10.7. How to plan and track employees’ assignments?

Following and planning your employees’ assignments can be a heavy challenge especially when you manage several people. Luckily, using Kiu Project, you can handle it in only a couple of clicks.

Configuration

If you wish to manage time estimation, you will need to enable timesheets on tasks. From the Project application, go to Configuration ‣ Settings in the dropdown menu. Then, under Time Work Estimation, select the manage time estimation on tasks option. Do not forget to apply your changes.

This feature will create a progress bar in the form view of your tasks. Every time your salesperson will add working time in his timesheet, the bar will be updated accordingly, based on the initially planned hours.

Manage tasks with views

You can have an overview of your different task thanks to the multiple views available with KiuBMP. Three main views will help you to plan and follow up on your employees’ tasks: the kanban view, the list view (using timesheets) and the calendar view.

Create and edit tasks in order to fill up your pipeline. Don’t forget to fill in a responsible person and an estimated time if you have one.

Get an overview of activities with the kanban view

The Kanban view is a post-it like view, divided in different stages. It enables you to have a clear view on the stages your tasks are in and the ones having the higher priorities.

The Kanban view is the default view when accessing a project, but if you are on another view, you can go back to it any time by clicking the kanban view logo in the upper right corner

Add/rearrange stages

You can easily personalize your project to suit your business needs by creating new columns. From the Kanban view of your project, you can add stages by clicking on Add new column (see image below). If you want to rearrange the order of your stages, you can easily do so by dragging and dropping the column you want to move to the desired location. You can also fold or unfold your stages by using the setting icon on your desired stage.

 Tip

Create one column per stage in your working process. For example, in a development project, stages might be: Specifications, Development, Test, Done.

Sort tasks by priority

On each one of your columns, you have the ability to sort your tasks by priority. Tasks with a higher priority will automatically be moved to the top of the column. From the Kanban view, click on the star in the bottom left of a task to tag it as high priority. For the tasks that are not tagged, KiuBMP will automatically classify them according to their deadlines.

Note that dates that passed their deadlines will appear in red( in the list view too) so you can easily follow up the progression of different tasks.

 Tip

Don’t forget you can filter your tasks with the filter menu.

Track the progress of each task with the list view

If you enabled the Manage Time Estimation on Tasks, your employees will be able to log their activities on tasks under the Timesheets sub-menu along with their duration. The Working Time Progress bar will be updated each time the employee will add an activity.

As a manager, you can easily overview the time spent on tasks for all employees by using the list view. To do so, access the project of your choice and click on the List view icon (see below). The last column will show you the progression of each task.

Keep an eye on deadlines with the Calendar view

If you add a deadline in your task, they will appear in the calendar view. As a manager, this view enables you to keep an eye on all deadlines in a single window.

All the tasks are tagged with a color corresponding to the employee assigned to them. You can easily filter the deadlines by employees by ticking the related boxes on the right of the calendar view.

 

10.6. Visualize a project’s tasks

In day to day business, your company might struggle due to the important amount of tasks to fulfill. Those tasks already are complex enough. Having to remember them all and follow up on them can be a burden. Luckily, KiuBMP enables you to efficiently visualize and organize the different tasks you have to cope with.

Create a task

While in the project app, select an existing project or create a new one.

In the project, create a new task.

In that task you can then assigned it to the right person, add tags, a deadline, descriptions… and anything else you might need for that task.

View your tasks with the Kanban view

Once you created several tasks, they can be managed and followed up thanks to the Kanban view.

The Kanban view is a post-it like view, divided in different stages. It enables you to have a clear view on the stages your tasks are in and which one have the higher priorities.

The Kanban view is the default view when accessing a project, but if you are on another view, you can go back to it any time by clicking the kanban view logo in the upper right corner

You can also notify your colleagues about the status of a task right from the Kanban view by using the little dot, it will notify follower of the task and indicate if the task is ready.

Sort tasks in your Kanban view

Tasks are ordered by priority, which you can give by clicking on the star next to the clock and then by sequence, meaning if you manually move them using drag & drop, they will be in that order and finally by their ID linked to their creation date.

Tasks that are past their deadline will appear in red in your Kanban view.

 Note

If you put a low priority task on top, when you go back to your dashboard the next time, it will have moved back below the high priority tasks.

