Vaccines>>[HrE. Records]>>Employee Vaccines>>View Unapproved
Records per page: select the number of records to be shown on the screen. This is important to ensure that all records are displayed.
3.5 Download/View File
Click to view the file.
Self Service>>HR>>Self Serve Entries>>Employee Vaccines>>[HrE. Records]>>Employee Vaccines>>View Unapproved>>[select Employee Record]>>Download/View File
Review the file. Click the Submit button to save. Refresh the page if necessary.
3.6 Update HR
Click the Update HR button.
Self Service>>HR>>Self Serve Entries>>Employee Vaccines>>[HrE. Records]>>Employee Vaccines>>View Unapproved>>[select Employee Record]>>Download/View File>>Update HR
Refresh the page. In the View Unapproved link - the value displayed will reflect the change in the number of records still to be approved (this value will decrease based on the number of records that have already been approved).
Self Service>>HR>>Self Serve Entries>>Employee Vaccines
4. View Employee Vaccination Profile - HR
HR can view employees' updated Vaccination data via Employee Profile.
Personnel>>Personnel>>Employees>>Employee HR View>>[Toggle Additional Details]>>Vaccines
5. View Employee Vaccination Profile - Employee
Employees can view their updated Vaccination data via Self Service. Home>>My Profile>>My Profile>>VACCINES>>Vaccination Data
Home>>My Profile>>My Profile>>VACCINES>>Vaccination Data
6. Print Vaccination Status Report - HR
HR can print/view the Employee Vaccination Status Report for information/review.
Personnel>>Personnel>>Reports>>Employee Reports>>Vaccination Status Report
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