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You do not have authorisation to access the HR Operations Monitor. This area is restricted to HR Department, Head of Operations, and Internal Administrator personnel only.
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DTTASA
HR Operations Monitor
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Your rota drafts and their approval status. Drafts are reviewed by the Head of HR before publishing. Open Rota Builder
No rota drafts found.
Leave Approval Queue
No pending leave requests.
Work on Public Holiday Requests
No pending WOPH requests.
HR Assistant
In-portal HR toolbelt
Interview Training Guide, Timezone Converter, Leave Calculator, Calculator, World Clock & Weather, and the Idealist Posting Template — all live in HR Assistant. Open it whenever you're preparing an interview, drafting a posting, or doing leave math.
Posted by HR on Idealist. Each entry is an audit record — not linked to a specific recruitment request. Notifies the SG, Support, all HR users, and the VM&E Manager.
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Escalated Welfare — volunteer welfare notes escalated by the VMEM
When the Volunteer Manager clicks Escalate to HR on a welfare note, it lands here. HR acknowledges, resolves, or hands back to the VMEM. Cases stay live until you mark them closed.
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Recruitment & Headcount
Headcount by Department
No data yet
Recruitment Requests
No data yet
Recruitment Pipeline
Avg Time-to-Hire
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days to hire
Fastest (Quarter)
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days
Slowest (Quarter)
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days
Tasks Pushed to Other Departments
No data yet
Interview Dates
Permanently Delete (No Trace)
This hard-deletes the application AND removes the public tracker entry. The applicant is not notified — they will receive no email and see no change. A confidential copy is preserved in the organisation archive for governance. This action cannot be undone.
Abort Application
This action will permanently abort this application and archive the record. This cannot be undone. A mandatory reason is required before proceeding.
Manage Stage Documents
Add Stage Document
The document will be displayed inline for HR staff to view.
Insert Link
Reject & Notify Applicant
Pick the category that best describes the outcome. The applicant's email uses a wording template matching the category. The internal reason note is saved to the audit log only. Non-HHR users submit for Head of HR approval.
Interview Schedule Details
These details will be included in the interview notification email sent to the applicant. They will not appear on the public tracking page.
Assign HR User
Applicant
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Pick any HR-department user to give them progress permission on this application. The assignee will see it in their helper queue immediately and can act on it without raising a Help Request.
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Select Interview Availability
Applicant
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Add up to 10 available date/time slots. The applicant will receive a link to select one. Once you've added your slots, submit to send the shortlisting email.
Add a Slot
No slots added yet.
Request Help
This will send a help request to all HR team members. The first to accept will join as a team member on this applicant.
Document Signing Board
Send pre-employment documents to applicants for review and signature. HR completes the "For Office Use Only" section after the applicant submits. Completed documents are saved to the Org Document Board.
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Active Applicants
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Awaiting Response
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Received
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Completed
No Active Applicants
Applicants in the recruitment pipeline will appear here. They are removed when hired, rejected, aborted, or all required documents are completed.
Manual Completions Log Applicants marked complete without the digital signing flow
No manual completions recorded yet.
Test PreviewSend a live preview to any email to review the document form and email layout.
Photo & ID Flow TestSA only · Send a real link to any email to test the full applicant photo submission and HR review flow.
Test cases are isolated — they never appear on the main board or any other section. Real emails are sent.
Applicant Portal Review
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IT Registration Tracker
0
Presented to IT
0
Registered on System
0
Awaiting Registration
Monitoring ID
Full Name
Email
Dept / Role
Contract
Submitted By
Date Added
Status
Days Pending
Actions
No records found.
Progress Board
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Active
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SLA Overdue
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Stale (>72h)
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Due This Week
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Hired (14d)
Applicant
Position
Department
Stage
References
Portal
SLA / Deadline
Updated
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Adjust SLA Deadline
Only Head of HR, Deputy HR, and Internal Administrators can adjust deadlines.