Manage deadlines with the Calendar view

You also have the option to switch from a Kanban view to a calendar view, allowing you to see every deadline for every task that has a deadline set easily in a single window.

Tasks are color coded to the employee they are assigned to and you can filter deadlines by employees by selecting who’s deadline you wish to see.

10.3. How to set up & configure a project?

Overview

Kiu Project allows you to manage a project together with your whole team, and to communicate with any member for each project and task.

It works with projects containing tasks following customizable stages. A project can be internal or customer-oriented. A task is something to perform as part of a project. You will be able to give different tasks to several employees working on this project.

Creating a new project

Open the Project application, and click on Create. From this window, you can specify the name of the project and set up the privacy of the project.

When you have entered all the required details, click on Create.

Manage your project’s stages

Add your project’s stages

On your project’s dashboard. Click on All Tasks.

In the new window, add a new column and name it according to the first stage of your project, then add as many columns as there are stages in your project.

For each stage, there are markers for the status of tasks within a stage, that you can personalize to fit your needs.

Drag your mouse pointer over a stage name, and click on the appearing bearing, and on the opening menu, click on Edit Stage.

A new window will open. The color dots and star icon correspond to customizable markers applied on tasks, making it easier to know what task requires attention. You can give them any signification you like.

Click on Save when you are done.

Rearrange stages

You can easily personalize this view to better suit your business needs by creating new columns. From the Kanban view of your project, you can add stages by clicking on Add new column. If you want to rearrange the order of your stages, you can easily do so by dragging and dropping the column you want to move to the desired location. You can also fold or unfold your stages by using the Setting icon on your desired stage.

 

 

10.1. Introduction to Kiu BMP project

As a business manager, I have a varied job involving multiple stakeholders. To manage every task seamlessly, KIU BMP Projects is of great help.

With KIU BMP Projects, our project team members can easily plan and execute the launching of a new product line in Canada. I organized this project by creating different stages. It allows us to clearly identify the status of any task at any time, and for any user. It is convenient for any other project manager too.

These well-structured project stages are fully customizable. Here I identify one missing stage, I can easily add it in just a click. In our project management process, I proceed to a final review, so I add this stage. KIU BMP projects is designed to work for any kind of business.

Once a task is done, each colleague can highlight it by changing its status. That will help the project manager to review the task before changing the stage with a simple drag and drop. Easy, right?

We can also organize the different tasks by adapting the view. Here, I select the list view, which shows other information such as the working time progress. If I click on my task, I land on the form view where I can edit the planned hours and enter my timesheets. This is a great tool for any project manager. Controlling the working time progress and the time spent for each team member is essential. I set the time for the sales team training to 24 hours. Today, I prepared the material, so I will log 4 hours in the timesheet. The working time progress updates automatically. Thanks to this timesheet integration, the project manager has a thorough follow-up on the progress of each task.

Another great feature in KIU BMP projects is the forecast tool. When it is activated, I can plan resources per project and the workload. Therefore, the time allocation for other projects is much easier. For this project, I have to train members of the sales team. It will require 50% of my time until the end of the week. As project manager, I can do this resource allocation for any user and adapt it according to their other projects. This will prevent any form of time overlap. I can reassign a task or adapt the deadline. KIU BMP projects is the perfect app for strategic and executive planning.

Plus, every aspect of any project can be analyzed, thanks to the reports. For example, We can have a report of effective hours spent in comparison with the planned hours. I can assess the profitability of any project, any task, or any team member. I can also look at the number of hours assigned to each team member.

Another element of an excellent project management is communication. This is a key factor for the success of any project. While dealing with multiple stakeholders, being able to share documents directly in the task is very helpful. With KIU BMP projects, I can discuss through the chat feature that is always one-click away. I can also start a new conversation with anyone in my team.

In addition to being a powerful app for managing projects seamlessy, KIU BMP projects is also an effective customer service or after-sales app. With it, I can follow any customer issue, even create a dedicated support project. The app also automatically creates an invoice of time spent on tasks or issues.

KIU BMP projects is a powerful, yet easy-to-use app. At first, I used the planner to clearly state my objectives and set up the project app. Get this app, it will help you get started quickly too.

11.8. Attendance Management

KIU HR management includes attendance module which manages employee’s attendance. Attendances are recorded according to the Check in/ Check Out actions. After installing attendance module from KIU apps, we can see a new menu named Attendances.

a.      Attendance Entry

Basically there are three ways to mark attendance.

