HR Master Files
The employee file is mostly made of pointers: which department the person belongs to, which position they hold, where they work, what nationality they carry. Each of those pointers is a small master file of its own, and most of them do more than label the employee — a job position can cap leave permissions, an organizational position can hand its responsibilities to every new holder, a social insurance policy can override the company-wide insurance rates. This page lists them, what each one holds, and where Nama reads it, so that a "why did the employee get this?" question can be traced back to the right list.
Fill these lists before you create employees. Every one of them is a plain code-and-name master file with the usual dimensions; the sections below cover only what they add on top.
Where they sit
| Screen | Arabic | Menu |
|---|---|---|
| Employee Department | إدارة موظف | Payroll > Main > Employee Department |
| Job Position | الموقع الوظيفي | Payroll > Main > Job Position |
| Organizational Position | درجة وظيفية | Payroll > Main > Organizational Position |
| Skill | المهارة | Human Resources > Main > Skill |
| Experience | خبرة | Human Resources > Main > Experience |
| Employee Work Place | مكان عمل | Human Resources > Main > Employee Work Place |
| Social Insurance Policy | سياسة التأمينات الاجتماعية | Human Resources > Health Insurance > Social Insurance Policy |
| Nationality | جنسية | Basic > Master Files > Nationality |
| Employee Group | مجموعة موظفين | Basic > Remarks > Employee Group |
| Sponsor | كفيل | Education > Master Files > Sponsor |
Employee Department
The Employee Department is the HR department an employee belongs to — the Employee Department field on the employee file. It is separate from the department dimension: the dimension decides where the employee's costs land in the accounts, the Employee Department is the organisational unit HR manages. Most employee ranges and criteria in HR (salary components, attendance plans, leave permission rules, collect-employees buttons) can filter on either one.
| Field | What it does |
|---|---|
| Department Manager (مدير الإدارة) | The employee who heads the department. |
| Max Permissions Per Month, Max Permission Hours Per Month, Max Single Permission Hours | Leave-permission caps for the department's employees — see How the leave-permission caps are chosen. |
Department sections hang off a department: picking a Department Section on the employee file fills its Employee Department, and the section list is narrowed to the department already chosen.
Job Position and Organizational Position
Both describe the employee's role, and both are trees: each record can name a Parent, so positions can be grouped into families.
- Job Position (الموقع الوظيفي) is the job the employee does — accountant, driver, sales representative.
- Organizational Position (درجة وظيفية) is the slot in the organisation chart — the grade or post the employee fills. The employee file also uses it for Super Position (the position above) and, in Gulf installations, for the Current position on the residency.
What each one carries:
| Field | Job Position | Organizational Position | What it does |
|---|---|---|---|
| Duties And Tasks (المهام والواجبات) | ✓ | ✓ | Copied into the employee's own Duties And Tasks when you pick the position and that field is still empty. |
| Max Permissions Per Month / Max Permission Hours Per Month / Max Single Permission Hours | ✓ | ✓ | Leave-permission caps for the employees who hold the position. |
| Finger Print Exception (الإستثناء من البصمة) | ✓ | ✓ | Fills in missing punches for the holders — see below. |
| Responsibilities grid | ✓ | Copied into the employee's Responsibilities when you pick the position, except lines ticked Do Not Copy Responsibility To Employee. | |
| Skills tab (Skill, Level, Description) | ✓ | The skills the position calls for. | |
| Minimum / Max Number Of Positions | ✓ | The maximum caps vacancies: an HR Vacancy for this position cannot ask for more than this number. | |
| Required Years Of Experience | ✓ | Recorded for reference on the position. |
Finger Print Exception
Some staff are not expected to punch both ends of the day — a driver who leaves from home, a manager exempt from checking out. Finger Print Exception tells attendance calculation what to assume:
| Value | Effect on a day |
|---|---|
| Check In Exception (الإستثناء من الحضور) | A punch that has only a check-out takes the shift's start time as its check-in. |
| Check Out Exception (الإستثناء من الانصراف) | A punch that has only a check-in takes the shift's end time as its check-out. |
| Check In And Check Out Exception (الإستثناء من الحضور والانصراف) | A working day with no punches at all is counted as worked for the shift's hours. |
The employee file has the same field. Nama uses the employee's own value first, then the Organizational Position's, then the Job Position's.
How the leave-permission caps are chosen
The three caps exist on the employee file, the Job Position, the Organizational Position, the Employee Department, the Leave Reason, the Leave Permission Configuration and the HR Configuration. For each cap, a matching Leave Permission Configuration rule wins; otherwise Nama takes the first non-zero value in this order: Leave Reason, employee file, Job Position, Organizational Position, Employee Department, HR Configuration. Leave a level empty or zero to let the next one decide.
Employee Work Place
Employee Work Place (مكان عمل) is the physical site an employee works at — a branch office, a project site, a warehouse. The employee file shows it as Current Work Place, and a Work Place Update moves an employee to another site for a period. Holidays can be declared for one work place, and employee ranges on salary, attendance and insurance documents can filter on it. Its only own field, Related To, is a free link to another record.
Employee Group
Employee Group (مجموعة موظفين) is a hand-picked list of employees — its grid holds Employee and Remarks. It exists for the places where a rule has to target people who share no department or position: attendance plan lines, the electronic-attendance configuration and allowed-zone documents (see Time Attendance), and the mobile security configuration. A rule scoped to a group applies only to the employees listed in it.
Nationality and Sponsor
Nationality (جنسية) is the employee's Nationality on the employee file. Many HR rules read it: salary components and vacation types can be limited to a range of nationalities, holidays can be declared for one nationality, and health-insurance, visa and residency documents carry it per line. Other modules (hotel guests, students, real-estate owners) use the same list.
Sponsor (كفيل) is the employee's Sponsor in Gulf installations — the person or company the residency is tied to. It is a plain list; the sponsorship transfer documents on Social Insurance & Sponsorship record the new sponsor's name and number as text of their own.
Skill and Experience
Skill (المهارة) is a plain list used wherever HR describes abilities: an Organizational Position's Skills tab, vacancy types, training plans and course results, and an employee's own skills record.
Experience (خبرة) is a named experience profile with a grid of free-text lines. The employee file points to one in Experience, next to the Previous Experience and Current Experience year counts.
Social Insurance Policy
The company-wide social-insurance bands and percentages live on the Social Insurance tab of HR Configuration. A Social Insurance Policy (سياسة التأمينات الاجتماعية) is the same dated grid kept as a separate record, for employees who must be insured on different terms — another scheme, another authority, a contract with special rates.
Each row has From Date, To Date, an HR Calendar, the minimum and maximum fixed and variable insurance base, and the company's and the employee's fixed and variable percentages. Pick the policy in Social Insurance Policy on the employee file (a Job Offer or an Update Employee Info can set it too). From then on the salary calculation reads that employee's insurance from the policy, never from HR Configuration: it uses the row whose dates contain the start of the salary document's HR period and whose HR Calendar is empty or matches the employee's calendar. If no row matches, the employee's insurance comes out as zero.
Related pages
- Employee HR Information — the payroll layer on top of the employee file.
- Leave Permissions and Missions — where the leave-permission caps bite.
- Employee Relocation and Updates — changing an employee's department, position or work place after hiring.