Leave blank to remove the deadline.
Application Tracking
Internal application archive. Joiners — declined before Stage 11 (visible 72 hrs to HR, then archived). Hired & Employed — reached Stage 11 (archived after 90 days). Search by tracking code, first name, or last name to view records.
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Search to View Records
Enter an IATN, first name, or last name above to search the application archive.
Digital ID Review
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IATN Registry
Permanent record of all Internal Application Tracking Numbers — includes active, hired, rejected, declined and aborted. Read-only.
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Shift Pattern Auditor
All Staff
Under-Hours Only
Staff Member
Contracted Hrs
Scheduled (Rota)
Actual Logged
Variance
Status
4-Week Trend
No records found.
Leave Balance Management
No data yet
Team Leave Calendar All staff on leave — tap an entry for details
Pre-Registration Candidates (from Recruitment Pipeline — not yet on system)
No data yet
New Joiners Registered · Last 90 Days
No data yet
DDCP — Disciplinary & Conduct Monitor
Active cases for all departments except HR, Governance, and SA. Those are managed by the Head of HR.
AllOpenMonitoringS1S2S3FECClosedWithdrawn
Auto-Trigger Engines
Run engines weekly — Monday mornings recommended. Engines skip Governance staff automatically. Each engine checks for existing open cases to avoid duplicates.
Engine Alerts — Unsubmitted Shifts
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Engine Alerts — Latency Patterns (≥5 late events in 30 days)
All Cases
Staff Directory
Personal File
Permanent personal file for each staff member and volunteer — all uploaded documents, certificates and records. HR, Internal Administrator and Head of Operations can add files and view. Documents are archived automatically on offboarding.
HR Document Library
Upload, manage and distribute HR documents to staff and applicant portals.
Offboarding
Manage and track staff and volunteer departures. All documents are archived to the DTTASA permanent record on completion.
Live Shift Monitor
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Snapshot of who is on shift, loaded when you open this section. Press Refresh to update.
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Currently On Shift
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Late Starts Today
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Completed Today
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Not Yet Clocked In
Broadcast & Targeted Messaging
Compose Message
Broadcast History
No broadcasts sent yet.
Performance Management
Total Reviews
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Avg Rating
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Active PIPs
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Pending Reviews
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No performance reviews recorded yet. Add the first review to get started.
Top Performers Composite score · Last 12 months
Add performance reviews to surface top performers.
Appraisal Schedule
Scheduled
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Completed
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Missed
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Due This Month
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No appraisals scheduled yet.
Goal Tracking
Completion Rate
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Active Goals
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Missed Goals
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No goals set yet. Set the first goal to track completion rates.
Training & Development
Total Records
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Completed
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Expiring (30d)
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Overdue
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Employee
Training Title
Provider
Category
Completed
Expiry
Status
No training records yet.
Document Compliance
Total Docs
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Expired
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Expiring (30d)
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Valid
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IT Blocked
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No document records yet. Add the first document to begin compliance tracking.
HR Case Management
Open Cases
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Grievances
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Disciplinary
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Resolved
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Engine Alerts — Staff Requiring Action
Unsubmitted Shifts
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Latency Patterns (≥5 in 30 days)
No active HR cases. Open a case to begin tracking.
Exit Analytics
Total Leavers
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Avg Tenure (days)
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Would Rehire %
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Voluntary %
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Leavers This Year
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Exit Reasons Breakdown
No exit data yet.
Leavers by Month (12 months)
Awaiting data…
Leavers by Department
Awaiting data…
Recent Leavers
Name
Dept
Exit Date
Reason
Category
Tenure
Rehire?
No leavers recorded yet.