  • Direct login and mark attendance
  • Admin make manual check in and check out entry
  • Kiosk Mode

Direct login and mark attendance

Since system login credentials are generally available to officer level employees this attendance marking facility is available only for those employees who have a system login Username and Password. They can login to the system and mark their attendance from Attendance menu.

b.      Login > Attendance

Click the image to check in and click again to check out.

c.       Admin make manual entry

Since direct login is not allowed for all users, KIU provides another option to mark attendance. Administrator or any dedicated person can mark attendance for each employee. For that go to,

  • Attendances -> Manage Attendances ->Attendances -> Create

Mark the fields and Save

d.      Kiosk Mode

Here, the interface feeds attendances of employee using their badges or pin. The badges can print from employee form.

Using these badges, employees can Check In/out.

Attendances -> Manage Attendances -> Kiosk Mode

Another option is Check in/out using pin. For this we have to enable Configurations under Attendance menu.

Use “Select Employee” button on kiosk mode to check in/out using pin. It gives the interface to enter pin.

Reports

Admin can view detailed attendance report from

Attendances > Reporting

e.       Reports Graph Views

Bar Chart

Pie chart Analysis

 

11.7. Expense Management

Managing your employees’ daily expenses has never been an easier task. Whether its travel expenses, office supplies, or any other employee expenditure, access all receipts and expense submissions from your KIU Expenses dashboard and create, validate, or refuse them with just a click. No need to download a new specialized software to maintain expense records – everything can be done directly through KIU Expense Management Module.

Firstly, go to the Expense Configuration settings,

From here, you can let your employees to record their expenses by email.

a.      Generate an Expense

Single expense creation

  • Expenses > My Expenses > My Expenses> Create

For every new expense, the employee should have:

  • Description: This field embeds the reference to bill/ticket.
  • Product: This field specifies the type of expense.
  • Price: For instance, the accommodation or a quantity to reimburse. For example if the employee has travelled in a vehicle, the quantity shall be kilometer.

Fill the fields and click SAVE.

Upon submitting the documents and creating reports, click on< SUBMIT TO MANAGER> button.

“You can add more number of items to a same expense bill.

“Once the expense is submitted you can see the status of the expense changes”

Note:-“Now it has to be approved by an officer level user. Posted means the Payslip is posted in Journal and finally Paid status indicate the actual Payment. All these state changes can be done by different users. Same Rule is Applicable to Expense Report also.”

b.      Approval by Manager

Upon creating a record, the expense report has to be send across or submitted to the manager to get them approved.

To Approve

c.       Configuration

Expenses-> Expense Reports ->To Approve

This provisions the manager to oversee all the expenses that are awaiting approval. From the list, the manager can select a submitted expense, scrutinize it and take appropriate action.

 

11.6. Recruitment Management

KIU makes the recruitent process seamless by ensuring feasible HR Process. Here we have recruitment plugins related to HR. Officers or managers can create and launch various job positions for recruitment. For these positions users can either manually apply or through the website.

a.      Create Job Openings

Firstly, go to the recruitment application. From here, one can gather the view of all the job decisions that the organization is currently recruiting for.

In order to create a new job position, go to Configuration->Job positions->Create.

Upon clicking the CREATE button, you will be navigated to a new window just like below;

Here, one can specify the Job position, recruitment details like the company, website, department, Interview form, job location, recruitment responsible, job description and much more. Once you have saved all the changes you can see on top the RECRUITMENT IN PROGRESS.

From here, one can also view the number of applications for this job position, no of employees, documents attached, also add some trackers to know what medium the applicants are using.

If you want to publish the job position in the website, click the UNPUBLISHED ON WEBSITE BUTTON.You will be redirected to the website page.

Here, one can make the editions to the job description via clicking on the edit button.

You get some building blocks on left to customize your website look. Edit accordingly the way it should get published in the website and save changes.

b.      Applying for job

KIU provides a complete solution for recruitment process. Once you publish the created opportunities in website, job seekers can view the same. User can view detailed advertisement and Apply by just clicking on the advertisement.

Upon clicking the apply now button, job seeker will be navigated to new window like below, where he can add his basic details like name, phone number, small introduction, email address and also attach the resume.

