TOMS Nominal User Guide

1. Introduction

Welcome to TOMS Nominal, the all-in-one web platform for managing personnel information and generating nominal rolls for the Nigerian public service. This guide provides a comprehensive overview of the application's features and workflows for all users.

2. Getting Started

2.1. Secure Login

Access to TOMS Nominal is protected. Every user must log in with a unique username and password. Your ability to view or edit data is determined by the privileges assigned to your account.

2.2. The Main Dashboard

After logging in, you will be presented with the main dashboard. This is your central hub for navigating the system, featuring a navigation menu, an alerts section for promotions and retirements, and a quick search bar.

3. Personnel Information Management

3.1. Viewing the Personnel Databank

Navigate to the "Personnel" or "Databank" section to see a complete list of all staff. You can sort and filter this list by various criteria.

3.2. Searching for Staff

Use the powerful search engine to find specific employees or groups. All search results can be directly exported to formats like Excel, CSV, and PDF.

3.3. Editing Staff Records

Users with the necessary permissions can directly edit staff information. Follow these steps:

1. Open the profile of the staff member you wish to update.
2. Click the "Edit" button to make the fields active.
3. Modify the required information (e.g., update a phone number, change a department).
4. Click "Save" to confirm the changes.

3.4. Viewing Update History & The Geo-Audit Trail

To ensure complete accountability, every change is tracked. Navigate to the staff member's profile and click on the "History" or "Log" tab. Here, you will see a complete, timestamped record of every change, where each log entry contains:

• The field that was changed.
• The previous value and the new value.
• The user who made the change.
• The precise date and time of the change.
• The geolocation data (IP address/location).

This powerful feature provides an indisputable audit trail for all data modifications.

4. Nominal Roll Management

4.1. Generating an Instant Nominal Roll

Navigate to the "Nominal Roll" section. Apply any desired filters (e.g., for a specific department, zone, or cadre) and click "Generate." The system will instantly produce the staff hierarchy list, which you can view, print, or export directly.

4.2. Accessing the Nominal Roll Archive

The system automatically saves a full nominal roll daily. To view your organization's structure from a previous date, go to the "Nominal Roll Archive" and select the desired date.

5. Reports and Data Export

5.1. Standard Reports

TOMS Nominal comes with a rich set of pre-built reports, including Staff Distribution Statistics (by gender, state of origin, etc.) and Personnel lists (by pay scale, rank, etc.).

5.2. Exporting Data

Almost any data view can be exported. Look for the "Export" or "Download" button to choose from multiple formats:

6. System Administration

6.1. User Management

In the "Security" or "Admin" module, administrators can:

• Activate new user accounts.
• Reset passwords.
• Deactivate accounts for staff who have left the service.

6.2. Role & Privilege Assignment

Assign specific roles and privileges to each user. This allows you to control who can view or edit data, perfectly mirroring your agency's internal hierarchy.

6.2.1. User Categories

The system is built on four core user categories, each with a specific set of permissions:

Standard

Can **view details**, **search**, and **export data**.

Staff

Has all **Standard** privileges, plus the ability for **data entry** and **modification**.

Operational Data

Has all **Staff** privileges, plus **operational data management**.

Superuser

Has **application-wide privileges**.

6.3. Viewing the Global Audit Trail

The system-wide audit trail logs every single action taken by any user—from logins to report generation. This is your master log for monitoring all operational activities.