HR Module (EIS - Employee Information System) - Integration Guide

What this module is: The HR/EIS module will manage employee lifecycle - from joining to retirement. It will track service records, qualifications, performance appraisals, training, promotions, leave, and all employee-related administration.

Why we need to build this: An institute has faculty, staff, and administrators. Currently HR processes are paper-based - leave applications, appraisals, service records. This module will provide digital employee management with self-service for leave applications and service record viewing.

Why integration is needed: Employees exist in globals (ExtraInfo, Faculty, Staff). They belong to departments (Discipline). Faculty teach courses (CourseInstructor). All this data already exists in core modules - HR/EIS will extend it with service-specific information rather than duplicating basic identity data.

Key dependencies: ExtraInfo, Faculty, Staff, Discipline, CourseInstructor

Module Overview

The HR/EIS module manages employee records, service history, performance appraisals, training, promotions, and all employee-related administrative functions.

Core Dependencies - Tables to Sync With

1. From `programme_curriculum` Module

Table: `Discipline`

Column	Type	Description	Usage in HR
`id`	AutoField	Primary Key	Faculty discipline reference
`name`	CharField(100)	Discipline name	Specialization tracking

Table: `CourseInstructor`

Column	Type	Description	Usage in HR
`instructor_id`	ForeignKey(ExtraInfo)	Instructor	Teaching workload
`course_id`	ForeignKey(Course)	Course	Course assignment history
`year`	IntegerField	Year	Academic workload

2. From `academic_information` Module

Table: `Curriculum_Instructor`

Column	Type	Description	Usage in HR
`curriculum_id`	ForeignKey(Curriculum)	Curriculum	Faculty workload tracking
`instructor_id`	ForeignKey(ExtraInfo)	Instructor	Teaching assignment

3. From `globals` Module

Table: `ExtraInfo`

Column	Type	Description	Usage in HR
`id`	CharField(20)	Employee ID	Primary employee identifier
`user`	OneToOneField(User)	User	User reference
`user_type`	CharField(20)	Type	faculty/staff classification
`sex`	CharField(2)	Gender	Demographics
`date_of_birth`	DateField	DOB	Age calculation, retirement
`user_status`	CharField(50)	Status	Active/Inactive
`address`	TextField	Address	Employee address
`phone_no`	BigIntegerField	Phone	Contact
`about_me`	TextField	Bio	Profile
`profile_picture`	ImageField	Photo	ID card generation
`department`	ForeignKey(DepartmentInfo)	Department	Department assignment

Table: `Faculty`

Column	Type	Description	Usage in HR
`id`	OneToOneField(ExtraInfo)	PK	Faculty reference

Table: `Staff`

Column	Type	Description	Usage in HR
`id`	OneToOneField(ExtraInfo)	PK	Staff reference

Table: `DepartmentInfo`

Column	Type	Description	Usage in HR
`id`	AutoField	Primary Key	Department reference
`name`	CharField(100)	Department name	Employee department

Table: `Designation`

Column	Type	Description	Usage in HR
`id`	AutoField	Primary Key	Designation reference
`name`	CharField(50)	Designation	Employee designation

Table: `HoldsDesignation`

Column	Type	Description	Usage in HR
`id`	AutoField	Primary Key	Record ID
`user`	ForeignKey(User)	User	Employee
`working`	ForeignKey(ExtraInfo)	ExtraInfo	Current designation holder
`designation`	ForeignKey(Designation)	Designation	Current designation
`held_at`	DateTimeField	Held from	Designation start date

Data Models to Create in HR/EIS Module

from django.db import models
from django.contrib.auth.models import User
from applications.globals.models import ExtraInfo, Faculty, Staff, DepartmentInfo, Designation, HoldsDesignation

# ==================== EMPLOYEE MANAGEMENT ====================

class EmployeeCategory(models.Model):
    """Employee categories"""
    CATEGORY_TYPE = [
        ('TEACHING', 'Teaching'),
        ('NON_TEACHING', 'Non-Teaching'),
    ]
    
    name = models.CharField(max_length=100)  # Professor, Associate Prof, Group-A, etc.
    category_type = models.CharField(max_length=20, choices=CATEGORY_TYPE)
    pay_level = models.CharField(max_length=20, blank=True)  # Level-10, Level-11, etc.
    is_active = models.BooleanField(default=True)

class EmployeeDetails(models.Model):
    """Extended employee information"""
    MARITAL_STATUS = [
        ('SINGLE', 'Single'),
        ('MARRIED', 'Married'),
        ('WIDOWED', 'Widowed'),
        ('DIVORCED', 'Divorced'),
    ]
    
