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Simple, effective, customizable payroll, leave and expense management for SMEs

Stalker mode enabled

I know where you work!

by Usamah Jamaludin

Guilty-as-charged clickbait. Ok, there is nothing creepy at all about this blog post really. HRMs are good for many things - it's basically where you keep most of your employee details - and look up details of others too! By that we mean totally cool, publicly available employee details, like name, email, job title, reporting manager and yes - department!

C'mon, we've been there, done that. Sometimes you wonder who's that fella in the email CC list so that you know the scope of the audience when you need to jump into the thread. Or to personally look up and thank the nice guy who happens to be holding the elevator open for you whenever you come in a bit late to work. And yes, that cute guy / girl that you always seem to bump into in the cafetaria!

Well now you can with Kitikiti HRM - with the release of our Department feature, bringing the following changes across Kitikiti HRM:

Employee Directory

Accessing Employee Directory via menu

In Kitikiti HRM - you can lookup anyone within your company. Simply click on your name on the top menu, and click on 'Employee Directory'. You can search and filter by

  • Full Name
  • Work Email
  • Department (new!)

Filtering by Department easily gives you a list of employees within the selected department.

Filter by department

If you don't know what department to filter for, you can attempt a search using the Full Name and Work Email attributes. Either filter can take partial search value - e.g searching for 'Bond' will return 'James Bond'.

Employee details with department

As any normal user, you can view any public employee details by clicking on any employee within the results list. You will not see any private employee details of others e.g pay configuration, leave entitlements, and they can't see yours.

You can see:

  • Employee Details
    • Full Name
    • Work Email
    • Job Title
    • Department
    • Manager
    • Subordinates (if there's any)
  • User Account
    • Role (Admin or non-Admin)

Having the above employee details public would allow employees to look up each other especially if they have to collaborate across departments.

Note: Admins can see all employee details (public and private).

Finally, being on 'Employee Directory' allows you to download the results into Excel for further processing (e.g perhaps you need a list of employees under the Information Technology department to apply for online accounts somewhere)

Employee list download

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Employee Bulk Create / Update tool

Recently we've made huge improvements to our Employee Bulk Create / Update tool. The gist of it is you're no longer stuck bulk creating 'empty' employees with just their names and emails - instead you can specify a whole lot more of employee data and Kitikiti HRM will map those data accordingly into the system.

For example, if you have bank account numbers for those employees, they will be mapped to the existing employee data type - Bank Account Numbers. This way you can setup as much employee data as possible, one-time, within the convenience of your spreadsheet software versus having to repeat the same work again for each employee.

The way it works is you simply need to have a CSV with your employees in it, along with their employee details, like below:

Employee list with department info

For the release of this Department feature we have ensured that you can bulk create / update the following employee data types:

  • The employee's job title
  • The employee's manager
  • The employee's department

Mapping for job title, manager, department

And all those will be automatically synced into the employee details in Kitikiti HRM. You'll get an email once all that is processed with detailed information on each employee data update, like the following:

Employee bulk create / update results

There's a subtle behavior in which when you specify an employee's department, Kitikiti HRM is smart enough to consider if there's no such department defined yet in the system - in which case it will create a new department. This means instead of just bulk creating employees, you're bulk creating departments too, and immediately assigning employees into them! There's no need to define departments beforehand. This is how you can really just upload any employee CSV into Kitikiti HRM and hit the ground running!

As for the manager, you will need to specify the manager's work email as defined in the system, to avoid ambiguity. Emails are always unique in Kitikiti HRM, whereas full names are not necessarily the case e.g you can potentially have two employees with the same name.

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Departments configuration

The preceding two sections deals with how we assign employees to departments, and to a certain extent - how we automatically create departments in the Bulk Create / Update tool as well. But sometimes we want that good ol' fashioned Departments configuration - basically a module where we focus on only configuring Departments.

To start - Departments are considered as a company-level resource / setting, and can only be configured by Admins. To access the configuration, go to Administration > General Configuration > Departments.

Accessing Departments from menu

You will see a listing of existing departments. For new signups - you actually would already have at least one department defined - named as 'Human Resources' by default. In the example below it's Kitikiti HRM (Malaysia).

Departments listing

Note the hierarchical nature of departments, similar to how reporting lines are often hierarchical. A department can be a 'parent' to other sub-departments, and can also be a sub-department under another department. This example is clearly illustrated whenever we zoom into to a department, by clicking on it.

Observe also in the departments listing above as to how the default department named as per the company name (Kitikiti HRM (Malaysia)) doesn't have any parent. This indicates that it is the topmost department. However, in Kitikiti HRM we do allow you to have multiple top departments if you wish, and not necessarily just one.

In the following picture, the CEO's Office department is shown. For this fictional company, the CEO's office is considered as a department of its own, and the CEO is also the key person spearheading the business development. As such it's both a parent department to Business Development, and a sub-department under the company's topmost department.

Department details

Also, there's a special field called 'Lineage' which shows exactly where does a department sit relative to the top department. The lineage value is often used whenever you have to select a department, like in the following dropdownlist:

Departments dropdownlist

For example, you could have multiple departments of the same name (e.g there's a 'Support' department within all of Finance / Marketing / Human Resources / Information Technology parent departments). If you were then to select 'Support' department, it's not exactly clear which 'Support' department you're selecting. By having the lineage you will get a clear picture within which parent department the 'Support' department belongs too. That being said it's best practice to avoid creating / naming departments with similar names, because:

  • Creating departments of similar names potentially indicates overlap of functionality across departments, OR
  • Those departments are relatively small in nature compared to the size of the business and such detail is probably not required in a HRM. For example, your development / project team is probably not what HR considers as a 'department'.

In short, to best create a proper department - you need to figure out:

  • The department's unique, descriptive name
  • If it's a parent for any other department(s)
  • If it's a sub-department under a parent department

Get all of the above right, and your employees will be able to look up each other just fine.

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Sign up for a free account on Kitikiti HRM!

We will be more than happy to assist you with your company's setup, and we'll also throw in 2 months of free usage!

No credit card required for signup, and no annoying demo appointment to be set. You get to use it immediately upon signup.

Try out Kitikiti HRM at your own pace - and you can always contact us via the support chat widget.

Even if you decide not to use payroll - the leave and expense modules are FREE to use, regardless of the your company size.

Finally, if you have 10 or less employees on payroll - guess what - everything is FREE! We want to grow with you!

Leave carry over

Keep rollin' rollin' rollin'...

by Usamah Jamaludin

Free HRM software subscription for the whole of 2019!

Yup, Santa is back!

by Usamah Jamaludin