Diversity & Inclusion
Headcount
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Departments
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Avg Tenure (yrs)
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Contract Types
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Staff / Volunteers
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Nationalities
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Gender Distribution
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Contract Type Distribution
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Staff vs. Volunteer Split
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Department Headcount
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Nationality Distribution
Awaiting data…
Time Intelligence
Sick Rate (mo) %
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Total Sick Days
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Leave Days (mo)
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Absent Today
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Top Sick Leave Users (YTD)
Awaiting data…
Monthly Leave Trend (Last 6 Months)
Awaiting data…
Sickness by Department
Awaiting data…
Leave Utilisation by Department
Awaiting data…
Hours Compliance — Contracted vs. Worked
Awaiting data…
Succession & Workforce Planning
Headcount
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Avg Tenure (yrs)
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New (30 days)
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Long Service (5y+)
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Tenure Distribution
Awaiting staff data…
Longest Serving Staff (Top 8)
Awaiting staff data…
Upcoming Probation Completions (30 days)
Awaiting probation data…
Role Coverage
Awaiting staff data…
Departments at Risk (Single-Person)
Awaiting staff data…
Data Intelligence
Training Compliance
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Document Expiry Risk
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HR Cases
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Workforce Intelligence
Computing workforce intelligence…
HR Handbook & Guides
Step-by-step training guides for HR staff. Click any guide to open it in a new tab — it can also be saved as a PDF.
Recruitment Pipeline Guide
Full step-by-step walkthrough of the DTTASA recruitment process — from opening a vacancy through to staff registration. Covers all 13 stages, reference checking, IT submission, and rejection workflows.
How to process and approve leave requests, manage leave balances, handle WOPH requests, log sick absences, and use the Bradford Factor for sickness tracking.
Using the live workforce grid, filtering and searching staff, managing probation reviews, reading attendance logs, and recording performance and training records.
Opening and managing HR cases and grievances, logging disciplinary incidents, escalating cases, and sending targeted broadcast messages to staff groups.
Reading the KPI overview, using analytics charts, shift auditor, time intelligence, exit analytics, D&I data, succession planning, workforce intelligence, and the application tracking archive.
How to send secure reference form links to applicants, manage expiry and reminders, review submitted responses, complete the Official Use Only section, and generate the archived PDF.
How to build, submit, and approve rota drafts. Managing permanent shift settings, carry-forwards, shift types, and the approval workflow between Department Leads and Head of HR.
How to send pre-employment documents to applicants after they accept an offer, track signing status, complete the "For Office Use Only" section once the applicant submits, and understand where finalised documents are saved.
How to upload, preview, download, and push HR documents to staff members and applicant portals. Covers role permissions (who can upload, push, and delete), the Job Description push workflow, deletion reasons, and how documents reach recipients.
How to review, verify, and decline applicant-submitted photos and government IDs. Covers the three document types, the verification criteria, declining with a reason, rotating sideways government IDs, force-completing (HoHR), and the 14-day compliance window for government ID access.
Track background check and clearance status for all volunteers and staff. Update records after any clearance is received or renewed.
Staff Member
Department
Clearance Type
Status
Issue Date
Expiry
Notes
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NDPA Data Processing Records
Log the legal basis under which each volunteer or staff member's personal data is processed, in compliance with the Nigeria Data Protection Act (NDPA) and equivalent frameworks.
Staff Member
Department
Legal Basis
Data Categories
Consent / Basis Date
Status
Notes
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Data Subject Access Requests (DSAR)
Manage requests from volunteers and staff who wish to access, correct, or erase their personal data. Statutory deadline: 30 days from receipt.
Ref
Requester Name
Type
Status
Received
Due Date
Handler
Notes
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Conflict of Interest Register
Mandatory log of all declared conflicts of interest by staff and volunteers. All declarations must be reviewed and either approved (managed) or escalated.
Staff Member
Department
Type
Description
Status
Declared On
Reviewed By
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Global IP & NDA Monitor
Track whether every remote volunteer has signed DTTASA's Digital Asset & Intellectual Property Protection agreement. Unsigned records are flagged for follow-up.