    EMPLOYEE_STATUS = [
        ('ACTIVE', 'Active'),
        ('ON_LEAVE', 'On Leave'),
        ('DEPUTATION', 'On Deputation'),
        ('SUSPENDED', 'Suspended'),
        ('RETIRED', 'Retired'),
        ('RESIGNED', 'Resigned'),
        ('TERMINATED', 'Terminated'),
    ]
    
    # Link to globals
    extra_info = models.OneToOneField(ExtraInfo, on_delete=models.CASCADE, related_name='employee_details')
    
    # Category
    category = models.ForeignKey(EmployeeCategory, on_delete=models.PROTECT)
    
    # Personal
    father_name = models.CharField(max_length=100, blank=True)
    mother_name = models.CharField(max_length=100, blank=True)
    spouse_name = models.CharField(max_length=100, blank=True)
    marital_status = models.CharField(max_length=20, choices=MARITAL_STATUS, blank=True)
    
    # Identifiers
    pan_number = models.CharField(max_length=15, blank=True)
    aadhar_number = models.CharField(max_length=15, blank=True)
    passport_number = models.CharField(max_length=20, blank=True)
    
    # Employment
    date_of_joining = models.DateField(null=True, blank=True)
    date_of_superannuation = models.DateField(null=True, blank=True)
    appointment_type = models.CharField(max_length=50, blank=True)  # Regular, Contract, etc.
    
    # Status
    employee_status = models.CharField(max_length=20, choices=EMPLOYEE_STATUS, default='ACTIVE')
    
    # Bank
    bank_name = models.CharField(max_length=100, blank=True)
    bank_account = models.CharField(max_length=30, blank=True)
    ifsc_code = models.CharField(max_length=15, blank=True)
    
    # Emergency
    emergency_contact_name = models.CharField(max_length=100, blank=True)
    emergency_contact_phone = models.CharField(max_length=15, blank=True)
    emergency_contact_relation = models.CharField(max_length=50, blank=True)

class ServiceHistory(models.Model):
    """Employee service history"""
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='service_history')
    designation = models.ForeignKey(Designation, on_delete=models.PROTECT)
    department = models.ForeignKey(DepartmentInfo, on_delete=models.PROTECT)
    
    from_date = models.DateField()
    to_date = models.DateField(null=True, blank=True)  # Null if current
    
    pay_scale = models.CharField(max_length=50, blank=True)
    basic_pay = models.DecimalField(max_digits=12, decimal_places=2, null=True, blank=True)
    
    remarks = models.TextField(blank=True)
    
    class Meta:
        ordering = ['-from_date']

# ==================== QUALIFICATION ====================

class QualificationType(models.Model):
    """Types of qualifications"""
    name = models.CharField(max_length=100)  # PhD, MTech, BTech, etc.
    level = models.IntegerField()  # 1=School, 2=UG, 3=PG, 4=Doctoral

class EducationalQualification(models.Model):
    """Employee educational qualifications"""
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='qualifications')
    qualification_type = models.ForeignKey(QualificationType, on_delete=models.PROTECT)
    degree = models.CharField(max_length=100)
    specialization = models.CharField(max_length=200, blank=True)
    institution = models.CharField(max_length=200)
    university = models.CharField(max_length=200, blank=True)
    year_of_passing = models.IntegerField()
    division_grade = models.CharField(max_length=50, blank=True)
    document = models.FileField(upload_to='hr/qualifications/', blank=True)

class ProfessionalQualification(models.Model):
    """Professional certifications"""
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='professional_qualifications')
    title = models.CharField(max_length=200)
    certifying_body = models.CharField(max_length=200)
    date_obtained = models.DateField()
    valid_until = models.DateField(null=True, blank=True)
    document = models.FileField(upload_to='hr/professional/', blank=True)

# ==================== EXPERIENCE ====================

class PreviousExperience(models.Model):
    """Pre-joining experience"""
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='previous_experiences')
    organization = models.CharField(max_length=200)
    designation = models.CharField(max_length=100)
    from_date = models.DateField()
    to_date = models.DateField()
    experience_type = models.CharField(max_length=50)  # Teaching, Industry, Research
    description = models.TextField(blank=True)
    document = models.FileField(upload_to='hr/experience/', blank=True)

