USER MANUAL (Employee Portal)

Transcription

1 Document No.: CSS/UM4.2-3/09-15 USER MANUAL (Employee Portal) CHANDRA SOFTWARE SYSTEMS CSS holds the intellectual rights to this manual. Any reproduction copying or transfer of the manual is prohibited

2 TABLE OF CONTENTS 1.0 OVERVIEW OF ebusiness SHUBH YATRA ERP NEW USER EMPLOYEE PORTAL EMPLOYEE PORTAL - SETTING CHANGE PASSWORD VIEW YOUR ACCOUNT MODIFY YOUR ACCOUNT EMPLOYEE PORTAL - TRAVEL PLAN YOUR TRAVEL INCOMPLETE TRAVEL PLAN GET TRAVEL PLAN APPROVAL MODIFY TRAVEL PLAN CANCEL TRAVEL PLAN VIEW TRAVEL PLAN EMPLOYEE PORTAL - ACCOUNTS PAYMENT TRACKER EMPLOYEE PORTAL - REPORT REPORT - TRAVEL DETAILS REPORT - PAYMENT STATUS REPORT (FOR HR/ADMIN DEPT.) - TRAVEL DETAILS REPORT - TRAVEL PLAN AGEING REPORT - LEVEL WISE TRAVEL PLAN REPORT - SEGMENT WISE TRAVEL PLAN SESSION TIMEOUT User Manual - Employee Portal Page 1

3 1.0 OVERVIEW OF ebusiness SHUBH YATRA ERP 4.2 Travel Management is a vital function of any organisation. ebusiness Shubh Yatra ERP 4.2 enables streamlining of travel planning & operations of any company. It consists of three different portals namely Admin, Employee and Approver subject to user wise activities and operational privileges. Over and above it gives a platform where new user can enter his/her account details for designing travel plan for self or guest subject to the account approval by ERP Administrator. New User: Any one can create own Log-in account with this option. User need to provide Employee ID, Official E.mail ID which will be treated further as a account log-in id, First & Middle Name, Surname, Sex, Department, Level and Date of Birth. System will auto calculate user s age for indicating Senior Citizen category (if so applicable) for further benefits to be linked by the travel agent at the time of ticket booking. In addition user needs to provide all relevant information along with latest photograph upload before creating own log-in account. Apart from E.mail ID, Name and Date of Birth all other fields can be editable as and when required by the concerned user subject to further approval by the ERP Administrator. After clicking SUBMIT button information will move to the ERP Administrator for the account approval. Account once approved user can proceed further with travel planning and other activities for self or guest with the ebusiness Shubh Yatra ERP 4.2 Admin Portal: ERP Administrator within Admin Portal will approve accounts being created by the new users followed by any account modification monitoring and account activation control. ERP Administrator can define and modify various parameters such as department, cost centre, sub-cost centre and service agencies locations with the help of Admin Portal. Employee Portal: This portal provides an opportunity to each registered account user within Employee Group to design own or guest travel plan, request for travel plan approval, travel plan modification, travel plan cancellation etc. In addition user can do modifications pertaining to own account details as and when so required. Approver Portal: Management group within an organization will have accessibility of Approver Portal with ebusiness Shubh Yatra ERP 4.2. This portal has been designed in such a way so that all approval related activities, travel plan deviation analysis with its cost impact can be monitored employee wise, travel plan wise. System will act as a decision making tool in case management wants to have data for User Manual - Employee Portal Page 2

4 the cost centre and sub-cost centre wise travel expenses just to re-design own corporate travel policy if so required. 2.0 NEW USER ebusiness Shubh Yatra ERP 4.2 HOME page invites new user to create own account. Unregistered user needs to click on NEW USER button at the home page for providing account related general and statutory details which will be use further by the travel agent for ticket, car and hotel bookings. Some information can be editable as and when so required by the user once registered. User can upload latest photograph as well for the purpose of face interaction at the travel agent end throughout travel plan life cycle. Just to save details user need to click on SUBMIT button and saved information will redirect to the Admin Portal for account approval. Users with approved account ONLY can SIGN IN with ebusiness Shubh Yatra ERP 4.2 for the execution of travel plan and other concerned activities. Create Your Account Screen 1 User Manual - Employee Portal Page 3

