The Designation Master in uKnowva HRMS is essential for organizing and managing employee roles within an organization. It allows HR professionals to create, edit, and maintain designations, ensuring clarity in job roles and responsibilities across the workforce.

This tutorial will guide HR and system administrators through the processes of adding new designations, editing existing ones, and managing the overall designation structure. 

With options to import and export data, as well as search and delete designations, this sub-menu streamlines workforce management and enhances operational efficiency.

By effectively utilizing the Designation Master, organizations can align their human resources with their strategic objectives, fostering a structured and efficient work environment.

Table of Contents

1. Adding a new designation
2. Editing existing designations
3. Deleting multiple designations
4. Deleting individual designations
5. Viewing designation details
6. Importing designations
7. Exporting designations
8. Searching for designations

1.  Adding a new designation

To add a new designation, navigate to the Designation Master page by selecting HR Manager from the main menu and clicking on Designation Master.

Once on the Designation Master page, click the  + button to Add New Designation located at the top side of this page.

A new form will appear where you can enter the details for the new designation.

Enter the required details, such as Designation Name, select the Designation Category from the drop-down menu, and add the relevant skills for the designation.

Under the Basic tab, enter the Designation Code, Notice Period in Days, and Probation Period in Days. Use the "Reports To" drop-down menu to specify the reporting manager role.

In the Job Details section, use the editors to define the Roles and Responsibilities for the designation. These fields allow you to clearly outline the job’s expectations and duties.

Next, go to the Salary Details tab. Select an existing salary structure to automatically populate its details, or edit them as needed. 

Enter the Yearly CTC and Monthly CTC, and the system will automatically calculate the Yearly Gross and Monthly Gross.

In the Earnings section, choose the head from the dropdown, and specify the formula or amount. Use the checkbox to mark it as variable and select "Yes" or "No" from the dropdown to mark it as non-taxable. 

Decide whether to display the earnings in the payslip by choosing "Yes," "No," or "Show if applicable." 

You can also decide if the earnings should be calculated based on attendance. 

Add more rows using the "+" button and delete rows with the bin icon.

For deductions, go to the Deductions section. 

Choose the head from the drop-down menu and add the formula and amount. 

Mark deductions as variable using the checkbox and decide if they will appear in the payslip or calculate based on attendance. 

Use the "+" button to add more rows and the bin icon to remove rows when needed.

In the Interview Assessment section, add questions, select categories from the dropdown, and define applicable user groups. 

Add more rows by clicking the "+" button or delete rows using the bin icon.

Under Probation Evaluation, set attributes, select categories, and assign applicable user groups using the drop-down menus. This helps you establish thorough evaluation criteria for the probation period.

In the KRA Template section, start by entering a Template Name and choose its accessibility. 

If you select "Only Selected," specify users by entering their names in the "Share With" field. 

Add KRAs by defining their Title, Type (from a dropdown), Reasoning, and Weightage (in percentage). Use the "+" button to add more KRAs or delete them with the bin icon. Ensure the total weightage equals 100%.

In the Competencies section, define competencies by adding a Title, selecting a Type from the dropdown, and specifying Reasoning and Weightage (in percentage). 

Add or remove rows using the "+" button and bin icon. Ensure the total weightage of competencies also equals 100%.

If you want to automate, click the AI Suggest button. Enter the designation name and category, and the system will automatically fill the Job Details, Interview Assessment, Probation Evaluation, and KRA Template sections.

After entering the necessary information, click Save to add the new designation to the list. If you wish to cancel the process, click Cancel to discard the changes and return to the Designation Master page.

2. Editing existing designations

To edit an existing designation, find the designation you want to edit. 

Click the Pen icon next to that designation under the Action column. A form will open, pre-filled with the current details of the designation.

Make the necessary changes to the fields, such as Designation Name, Department, or any additional notes. Ensure that the updated information accurately reflects the intended changes.

Once you have completed the edits, click Save to update the designation. If you decide not to make any changes, click Cancel to discard the edits and return to the Designation Master page.

3. Deleting multiple designations

To delete multiple designations, navigate to list of designations, check the checkbox next to each designation you wish to delete. 

After selecting the designations, click the Bin icon located at the top of the page.

A confirmation prompt will appear, asking if you are sure you want to delete the selected designations. Review the selected items carefully.

If you are certain about the deletion, click Yes to confirm. If you decide to cancel the action, click No.

Once confirmed, the selected designations will be permanently removed from the Designation Master list. Ensure you have selected the correct entries, as this action cannot be undone.

4. Deleting individual designations

To delete a designation, locate the designation you wish to delete. 

Click the bin icon next to that designation under the Action column. A confirmation prompt will appear, asking if you are sure you want to delete the designation.

If you are certain about the deletion, click Yes to confirm. If you decide to cancel the action, click No.

Once confirmed, the designation will be permanently removed from the Designation Master list. Be cautious, as this action cannot be undone.

5. Viewing designation details

To view the details, locate the designation you wish to examine. Click the eye icon next to that designation under the Action column.

This will open a detailed view, displaying all relevant information such as the Designation Name, Department, and any additional notes associated with the designation.

Carefully review the details to understand the specifics of the designation. 

6. Importing designations

To import designations, click the Import button, right next to the bin button on the same page. A dialog box will appear, prompting you to upload a file containing the designation data.

Prepare your data in the required format, ensuring it includes essential details such as Designation Name, Department, and any additional relevant information. 

You can also download the sample file to ensure the accuracy of the format. To do so, click on the Download Import Template File button shown in the pop-up window below.

Click Choose Your File or Browse to select the file from your system. After selecting the file, click Upload File to begin the import process. The system will validate the data and add the designations to the list. Once successfully imported, the new designations will be displayed in the Designation Master list.

7. Exporting designations

To export designations, click the Export button. When clicked, the system will prepare a file containing all the details of the designations listed.

The file will be automatically downloaded to your system, typically in Excel or CSV format. 

This file will include essential information such as Designation Name, Department, and any additional notes associated with each designation, allowing you to review and analyze the data further.

Once the download is complete, save the file in your desired location for future reference or reporting.

8. Searching for designations

To search for specific designations, find a search bar at the left side of this Designation List page.

Enter relevant keywords or key phrases related to the designation you are looking for, such as Designation Name or Department.

After typing in your search criteria, click the Search button. The list will automatically filter to display only the designations that match your search terms.

If you wish to clear the search and view all designations again, click the Reset button, which will restore the full list of designations.

The Designation Master in uKnowva HRMS provides HR and system administrators with a powerful tool to efficiently manage and structure designations within their organization. 

By following the steps outlined in this tutorial, you can easily add, edit, delete, import, export, and search for designations, ensuring smooth workforce management and alignment with organizational goals. 

Utilizing these features not only enhances operational efficiency but also fosters a structured and well-defined work environment.

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