# ==================== LEAVE MANAGEMENT ====================

class LeaveType(models.Model):
    """Types of leave"""
    name = models.CharField(max_length=50)  # CL, EL, HPL, etc.
    code = models.CharField(max_length=10, unique=True)
    max_days_per_year = models.IntegerField(null=True, blank=True)
    carry_forward = models.BooleanField(default=False)
    max_carry_forward = models.IntegerField(null=True, blank=True)
    is_active = models.BooleanField(default=True)

class LeaveBalance(models.Model):
    """Employee leave balance"""
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='leave_balances')
    leave_type = models.ForeignKey(LeaveType, on_delete=models.PROTECT)
    year = models.IntegerField()
    opening_balance = models.DecimalField(max_digits=5, decimal_places=1, default=0)
    accrued = models.DecimalField(max_digits=5, decimal_places=1, default=0)
    availed = models.DecimalField(max_digits=5, decimal_places=1, default=0)
    current_balance = models.DecimalField(max_digits=5, decimal_places=1, default=0)
    
    class Meta:
        unique_together = ['employee', 'leave_type', 'year']

class LeaveApplication(models.Model):
    """Leave applications"""
    STATUS = [
        ('PENDING', 'Pending'),
        ('FORWARDED', 'Forwarded'),
        ('APPROVED', 'Approved'),
        ('REJECTED', 'Rejected'),
        ('CANCELLED', 'Cancelled'),
    ]
    
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='leave_applications')
    leave_type = models.ForeignKey(LeaveType, on_delete=models.PROTECT)
    
    from_date = models.DateField()
    to_date = models.DateField()
    num_days = models.DecimalField(max_digits=5, decimal_places=1)
    
    reason = models.TextField()
    address_during_leave = models.TextField(blank=True)
    contact_during_leave = models.CharField(max_length=15, blank=True)
    
    status = models.CharField(max_length=20, choices=STATUS, default='PENDING')
    
    # Workflow
    applied_at = models.DateTimeField(auto_now_add=True)
    forwarded_by = models.ForeignKey(ExtraInfo, on_delete=models.SET_NULL, null=True, blank=True, related_name='forwarded_leaves')
    forwarded_at = models.DateTimeField(null=True, blank=True)
    approved_by = models.ForeignKey(ExtraInfo, on_delete=models.SET_NULL, null=True, blank=True, related_name='approved_leaves')
    approved_at = models.DateTimeField(null=True, blank=True)
    remarks = models.TextField(blank=True)
    
    # Attachment
    document = models.FileField(upload_to='hr/leave/', blank=True)

# ==================== PERFORMANCE APPRAISAL ====================

class AppraisalPeriod(models.Model):
    """Appraisal periods"""
    name = models.CharField(max_length=100)  # e.g., "2023-24"
    start_date = models.DateField()
    end_date = models.DateField()
    submission_deadline = models.DateField()
    is_active = models.BooleanField(default=False)

class PerformanceAppraisal(models.Model):
    """Employee appraisals"""
    STATUS = [
        ('DRAFT', 'Draft'),
        ('SUBMITTED', 'Submitted'),
        ('REVIEWED', 'Reviewed'),
        ('APPROVED', 'Approved'),
        ('FINALIZED', 'Finalized'),
    ]
    
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='appraisals')
    period = models.ForeignKey(AppraisalPeriod, on_delete=models.PROTECT)
    
    # Self-assessment scores (out of 100)
    teaching_score = models.IntegerField(null=True, blank=True)
    research_score = models.IntegerField(null=True, blank=True)
    admin_score = models.IntegerField(null=True, blank=True)
    extension_score = models.IntegerField(null=True, blank=True)
    
    self_remarks = models.TextField(blank=True)
    
    # Reviewer scores
    reviewer_teaching_score = models.IntegerField(null=True, blank=True)
    reviewer_research_score = models.IntegerField(null=True, blank=True)
    reviewer_admin_score = models.IntegerField(null=True, blank=True)
    reviewer_extension_score = models.IntegerField(null=True, blank=True)
    
    reviewer = models.ForeignKey(ExtraInfo, on_delete=models.SET_NULL, null=True, blank=True, related_name='reviewed_appraisals')
    reviewer_remarks = models.TextField(blank=True)
    
    # Final
    final_score = models.DecimalField(max_digits=5, decimal_places=2, null=True, blank=True)
    final_grade = models.CharField(max_length=10, blank=True)
    
    status = models.CharField(max_length=20, choices=STATUS, default='DRAFT')
    
    submitted_at = models.DateTimeField(null=True, blank=True)
    finalized_at = models.DateTimeField(null=True, blank=True)