5 Create Your Account Screen 2 User Manual - Employee Portal Page 4

6 3.0 EMPLOYEE PORTAL Approved user can click SIGN IN button at Home page so as to open Account Log-In screen. User needs to enter registered e.mail id and valid password for successful account log-in. On the basis of registered e.mail id ebusiness Shubh Yatra ERP 4.2 will re-direct user account to the Employee Portal subject to account grouping under Employee by the ERP Administrator at the time of user account approval. Account Log-In Screen ebusiness Shubh Yatra ERP 4.2 is having in-built feature of password retrieval. In case of wrong e.mail id or password system will not allow account log-in. In such case user can use Forgot Password feature so as to retrieve log-in password as and when so required. A valid log-in password will be send by ebusiness Shubh Yatra ERP 4.2 to the designated e.mail id for further account log-in. User Manual - Employee Portal Page 5

7 Forgot Password Screen Forgot Password E.Mail Screen User Manual - Employee Portal Page 6

8 3.1 EMPLOYEE PROTAL - SETTING Employee Portal - Setting Menu Screen Employee Portal is having different options such as Setting, Travel, Accounts and Report for managing employee related travel plan and activities. Setting option consists of Change Password, View Your Account and Modify Your Account features. User Manual - Employee Portal Page 7

9 3.1.1 CHANGE PASSWORD Change Password Screen With the help of Change Password option employee can re-set account password for own account. ebusiness Shubh Yatra ERP 4.2 will ask for old log-in password with new password followed by new password re-confirmation. On submitting changed/modified password ebusiness Shubh Yatra ERP 4.2 will re-set account log-in password for further account log-in. User Manual - Employee Portal Page 8

10 3.1.2 VIEW YOUR ACCOUNT View Your Account Screen This will show account related information pertaining to log-in employee. This option is just to see account related details as submitted by an employee at the time of account creation. User Manual - Employee Portal Page 9

11 3.1.3 MODIFY YOUR ACCOUNT Modify Your Account Screen Registered employee with ebusiness Shubh Yatra ERP 4.2 can modify details like Phone No.(R), Phone No.(O), Mobile No., Office Address, Residence Address, Photograph and Frequent Flyer details (if any) etc. System will NOT allow any further modification with Employee ID, E.mail ID, First & Middle Name, Last Name and Date of Birth. Account details with request for modification will re-direct to the ERP Administrator for its re-approval. Account pending for re-approval will NOT entitled for further log-in till its approval or decline by the ERP Administrator. User Manual - Employee Portal Page 10

12 3.2 EMPLOYEE PROTAL - TRAVEL Employee Portal - Travel Menu Screen Employee Portal is well designed with complete travel plan activities followed by its further execution. Travel segment consists of Plan Your Travel, Get Travel Plan Approval, Incomplete Travel Plan, Modify Travel Plan, Cancel Travel Plan and View Travel Plan for the log-in user account. User Manual - Employee Portal Page 11

13 3.2.1 PLAN YOUR TRAVEL Plan Your Travel Screen 1 One can generate travel plan for SELF or GUSET with the help of Plan Your Travel at Employee Portal. User can select category as Self or Guest for travel plan. In case of self all master data will come automatically from user account details where in case of guest some of the relevant information concerned with guest needs to be entered manually over here under Personal Details. General Details capturing information for the Cost Centre, Sub-Cost centre, Travel Agent Location from where travel plan will get executed and Preferred Food during specific travel plan along with Advance Amt. if taken against specific travel plan. Other information will come automatically as per log-in account details. User Manual - Employee Portal Page 12