Staff Member
Department
Joined
Agreement Status
Date Signed
Expiry / Contract end
Notes
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Certificates of Service
Leavers from an approved End-of-Contract appear here by departure type (resignation · end of service · end of contract · retirement). Generate the branded Certificate of Service, download it, or email it to the person's personal address.
Name
Department
Departure
Service period
Status
Certificate
Actions
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Audit Log Export
Filter and export the system audit trail. All portal write actions are logged here.
From
To
Action Type
Reports & Export
Generate and download HR reports as CSV or PDF. Select a report type and date range then click Generate.
Headcount by Department
Leave Summary
Attendance Log
Performance Overview
Training Completion
Recruitment Funnel
HR Cases Log
Appraisal Schedule
From
To
Employee Surveys
Active Surveys
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Avg Satisfaction
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Total Responses
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No surveys created yet. Click "New Survey" to get started.
Global Skills Matrix
Searchable map of the workforce by core skill and language. Click any volunteer to update their skills profile.
Staff Profile
Select a staff member to view their profile.
Probation Review
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Probation Progress—
Day 1Day 83Day 90
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Days In Service
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Joined Org
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Sick Leave Taken
Formal Review Submission
Join date not recorded — update this staff member's profile before submitting a review.
A Probation Completion Certificate will be automatically generated and emailed to this staff member upon submission.
Extension selected — the staff member's probation end date will be pushed forward by the number of days below. They will remain active in the queue.
days added to current end date
New end date will be shown after submission. Minimum 7 days, maximum 90 days.
Per DDCP §852, a probation failure carries no automatic right of appeal. An appeal may only be permitted when the Secretary-General has issued express written authorisation. If authorised, a 7 Nigerian-working-day appeal window starts when this review is submitted.
Complete Probation
Confirm that this staff member has successfully completed their probationary period.
Confirm Action
Review the details and confirm to proceed.
Approve Leave
Confirm this action for the leave request.
Emergency Leave — Deduction Method
New Recruitment Request
Open a new position for the recruitment pipeline.
Leave entitlement auto-calculated from contract type at registration.
Add IT Registration Request
For existing org members transitioning to this system. This bypasses the standard recruitment pipeline.
Required
Optional — Fill as Available
These will be used to pre-assign the member on the rota.
Emergency Contact
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Adjust Leave Balance
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Current Balances
Annual Leave Allocated
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Annual Leave Used
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Sick Leave Used
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Carry Forward
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Restricted Leave Total
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Restricted Leave Used
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— days (current)
Adjustment History
Start Processing Candidates
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How many candidates from this request are you processing into onboarding right now? The remaining vacancies will stay open.
Fill in the required details for each candidate. They will appear in the Onboarding Checklist section.
Edit Headcount
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Must be greater than the already-hired count. If higher than the current target, the request reopens so HR can add more applicants.
0/20 characters minimum
Log Sick Absence
Record a new sick absence for a staff member or volunteer.
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Mark Return to Work
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Sickness History
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Bradford Factor Guide
For HR use only — understanding and interpreting sickness scores.
What is the Bradford Factor? The Bradford Factor measures the impact of short, repeated absences — which are operationally more disruptive than a single long absence. It is used as a welfare monitoring tool, not a disciplinary trigger. A high score means "we should check in", not "we should discipline."
Formula:B = S² × D S = number of separate absence episodes in the last 12 months D = total days absent in the last 12 months
Example: 3 separate episodes totalling 6 days → B = 3² × 6 = 54 (Low) Compare: 1 episode of 6 days → B = 1² × 6 = 6 (Low — much less disruptive operationally)
Paid Staff Thresholds
0 – 99LOWMonitor only. No action required.
100 – 199MODERATEAwareness level. Line lead may initiate an informal, supportive check-in.
200 – 449ELEVATEDAmber alert. Schedule a welfare discussion meeting — supportive, not disciplinary.
450 – 899HIGHRed alert. Formal informal review with HR. Support plan required.