# ==================== TRAINING ====================

class TrainingProgram(models.Model):
    """Training programs"""
    title = models.CharField(max_length=200)
    description = models.TextField()
    organizer = models.CharField(max_length=200)
    venue = models.CharField(max_length=200)
    start_date = models.DateField()
    end_date = models.DateField()
    max_participants = models.IntegerField(null=True, blank=True)
    is_mandatory = models.BooleanField(default=False)

class TrainingNomination(models.Model):
    """Employee training nominations"""
    STATUS = [
        ('NOMINATED', 'Nominated'),
        ('APPROVED', 'Approved'),
        ('REJECTED', 'Rejected'),
        ('ATTENDED', 'Attended'),
        ('COMPLETED', 'Completed'),
    ]
    
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='training_nominations')
    program = models.ForeignKey(TrainingProgram, on_delete=models.CASCADE)
    
    nominated_by = models.ForeignKey(ExtraInfo, on_delete=models.SET_NULL, null=True, related_name='training_nominations_made')
    status = models.CharField(max_length=20, choices=STATUS, default='NOMINATED')
    
    feedback = models.TextField(blank=True)
    certificate = models.FileField(upload_to='hr/training/', blank=True)

# ==================== PROMOTION ====================

class PromotionApplication(models.Model):
    """Promotion applications"""
    STATUS = [
        ('SUBMITTED', 'Submitted'),
        ('UNDER_REVIEW', 'Under Review'),
        ('COMMITTEE_STAGE', 'At Committee'),
        ('APPROVED', 'Approved'),
        ('REJECTED', 'Rejected'),
    ]
    
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='promotion_applications')
    current_designation = models.ForeignKey(Designation, on_delete=models.PROTECT, related_name='current_for_promotions')
    applied_designation = models.ForeignKey(Designation, on_delete=models.PROTECT, related_name='applied_promotions')
    
    application_date = models.DateField()
    eligibility_date = models.DateField()
    
    # Documents
    api_score = models.IntegerField(null=True, blank=True)  # For faculty
    documents = models.FileField(upload_to='hr/promotions/', blank=True)
    
    status = models.CharField(max_length=20, choices=STATUS, default='SUBMITTED')
    remarks = models.TextField(blank=True)
    
    # Result
    approved_date = models.DateField(null=True, blank=True)
    effective_date = models.DateField(null=True, blank=True)

# ==================== ATTENDANCE ====================

class EmployeeAttendance(models.Model):
    """Daily attendance"""
    ATTENDANCE_STATUS = [
        ('PRESENT', 'Present'),
        ('ABSENT', 'Absent'),
        ('HALF_DAY', 'Half Day'),
        ('ON_LEAVE', 'On Leave'),
        ('ON_TOUR', 'On Tour'),
        ('WORK_FROM_HOME', 'WFH'),
    ]
    
    employee = models.ForeignKey(ExtraInfo, on_delete=models.CASCADE, related_name='attendance_records')
    date = models.DateField()
    status = models.CharField(max_length=20, choices=ATTENDANCE_STATUS)
    
    in_time = models.TimeField(null=True, blank=True)
    out_time = models.TimeField(null=True, blank=True)
    
    remarks = models.TextField(blank=True)
    
    class Meta:
        unique_together = ['employee', 'date']

# ==================== FACULTY WORKLOAD ====================

class FacultyWorkload(models.Model):
    """Faculty teaching workload per semester"""
    faculty = models.ForeignKey(Faculty, on_delete=models.CASCADE, related_name='workloads')
    semester = models.CharField(max_length=20)  # e.g., "2024-Spring"
    year = models.IntegerField()
    
    # Hours per week
    lecture_hours = models.IntegerField(default=0)
    tutorial_hours = models.IntegerField(default=0)
    lab_hours = models.IntegerField(default=0)
    total_hours = models.IntegerField(default=0)
    
    # Students
    total_students = models.IntegerField(default=0)
    phd_scholars = models.IntegerField(default=0)
    
    class Meta:
        unique_together = ['faculty', 'semester', 'year']

Integration Functions

Calculate Faculty Workload

def calculate_faculty_workload(faculty_extra_info, semester, year):
    """Calculate teaching workload from course assignments"""
    from applications.programme_curriculum.models import CourseInstructor
    from applications.academic_information.models import Curriculum_Instructor
    