14 Plan Your Travel Screen 2 Travel Details will ask for Visit Purpose, Origin, Destination along with Travel Start Date and Travel End Date. Here travel date range selection is very important as because system will restrict complete travel plan within this said date range ONLY irrespective of dates being selected for different segments such as Flight, Train, Bus, Hotel or Car. In Travel Requisition Details section employee must plan for the Flight or Train or Bus or even once for all within same Travel Plan if so desired. First we need to select Flight, Train or Bus as a Travel Type followed by Origin, Destination, Date of Travel (MM/DD/YYYY), Class, Preferred Time (HH:MM), Flexibility (HH) so allowed with preferred time and Remarks (if any) say Steel Exp. or Jet Airline etc. On clicking button record for single line item will be added inside the grid. User can opt for the next line item entry within this segment for further travel plan. One can enter overall remarks under Special Instruction as and when needed. User Manual - Employee Portal Page 13

15 Plan Your Travel Screen 3 Hotel segment will allow user to enter details for the City, Check-In Date (MM/DD/YYYY), Check-In Time, Check-Out Date (MM/DD/YYYY), Check-Out Time, Preferred Location and Check for the Company Guest House (if any). Information pertaining level wise for Hotel Star Rating and Budget Amt. will come automatically from master details. Employee can give input data for more than one hotel in different city within same travel plan if required. On clicking button record for single line item will appear inside the grid. User can opt for the next line item entry within this segment for further travel plan. Employee can enter overall remarks under Special Instruction as well in case required. User Manual - Employee Portal Page 14

16 Plan Your Travel Screen 4 Employee can give requisition for car booking under Car segment. We need to select Travel Type, From Location, Reporting Date (MM/DD/YYYY), Reporting Time (HH:MM), To Location, Release Date (MM/DD/YYYY), Release Time (HH:MM) and Car Type. One can enter overall remarks under Special Instruction as well if so needed. Some of the fields are restricted automatically by the system depending upon the Travel Type selection as explained below: Pickup & Drop: Entry for Release Date and Release Time NOT allowed Disposal: To Location will be restricted Outstation: Entry for all fields are allowed On clicking SUBMIT button ebusiness Shubh Yatra ERP 4.2 will generate unique Travel Plan No. as appearing in below screen with Travel Plan submission Date & Time as a record for further analysis. User will have flexibility to save incomplete Travel Plan as a draft by clicking DRAFT button as appearing below in screen 6. For reference User can download JUSCO Travel Policy in PDF format with the help of link provided in this page. User Manual - Employee Portal Page 15

17 Plan Your Travel Screen 5 User Manual - Employee Portal Page 16

18 Plan Your Travel Screen 6 In case we clicked on DRAFT button a unique Travel Plan No. will NOT be generated by the system unless data being saved by clicking SUBMIT button. Such incomplete travel plan will appear in the inbox of Incomplete Travel Plan under Travel segment in Employee Portal as mentioned below. User Manual - Employee Portal Page 17

19 3.2.2 INCOMPLETE TRAVEL PLAN Incomplete Travel Plan Inbox Screen Just to complete travel plan coming under this category user need to click on DETAILS button for further modification/change (if any) followed by submission of complete travel plan. User can delete incomplete travel plan as well by clicking REMOVE button otherwise system will have facility to delete incomplete travel plan automatically after certain time period as decided by the JUSCO management. User Manual - Employee Portal Page 18

20 3.2.3 GET TRAVEL PLAN APPROVAL Get Travel Plan Approval Inbox Screen Employee can see list of Travel Plans pending for its approval by the concerned approver. Once employee submits travel plan it will re-direct to the Travel Agent Portal for further action by the travel agent. Travel Agent will provide three options at max against each line item under different segments as per user s travel plan requisition. Once travel agent submits 3 options (at max) against each line item with complete details it will be pending at Employee Portal under GET TRAVEL PLAN APPROVAL inbox for further execution by the concerned employee. On clicking DETAILS button employee will get below screen for Travel Plan details along with input data provided by the travel agent for further decision making within available options and request for its approval by the approver. User Manual - Employee Portal Page 19

21 Get Travel Plan Approval Screen 1 At this screen employee can see own travel plan submission date and time with travel agent s input submission date and time along with input data for decision making and its further approval by the concerned approver. User Manual - Employee Portal Page 20