900+CRITICALFormal attendance management process. HR + Head of Ops involved.
Volunteer Bradford Thresholds — Welfare Track
Volunteers use the same B = S² × D formula, but higher thresholds reflect the voluntary nature of their commitment. All actions are welfare-only — this track carries zero disciplinary weight for volunteers.
0 – 149NORMALWithin expected range. No action needed.
150 – 299CHECK-INCoordinator initiates a supportive welfare check-in.
300 – 599WELFARE CALLBrief pastoral call from coordinator. Role adjustment offered.
600 – 999FOLLOW UPFriendly outreach to check on wellbeing. No pressure to return.
1000+EXT. REVIEWExtended welfare review with coordinator. Role pause discussion offered with full support.
Important reminders for HR: • A high Bradford score is a prompt to support, never to discipline automatically. • Always consider the individual's circumstances — a period of disability, bereavement, or caring responsibilities may explain a pattern. • Volunteer thresholds are set higher than staff and carry no disciplinary consequence whatsoever. • All welfare discussions are confidential and documented in HR Private Notes only. • Pattern flags (e.g. repeated short absences) are welfare signals — not evidence of dishonesty.
HR Staff Note
This note is private and visible only to HR Department and Internal Administrator.
Configure Onboarding Steps
These steps apply to all new joiners. Changes affect future and existing checklists.
Broadcast Preview
Add File to Personal File
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Open Personal File
You are opening the personal file of —. Access is logged. Enter your security PIN and the reason for viewing.
Request to View Government ID
Viewing Government ID requires VMEM approval. Your request is logged. If approved, the ID opens for a limited time.
Request Document Access
You are requesting to view the document:
New Offboarding Protocol
You are initiating as Head of Operations (secondary authority — for use when Head of HR is unavailable).
0 / 100 characters
Type "INITIATE PROTOCOL" to confirm:
Enter your 4-digit security PIN to authorise:
Edit Contract
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Start Contract Renewal
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This sends the renewal for signing in order: Volunteer → VMEM → HR → Secretary-General. The Secretary-General's signature affixes the official seal, then the executed copy is filed to the Personal File and archive.
Default 12 months — adjust as agreed before sending.
Performance Review
Record a formal performance review for a staff member.
Training Record
Log a completed training or development activity.
Document Compliance Record
Track a document for a staff member. Toggle "No Expiry" for documents that do not formally expire.
12-month review will be scheduled automatically from the verified date.
Open HR Case
Open a new formal HR case for a staff member.
Apply Exceptional Circumstances
This will return — to the active probation queue with an extended review period. A full justification is required and will be permanently recorded.
Probation Appeal — Decision
Recording the appeal outcome for —. This decision is final per DDCP §877 and will be permanently recorded.
Select Outcome
Add Stage Note
Record a progress note for this case. All notes are timestamped and attributed.
Resolve Case
Provide a resolution summary before closing this case.
Advance Without Complete References
The following references are not yet verified:
As SA or Head of HR you may proceed, but a reason is required and will be logged.
Manage Document Templates
Add New Document Template
Send Document
Delivery Option
Mark as Manually Complete
Use this when an applicant has submitted documents in person or via an alternative method and does not require the digital signing flow. A reason is required for audit purposes.
Resend Document
This will invalidate the previous link.
Send Photo & ID Collection Link
Sending to: —
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The applicant will receive a secure link to upload their passport photo, website photo, and government-issued photo ID. The link expires in 30 days.
Outstanding Documents — Override
The following required pre-employment documents are not yet completed:
Return for Correction
Describe what needs to be corrected. The Comms team will see this note and must re-upload the ID card.
Schedule Appraisal
Schedule a formal appraisal for a staff member.
Set Performance Goal
Set a measurable goal for a staff member.
New Survey
Build a survey to gather staff feedback and satisfaction data.
This report contains sensitive personal data. Your reason will be permanently logged and is visible to senior management. Every download requires a fresh authorisation.