By clicking on , the user can submit his application. Upon the action, again the user will be redirected to a Congratulations page. Can later continue to check out the rest of website pages.

c.       Process Job Application

Recruitment administrator can view all the application and related personal information listed in his dashboard.

Recruitment > Job Position

Click Application View the applicants and their recruitment status.

One can find a lot of information about the applicant here and also can add further information like the source, referred person, expected salary, proposed salary etc to the profile via clicking on the EDIT button.

If the applicant has attached any document, it shall be seen in the chatter.

One can also create meetings from this page, start interview (which will give questions related to the job), print interview and access documents.

Also can assign a responsible person for different stages of interview.

d.      Resumes and Letter

To manage and view all the resumes and other documents provided by applicant, go to Recruitment-> Resumes and Letters

The Kanban view of all applicant’s letters will be presented here.

One can also filter and group the resumes via setting different criteria such creation date, owner, company or more.

e.       Reports

Managers or the head of departments can easily analyze the recruitment process and export it to excel. For that go to Recruitment->Reports.

Reports Graph Views

Bar Chart

Pie Chart analysis

 

11.5. Leave Management

Leave management in KIU is done through two phase at first phase- employee request for leave and the HR manager or concerned level officer must sanction the leave. KIU generates detailed report to analyse the leave behavior. Admin or concerned officer can view these reports before sanctioning leave to an employee.

Firstly, Install the leaves module.

a.      Leave Types

Configure the leave types, go to Leaves->Configuration->Leaves Types.

Here one can specify the type of leaves, which the company is letting the employees to take, say the legal leaves, paid time off, overtime compensation, sick leaves and more. One can create a new sick leave via clicking the create button.

b.      Making Leave Request

To configure leave request, go to Leaves > My Leaves > Leave requests > Create.

Upon clicking create button,a create form will appear like below:

Here one can specify the leave type from the dropdown menu, the duration of the leave, from date and to date, whether it is a half day and also a description to the leave if any.

Fill the fields and save.

Now the status of your leave is “To Approve”, it will be changed once concerned officer approve this leave.

c.       Approve leave

Once a user makes a leave request, the concerned officer like HR admin must approve the same to sanction leave.

d.      Configuration

Managers > To Approve> Leaves

  • All leave requests will be listed here.
  • Select a leave request and Approve or Refuse.

e.       Leave Report

Administrator can view detailed and varying reports in his dashboard.

Go to Leaves> Reporting

f.        Leave Allocation

Unlike leave request, leave allocation is more of a planned leave request. Employee can request to allocate leave for him (generally in case of long leaves). Leave allocation option in KIU leave management gives an easy interface to accomplish this task.

g.      Configuration

Leaves > My leaves > Allocation Request > Create

Here one can add the description, leave type and duration of leaves. Fill the fields and click to submit the leave to manager for approval.

 

 

11.4. Contract Management

Add new contract. For that go to Employees > Contract > Create

From the dashboard, you can quickly glance at the newly created contract, the running contract, to be renewed, expired and so on. One can add more columns as per the need.

Click CREATE to create new employee contract.

A create form will appear like below. Here, you can select ‘Employee’ ‘Department’ and other basic information from the window and assign the contract directly to an employee.

a.      Under the contract details tab

One can specify the start date of the contract, end date of the contract, end date of the trial period, employees working schedule, frequency of the wage period, person responsible for validating the employee’s contract and more.

Under salary information tab

One can specify the salary information like employees monthly gross wage, the monthly amount the employee receives on his fuel card, the amount employee receives in the form of meal vouchers, the monthly net amount that is retained on the employee’s salary and much more.

b.      Update/Delete a contract

Admin can Update a contract information, contract Status or delete a contract altogether by following method. For that, go to Employees > Contract

Select the contract you wish to change.

Make edits wherever needed and click Save.

Note: change the status of the contract by just clicking on ribbon that indicate the status.

To delete, click the Action button on top.

11.3. Setting Standard Working Time For The Company

For that go to Settings->Configuration

One can modify the company working hours via clicking the modify button,

One can also add the information with respect to global leaves as well under the Global leaves tab.

If you want to change the working time of a particular employee, click on the work resources button on top right side.

Upon clicking, you will be navigated to a new window, with the list of all resources with their specified working time.

Click an employee to make the changes to his current working time.

Click SAVE to mark the changes.