22 Get Travel Plan Approval Screen 2 Travel Requisition Details segment will have input data provided by the travel agent against each line item in the travel requisition for decision making at employee end followed by its further approval. Employee need to select any one option out of 3 different options (at max) by selecting My Choice box. In case employee is NOT selecting cheapest option ebusiness Shubh Yatra ERP 4.2 will force to mention Justification for selecting bit expensive or most expensive option. Without Justification system will not at all allow user to proceed further. By clicking OK button user can go to the next line item for My Choice selection. User Manual - Employee Portal Page 21

23 Get Travel Plan Approval Screen 3 After selecting single choice against each line item in travel requisition we can see Total Travel Cost at bottom as My Total Travel Cost. Here ebusiness Shubh Yatra ERP 4.2 will ask for designated e.mail id to which employee wish to send Travel Plan with total cost impact for its approval. After selecting e.mail id for approval employee needs to click on GET APPROVAL button for travel plan approval or rejection. User Manual - Employee Portal Page 22

24 Travel Plan Booking Confirmation E.Mail Screen Approved Travel Plan will move automatically to the Travel Agent Portal for ticket and accommodation bookings. Each travel plan will have unique Booking No. assigned by the travel agent just before ticket booking and arrangement for accommodation. Travel Agent will send separate e.mail to the concerned passenger with set of tickets and booking confirmation letters (all in soft copy) for future reference and record. On other hand Service Agency location will get soft copy Travel Details as shown below so as to arrange local transportation and accommodation subject to the travel request. User Manual - Employee Portal Page 23

25 Travel Details E.Mail for Service Agency Location User Manual - Employee Portal Page 24

26 3.2.4 MODIFY TRAVEL PLAN Modify Travel Plan Inbox Screen ebusiness Shubh Yatra ERP 4.2 allowing us to do travel plane modification at any point of time ONLY with the approved travel plans. Unapproved or Rejected Travel Plans will not qualify for any modification. We can see list of approved travel plans that can be modified further in Modify Travel Plan inbox. User Manual - Employee Portal Page 25

27 Modify Travel Plan Screen 1 On clicking DETAILS button system will show complete travel details with provision to mention travel plan Modification Reason so that same can be viewed at the end of Travel Agent for needful action/modification as shown below. User Manual - Employee Portal Page 26

28 Modify Travel Plan Screen 2 We can add, delete or modify line item wise travel plan requisitions for different segments say Flight, Train, Bus, Hotel or Car. Segment wise modification instruction can be explained by the passenger so as to have more clarity at the end of travel agent for such modifications/changes. On clicking MODIFY button as shown below system will generate unique Travel Plan No. with original travel plan no. as a prefix followed by modification version such as U1...U2...up to U3 appearing in below screen. ebusiness Shubh Yatra ERP 4.2 is allowing you to modify your travel plan up to 3 times at max and thereafter will restrict you either to continue with U3 modification or its cancellation for fresh travel plan if so needed. User Manual - Employee Portal Page 27

29 Modify Travel Plan Screen 3 Modify Travel Plan Screen 4 User Manual - Employee Portal Page 28

30 3.2.5 CANCEL TRAVEL PLAN Cancel Travel Plan Inbox Screen We can cancel own travel plan even after approval at any point of time. ebusiness Shubh Yatra ERP 4.2 will show list of travel plans in Cancel Travel Plan inbox for further action of cancellation. On clicking DETAILS button complete travel plan details will appear just to view planning and other concerned details. User Manual - Employee Portal Page 29

31 Cancel Travel Plan Screen 1 At this screen employee can see travel plan submission date & time, input submission date & time by the travel agent and management approval date & time. Travel cancellation reason is mandatory at this form for future record and analysis. User Manual - Employee Portal Page 30

32 Cancel Travel Plan Screen 2 After entering travel cancellation reason concerned passenger can see Total Travel Cost with line item wise cancellation cost impact as given by the travel agent before the travel plan approval so that there will be pre-estimation cancellation cost impact. On clicking CANCEL button system will ask to re-confirm travel cancellation process for specific Travel Plan No. as shown below. User Manual - Employee Portal Page 31

