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WebSAMS STF Module

Access Right to Staff Module


Default user groups that have access right to staff module

Management
School Staff
Head
(all# Pre-requisites
functions by default)

Staff Management 1 (all functions by default)

Staff Management 2 and 3 (no access right to all functions in Staff

Module by default, different access rights can be assigned to these two


groups based on needs of individual schools)
Staff can view own information only
No access right to Staff Module can be granted to any other user groups,

with no exception to the built-in administrator user group SYSTEM_ADMIN


Staff module daily transactions, changes to user group assignment and

access right are reflected in the staff audit trail log in Security Module for
information of the School Head user group

Path:Security > Report & Log > Staff Audit Trail


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Create an account with staff module access right


Path: Security > Access Control > User Account create
individual account

Attach user groups with staff


access right.

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Create staff profile record

Step 1

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Create staff profile record

Step 2: input the details and save.


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Upload photo

Step 2
Step 3

Step 1

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Upload photo

Step 4

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Add contact information address and telephone

Input the information and save.

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Add personal information

Input the information and save.

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Add qualification information

Click add to add another qualification record.


Click the hyperlink in the record history to display the corresponding record.
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Add external employment history

Click add to add another external employment history record.


Click the hyperlink in the record history to display the corresponding record.
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Add external employment history


Profile external employment history
This function is for adding external employment
information other than this school.
For appointment information of this school , input
the information in Profile > Appoint.

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Add others information


Step 1: pre-requisite - create user-defined
field .

To display the field in Staff > Profile > Details Others, check the corresponding
display box.
User-defined fields once created cannot be deleted. They can only be de-activated by
unchecking the display box.
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Add others information


Step 2: retrieve the staff concerned. Profile
click search.
Step 3: click the staff code hyperlink.

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Add others information


Step 4: click the others tab, input the
information and save.

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Add appointment information


Step two: retrieve the staff from Profile >
Search. Click the staff code hyperlink, Click
the Others tab.
If teaching duty=yes, staff can be assigned
class and subject teacher duties.

Click add to add another appointment record of this school.

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Create replacement record


Step two: retrieve the staff from Profile >
Search. Click the staff code hyperlink, Click
the Others tab.

Step 1: display the first appointment record and


choose the departed/ virtual staff to be replaced.

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Create replacement record


Step two: retrieve the staff from Profile >
Search. Click the staff code hyperlink, Click
the Others tab.

Step 3: save.

Choose staff to be replaced.


Step 2: click the hyperlink and
preview data to be replaced..

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Add previous appointment information of this


school
Step two: retrieve the staff from Profile >
Search. Click the staff code hyperlink, Click
1the Others tab.
2

Step 1: click search to retrieve the staff.


Step 2: click the staff code hyperlink to display the basic information page.
to be replaced.
Step 3: click the appoint tab on the top toChoose
display staff
the appointment
Step 2: click the hyperlink and
information.
preview data to be replaced..
Step 3: save.

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Add previous appointment information of this


school
Step two: retrieve the staff from Profile >
3
Search. Click the staff code hyperlink, Click
the Others tab.

4
Step 3: save.

Choose staff to be replaced.


Step 2: click the hyperlink and
preview data to be replaced..

Step 4: click add past employment period.

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Add previous appointment information of this


school
Step two: retrieve the staff from Profile >
Search. Click the staff code hyperlink, Click
the Others tab.

Step 5: input the details for past employmentChoose


period of
thistoschool
and
staff
be replaced.
Step
2:
click
the
hyperlink
and
save. The information will be displayed in the appointment history list
preview data to be replaced..
(see the following slide).
Step 3: save.

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Add previous appointment information of this


school
Step two: retrieve the staff from Profile >
Search. Click the staff code hyperlink, Click
the Others tab.

Step 3: save.

Choose staff to be replaced.


Step 2: click the hyperlink and
preview data to be replaced..

Previous appointment information of this school added to the appointment history list.
User can click the hyperlink to display the corresponding record.
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Create rank change record

Click add to add another rank change record.

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Create acting appointment record

Click add to add another acting appointment record.

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Create post duty record

Click add to add another post duty record.

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Create committee duty record


Pre-requisite: create committee and committee duty code tables in
code management Path: Code Management > Maintenance

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Create committee duty record by staff

Click add to add another committee duty record.

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Create committee duty record by committee

Step 1

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Create committee duty record by committee

Step 2: input the information and save.

All members of the same committee will be displayed in the duty list.

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Create committee duty record by committee


Batch add committee duty records by committee

Step 1: click batch add.

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Create committee duty record by committee


Batch add committee duty records by committee

Step 2: choose the staff from the pull-down menu (multiple selection
allowed), input other details and save.

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Create training record

Click add to add another training record.

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Update qualification record with training record

. the update qualification hyperlink to go to staff


Step one: click
> profile > details qualification.