    # Get courses assigned
    course_assignments = CourseInstructor.objects.filter(
        instructor_id=faculty_extra_info,
        year=year
    ).select_related('course_id')
    
    total_hours = 0
    total_students = 0
    
    for assignment in course_assignments:
        course = assignment.course_id
        total_hours += course.lecture_hours + course.tutorial_hours + course.pratical_hours
        # Count students registered
    
    return {
        'total_hours': total_hours,
        'total_students': total_students
    }

Get Employee's Current Designation

def get_current_designation(employee_extra_info):
    """Get current designation of employee"""
    from applications.globals.models import HoldsDesignation
    
    held = HoldsDesignation.objects.filter(
        working=employee_extra_info
    ).order_by('-held_at').first()
    
    if held:
        return held.designation
    return None

Calculate Retirement Date

def calculate_retirement_date(employee_extra_info, retirement_age=60):
    """Calculate superannuation date"""
    from datetime import date
    from dateutil.relativedelta import relativedelta
    
    dob = employee_extra_info.date_of_birth
    if dob:
        retirement_date = dob + relativedelta(years=retirement_age)
        return retirement_date
    return None

Get All Employees by Department

def get_department_employees(department_id, employee_type=None):
    """Get all employees in a department"""
    from applications.globals.models import ExtraInfo
    
    filters = {'department_id': department_id}
    if employee_type:
        filters['user_type'] = employee_type
    
    return ExtraInfo.objects.filter(**filters).select_related('user')

Check Leave Eligibility

def check_leave_eligibility(employee_extra_info, leave_type, num_days):
    """Check if employee can apply for leave"""
    from datetime import date
    
    # Get current balance
    current_year = date.today().year
    balance = LeaveBalance.objects.filter(
        employee=employee_extra_info,
        leave_type=leave_type,
        year=current_year
    ).first()
    
    if balance and balance.current_balance >= num_days:
        return True, balance.current_balance
    return False, balance.current_balance if balance else 0

API Endpoints

Endpoint	Method	Purpose
`/hr/api/employees/`	GET	Employee list
`/hr/api/employees/<id>/`	GET, PUT	Employee details
`/hr/api/employees/<id>/service-history/`	GET	Service history
`/hr/api/leave-applications/`	GET, POST	Leave applications
`/hr/api/leave-balance/<id>/`	GET	Leave balance
`/hr/api/appraisals/`	GET, POST	Performance appraisals
`/hr/api/training/`	GET	Training programs
`/hr/api/promotions/`	GET, POST	Promotion applications

Important Sync Points

Employee Base: Always use ExtraInfo as base; extend with EmployeeDetails.
Department: Get from ExtraInfo.department (ForeignKey to DepartmentInfo).
Designation: Current designation from HoldsDesignation, history in ServiceHistory.
Faculty/Staff: Use Faculty/Staff models to distinguish teaching vs non-teaching.
Workload: Calculate from CourseInstructor and Curriculum_Instructor.
Leave Module: Integrate with existing leave module if present.

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HR Module (EIS - Employee Information System) - Integration Guide

Module Overview

Core Dependencies - Tables to Sync With

1. From `programme_curriculum` Module

Table: `Discipline`

Table: `CourseInstructor`

2. From `academic_information` Module

Table: `Curriculum_Instructor`

3. From `globals` Module

Table: `ExtraInfo`

Table: `Faculty`

Table: `Staff`

Table: `DepartmentInfo`

Table: `Designation`

Table: `HoldsDesignation`

Data Models to Create in HR/EIS Module

Integration Functions

Calculate Faculty Workload

Get Employee's Current Designation

Calculate Retirement Date

Get All Employees by Department

Check Leave Eligibility

API Endpoints

Important Sync Points

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HR Module (EIS - Employee Information System) - Integration Guide

Module Overview

Core Dependencies - Tables to Sync With

1. From programme_curriculum Module

Table: Discipline

Table: CourseInstructor

2. From academic_information Module

Table: Curriculum_Instructor

3. From globals Module

Table: ExtraInfo

Table: Faculty

Table: Staff

Table: DepartmentInfo

Table: Designation

Table: HoldsDesignation

Data Models to Create in HR/EIS Module

Integration Functions

Calculate Faculty Workload

Get Employee's Current Designation

Calculate Retirement Date

Get All Employees by Department

Check Leave Eligibility

API Endpoints

Important Sync Points

1. From `programme_curriculum` Module

Table: `Discipline`

Table: `CourseInstructor`

2. From `academic_information` Module

Table: `Curriculum_Instructor`

3. From `globals` Module

Table: `ExtraInfo`

Table: `Faculty`

Table: `Staff`

Table: `DepartmentInfo`

Table: `Designation`

Table: `HoldsDesignation`