33 Cancel Travel Plan Screen 3 On clicking YES button entire travel plan details with specific Travel Plan No. will proceed for its cancellation process at the end of travel agent. ebusiness Shubh Yatra ERP 4.2 will communicate such cancellation request to the travel agent so that same can be executed at the end of travel agent at the earliest just to minimize cost of cancellation if so possible. E.Mail to Travel Agent for Travel Plan Cancellation User Manual - Employee Portal Page 32

34 Cancel Travel Plan Screen 4 User Manual - Employee Portal Page 33

35 3.2.6 VIEW TRAVEL PLAN View Travel Plan Inbox Screen View Travel Plan inbox will let you know list of Travel Plan Nos. with their most recent status i.e. Pending (TP generated but not replied by the travel agent or pending for approval), Approved, Cancelled or Completed. We need to enter date range for getting TP No. wise details in View Travel Plan Inbox. One can see TP No. wise complete travel details as and when so needed. Basic purpose of keep this option is just to meet with the Finance & Accounts and HR/IR department s audit inputs. Registered user will have own travel plan details which can be use at any point of time even for reconciliation purpose. On clicking DETAILS button ebusiness Shubh Yatra ERP 4.2 will show TP No. wise complete details. User Manual - Employee Portal Page 34

36 3.3 EMPLOYEE PROTAL - ACCOUNTS Employee Portal - Accounts Menu Screen This segment is specially designed to meet day-to-day payment reconciliation activities being carried out by the Finance & Accounts department. Accessibility of this page will reside exclusively with the registered user(s) to whom ERP Administrator will assign F&A Dept. as an Operation area. User(s) other than F&A Dept. will NOT have accessibility within Accounts segment. This segment consists of Payment Tracking mechanism which can be use further in generating payment and outstanding related reports. User Manual - Employee Portal Page 35

37 3.3.1 PAYMENT TRACKER Payment Tracker Screen 1 Payment Tracker Inbox will provide list of Booking Nos. with other details against which payment details yet to be entered or updated. User from F&A Dept. needs to select a single Travel Type from Train, Flight and Bus available at Travel Type selection filed. After selecting travel type user must select Booking Date range as From Date and To Date just to retrieve Booking No. wise details in the grid section designed below. One can retrieve specific details as well pertaining to specific Ticket No. Ticket No. must be key parameter over here for any payment tracking or reconciliation activities. After providing all search parameters system will auto populate list of TPs with details like their Booking No., Ticket No., Date of Travel, Name of the Passenger, Destination and Mobile No. On clicking DETAILS button system will generate details as given below for further action on it. User Manual - Employee Portal Page 36

38 Payment Tracker Screen 2 Payment Tracker page will have specific Booking No. wise details such as Name of the passenger, Sex, Mobile No., Department, Booking No., Booking Date, Ticket No., Travel Type, Date of Travel, Origin, Destination, Ticket Amt. (against specific Ticket No. only), Reference No. (Here one can mention instrument no. such as Cheque No./UTR No./DD No. etc.) with Reference Date and Remarks (if needed). In case of payment user need to select Paid button as a payment status otherwise it will be at Unpaid status only. After inputting data over here user need to click on SUBMIT button so as to have final impact of the payment details for further reconciliation activities with the help of ebusiness Shubh Yatra ERP 4.2 User Manual - Employee Portal Page 37

39 3.4 EMPLOYEE PROTAL - REPORT Employee Portal - Report Menu Screen Specific users from F&A Department will have accessibility of transaction reports such as Travel Details, Payment Status etc. for getting day-to-day department wise, cost centre wise, sub-cost centre wise, level wise etc. travel expense details. Report wise field information can be viewed in below screen for user understanding on the aspects of listed reports. User Manual - Employee Portal Page 38