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Update qualification record with training record

4 fields are copied from the


training record to this page:
- qualification
- institute name
- entry date
- completion date
Step 2: input other qualification details and click save.

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Upload staff documents


Step 1: pre-requisite - create document category.

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Upload staff documents

Input the category name.


If the category is restricted, check the restricted box. If not, leave it blank.

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Upload staff documents

Click add to add another new category.


Different categories can be created, both restricted and unrestricted.

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Upload staff documents


Step 2: retrieve the staff concerned. Profile click
search.
Step 3: click the staff code hyperlink.

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Upload staff documents


Step 4: click the document tab.
Step 5: click the hyperlink to choose the document
category and click upload
5

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Upload staff documents


Step 6: choose the category the file is to be uploaded to,
locate the file and save.

6
For restricted document category, if the shared box is not checked, other users with
restricted document access right cannot access the file. User has to check this box if he wants
other users with restricted document access right to access the file.
However, by default, users of the SCHOOL_HEAD user group have built-in access right to all
other users restricted documents, whether these documents are shared out or not.

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Upload staff documents

Staff document uploaded. User can click the hyperlink to view the document.

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Enquiry > duty profile

2
Step 1: search the staff.
Step 2: click the staff code hyperlink.

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Enquiry > duty profile

Click the various tabs on the top to view class teacher duties, subject teacher duties,
timetable load, post duties, committee duties and student activity duties.

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Enquiry > overall employment

2
Step 1: search the staff.
Step 2: click the staff code hyperlink.

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Enquiry > overall employment

User can view


employment information other than this school (profile external employment
history)
employment information of this school (profile > appoint) and
rank change information (profile > rank change).
User can click the hyperlink to view the corresponding record.

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Create virtual staff record


Virtual Staff is to facilitate the scheduling of timetable in
the event of staff shortage.

Step 1: click
add.

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Create virtual staff record

Status has to be active if class and subject teacher duties are to be assigned
to this virtual staff.
Step 2:
input the
details and
save.

Virtual staff code is preceded by#.

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Export staff record

School can export an xml file for a departed staff and this file can be
imported by another WebSAMS school.
School cannot export an xml file and import the very same file to the
same school. The file has to be imported to another WebSAMS school.
Information that can be exported/ imported: staff profile, appointment,
rank change, training and IT training.
IT training financed by this school on export will become IT training
financed by previous school on import.
Appointment and rank change information of previous school on export
will become external employment history of this school on import.

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Export staff record

2
Step 1: click search to retrieve the record to be exported.
Step 2: click the hyperlink to view the records to be exported.

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Export staff record

Step 3: click the tabs on the top to view the records before export.
Step 4 click export.
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Import staff record import file from another


WebSAMS school

Step 1: click
import.

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Import staff record import file from another


WebSAMS school

3
4

Step 2: choose school and input the staff code for the new staff.
Step 3: locate the file to be imported. (It has to be a staff profile file exported by
another WebSAMS school.)
Step 4: click import.
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Import staff record import file from another


WebSAMS school

Step 5: check the basic information. User can edit the information before saving.

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Import staff record import file from another


WebSAMS school

Step 6: click the different tabs on the top to view before saving.
Step 7: click the hyperlink in the record history to view and import the individual records one by one".
Records can be edited, if necessary, before saving.
User can choose which records to be or not to be saved.
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Import staff record import


file downloaded from e-services

Step 1: choose e-services, locate the file and click import.


decryption key in WebSAMS = encryption key in e-services
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Import staff record import


file downloaded from e-services

Step 2: check the records to be imported,


Step 3:input the staff code and short name.
Step 4: click the hyperlink to view the details to be imported,

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Import staff record import


file downloaded from e-services

Note: records with codes found in e-services but not in WebSAMS cannot be imported. Uncheck
the problem records and click the proceed button on this page.
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Import staff record import


file downloaded from e-services

Step 5: click proceed.

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Import staff record import


file downloaded from e-services

Step 6: click confirm.

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Create departure record

The employment end date will be attached to the end date of the corresponding
appointment record see the following slide.

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Create departure record

End date derived from


corresponding departure
record.

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Re-appoint departed staff

2
Step 1: click search to retrieve the departed staff.
Step 2: click the staff code hyperlink to display the basic information page.
Step 3: click the appoint tab on the top to display the appointment
information.

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Re-appoint departed staff

Step 4: click add to display a new page to input the new appointment details
and save.
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Re-appoint departed staff

Re-appointment information displayed. User can click the hyperlink in the


appointment history to display the corresponding record.
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Generate reports

Step 1: Click search. Click the hyperlink to choose the report to be generated.

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Generate reports

Step 2: choose the report format. Click preview


and print.

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Generate reports

Staff card sample report generated.

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Thank you

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