Grade Master

Grade Master - User Guide

1. Introduction 📝

The Grade Master is the cornerstone of your company’s personnel hierarchy. It is used to define different seniority levels or salary bands (e.g., Trainee, Executive, Manager, Director). By categorizing employees into grades, the system can automate complex rules for payroll, benefits, and travel authorities.

2. Core Features 🏗️

• ⚡ 3-Digit Automated Code: The system automatically assigns a unique numeric identifier (e.g., 001, 002) to every grade, ensuring data consistency.
• 📏 Uniform Naming: All grade names are automatically converted to UPPERCASE to ensure a standardized look in all organizational charts and payroll slips.
• 🛡️ Referential Integrity: The system prevents the accidental deletion of any grade that is currently assigned to an active or past employee.

3. Transactional Usage & Linked Modules 🔄

You asked where these grades are used—the Grade Master is a “Global Identifier” used in the following transaction and master modules:

👥 Human Resources (Employee Master)

• The Primary Link: Every employee profile must be assigned a Grade. This determines their position in the company’s organizational tree.
• Probation to Confirmation: The system tracks an employee’s journey as they move through different grades during their career.

💰 Payroll & Salary Increments

• Salary Slabs: Payroll modules refer to the Grade to determine basic salary ranges and bonus percentages.
• Increment Transactions: When an employee is promoted, the “Promotion/Increment” transaction updates their Grade in the system to reflect their new seniority.

✈️ Travel & Expense Management (T&E)

• Eligibility Rules: Grades define what an employee can claim. For example:
  • Grade A: Eligible for Air Travel and 5-Star Hotel stay.
  • Grade C: Eligible for Train (AC) and 3-Star Hotel stay.

📅 Leave & Attendance Policy

• Leave Entitlements: The number of Privileged Leaves (PL) or Casual Leaves (CL) an employee receives is often tied to their Grade.
• Attendance Type: Certain higher grades might be exempt from strict “Punch-in/Punch-out” rules compared to junior grades.

4. Usage Guidelines 📋

Creating a New Grade

1. Navigate to HR > Masters > Grade Master.
2. Click Create New.
3. Enter the Grade Name (e.g., “Senior Executive”).
4. The system will generate the Grade Code automatically.

5. Deletion & Modification Rules 🛡️

🚫 Deletion Safeguard

The system enforces a strict “No-Orphan” policy:

• Active Staff: You cannot delete a grade if even one employee (active or resigned) is currently linked to that grade code.
• Audit Lock: Because grades are used in historical salary reports, they are considered permanent records once a payroll cycle has been processed using them.

✏️ Editing Names

You can update a grade name (e.g., from “Manger” to “Manager”) to fix typos, and the change will instantly update on all employee profiles and reports.

6. System Constraints ⚙️

7. Related Reports 📈

📑 Grade-wise Headcount

• Purpose: A summary report showing how many employees the company has at each seniority level (e.g., 50 Executives, 10 Managers).

📑 Promotion History Report

• Purpose: Tracks the dates on which employees migrated from one Grade to another.

8. Best Practices 💡