40 3.4.1 REPORT TRAVEL DETAILS Travel Details Report Screen 1 We need to select From Date and To Date over here in order to get travel details with various parameters such as department wise, cost centre wise, sub-cost centre wise and level wise etc. along with line item wise cost impact for further analysis and assumptions. User can filter input data as per specific requirement as and when needed. ebusiness Shubh Yatra ERP 4.2 in-built with output data extraction in Microsoft Excel format which is a well proven designing tool for BI reports as and when needed. User Manual - Employee Portal Page 39

41 Travel Details Report Screen 1 Travel Details Report Screen 2 User Manual - Employee Portal Page 40

42 3.4.2 REPORT PAYMENT STATUS Payment Status Report Screen 1 ebusiness Shubh Yatra ERP 4.2 generates Payment Status in Microsoft Excel format for F&A Department which can be use further for other accounting activities such as reconciliation, outstanding and instrument no. tracking. User needs to select From Date and To Date at above mentioned page for getting payment status details with various parameters such as Booking No., Ticket No., Department, Name of the Passenger etc. along with instrument details, payment status and specific Remarks (if any) with other information as mentioned in below screens. User Manual - Employee Portal Page 41

43 Payment Status Report Screen 1 Payment Status Report Screen 2 User Manual - Employee Portal Page 42

44 3.4.3 REPORT (for HR Dept./Admin Dept.) TRAVEL DETAILS Travel Details Report Screen 1 Users from HR/Administration Department can generate reports listed in this segment. System will ask for From Date and To Date in below screen 1 in order to get travel details with various parameters such as department wise, cost centre wise, sub-cost centre wise and level wise etc. along with line item wise cost impact for further analysis and assumptions. User can filter input data as per specific requirement as and when needed. ebusiness Shubh Yatra ERP 4.2 in-built with output data extraction in Microsoft Excel format which is a well proven designing tool for BI reports as and when needed. User Manual - Employee Portal Page 43

45 Travel Details Report Screen 1 Travel Details Report Screen 2 User Manual - Employee Portal Page 44

46 Travel Details Report Screen 3 User Manual - Employee Portal Page 45

47 3.4.4 REPORT (for HR Dept./Admin Dept.) TRAVEL PLAN AGEING Travel Plan Ageing Report Screen 1 Users from HR and Administration Department can generate Travel Plan Ageing by selecting From Date and To Date in above screen 1 in order to have ageing analysis for dynamic pricing sectors such as Flight and Hotel bookings. With the help of this report concerned departments can estimate extra/excess cost impact due to travel requests raised within short time period. User Manual - Employee Portal Page 46

48 Travel Plan Ageing Report Screen 2 User Manual - Employee Portal Page 47

49 3.4.5 REPORT (for HR Dept./Admin Dept.) LEVEL WIES TRAVEL PLAN Level Wise Travel Plan Report Screen 1 HR and Administration Department users can generate Level Wise Travel Plan by selecting Level followed by From Date and To Date in above screen 1 in order to have desired level wise travel details with Travel No., Travel Date, Category, Employee ID, Employee Name, Department and line item wise Travel Cost impact as given in below screen 2. User Manual - Employee Portal Page 48

50 Level Wise Travel Plan Report Screen 2 User Manual - Employee Portal Page 49

51 3.4.6 REPORT (for HR Dept./Admin Dept.) SEGMENT WISE TRAVEL PLAN Segment Wise Travel Plan Report Screen 1 Users from HR and Administration Department can view Travel Type Wise Travel Plan by selecting Flight, Train and Bus followed by From Date and To Date in above screen 1 in order to have selected travel type wise travel details with Travel No., Travel Date, Category, Employee ID, Employee Name, Department, Level, Origin, Destination, Class and line item wise Ticket Cost as given in below screen 2. User Manual - Employee Portal Page 50

52 Segment Wise Travel Plan Report Screen 2 User Manual - Employee Portal Page 51

53 4.0 SESSION TIMEOUT ebusiness Shubh Yatra ERP 4.2 is as web based Travel Management System. A session timeout is an important security control for any web based application. It specifies the length of time that an application will allow a user to remain logged in before forcing the user to re-authenticate. Wish You a very Happy Pleseant and Safe Journy... User Manual - Employee Portal Page 52