Version 1.1. System User Manual

Transcription

1 Version 1.1 System User Manual

2 From Nandini s Desk As part of SEEDS-our HR transformation journey, we have been working on transforming our people processes and enhancing employee experience. In line with our culture of entrepreneurship and empowerment, I am pleased to announce the launch of Phase 1 of >MyPiramal, our online Human Resources platform on Friday 16 th December The system will help you: View and manage your personal profiles as well as your team s profiles Set and manage performance goals for yourself and your team online; align goals with peers and others transparently Manage the recruitment process through a seamless online system; refer jobs to your network through social media View jobs available across the Piramal Group (across companies, businesses and functions) and apply for them One of the factors contributing to the genesis of this project is employee feedback received during Bandhan and in our people connect forums with respect to improving our use of online technology in HR processes i.e. e-pms, e-recruitment, employee and manager selfservice, etc. Thus, in collaboration with the IT team as part of the Project ASPIRE (Technology led Business Transformation Initiative) we worked on detailed evaluation of various best-in-class systems available globally, and in partnership with our business leaders across the Group, we decided to partner with Oracle to implement their cloud-based HCM system across the Piramal Group. As you would expect, any new system has its challenges and we should be prepared to deal with these challenges to ensure a seamless transition. Each of us can contribute to this by making sure that we update our own profiles on the system and address our challenge of data accuracy. For any queries or assistance on the system, please reach out to the >MyPiramal Helpdesk, which can be reached by ing queries to mypiramal@piramal.com. Last but not the least; we thank all the HR, IT, Finance, Supply Chain and Business colleagues who have contributed to the delivery of this global strategic HRIT initiative. 2

3 Contents 1. Getting Started with MyPiramal i. How to reach MyPiramal ii. Welcome (Home) page 2. Your Profile (About Me section) i. How to access Your Profile ii. Update your name iii. Manage your marital status iv. Manage your address v. Manage your personal relationships vi. Manage your communication information vii. Manage your document records viii. Manage your payment method ix. View your payslips x. Create your development goals xi. Manage your accomplishments xii. Manage your licenses and certificates xiii. Manage your educational degrees xiv. Manage your previous employment xv. Submit your grievance xvi. Manage training programs attended (LU/ External) xvii. Manage your skills & qualifications xviii. Manage your career planning xix. Manage your development & growth xx. Employee initiated separation / resignation xxi. Review your employment details in Piramal 3

4 Contents Contd 3. Your Team (My Team section) i. Overview of Manager Accessible Processes ii. Deep Dive into processes a) Managing employee s talent data b) Manage document record c) Approving employee initiated separation / resignation d) Managing employee s talent data iii. Manager Dashboard 4. Recruitment i. Introduction ii. Requisition Creation iii. Pre-screening & Disqualification Questions iv. Requisition Approval Flow v. Interview Management vi. Interview Evaluation vii. Recruitment - Frequently Asked Questions 5. Onboarding i. Initiating Onboarding ii. India iii. United Kingdom iv. Germany v. United States of America vi. Canada vii. Sri Lanka 4

5 6. Other features i. Internal job opportunities ii. Social sourcing 7. Annexure Contents Contd i. Video Library Catalogue ii. MyPiramal helpdesk iii. MyPiramal Access Links 5

6 1 Getting Started with Enter the system to access a one-stop solution for all your career related tasks. This system will help you manage your own as well as your team s career within Piramal. 6

7 i. Signing In Signing In 1. Access MyPiramal with the link 2. Access MyPiramal by clicking on Widgets -> HR -> MyPiramal through vconnect Further details with link in Annexure Section MyPiramal Access Links 7

8 ii. Welcome (Home) Page Upon successful sign-in, the below Home page will be displayed. The Home page can be accessed by clicking on the Home icon from any other location too. Favourites and Recent Items: Users can access the recently used tasks and can also create favourites Navigator: Use this link to view the roles and duties that can be accessed by the user based on their privileges. Notifications for all tasks can be accessed through this link Your Name Your Name 8

9 2 Your Profile (About Me section) Your Profile through the About Me section will provide you access to your personal records and payroll details. This section will empower you to only view your information as maintained by the organisation and update the same. 9

10 i. How to access Your Profile Access your details through the Navigator -> About Me as shown below. 10

11 ii. Update your name Step 1: Access your details through the Navigator -> About Me -> Personal Information as shown below. 11

12 Step 2: Click on the My Details icon and then Edit button India Step 3: Click on Biographical information and Click the pencil icon to edit the name 12

13 Step 4: Enter an effective start date that reflects change of this data and change the name. Click Save and close at top right of the screen Step 5: The transaction goes as a trigger to the Business HR but does not require approval. The trigger to Business HR will only go in case of India & Sri Lanka based employees. Quick Tip: While changing your name does not require any approval, this will have an impact to various processes which are linked to your name such as payroll as well name on your salary slips etc. 13

14 iii. Manage your marital status Step 1: Access your details through the Navigator -> About Me -> Personal Information as shown below. 14

15 Step 2: Click on the MyDetails and then Edit button Step 3: Click on Biographical information and Click the pencil icon to edit the marital status 15

16 Step 4: Enter an effective start date that reflects change of this data and change the marital status. Click Save and close at top right of the screen Step 5: The transaction goes for an approval to the respective Business HR. At this stage no changes can be made to this section of personal information while it is pending for approval. Quick Tip: Please review your nomination details and update the same in the company records through the system if any changes are required. 16

17 iv. Manage your address Step 1: Access your details through the Navigator -> About Me -> Personal Information as shown below. 17

18 Step 2: Click on the MyDetails and then Edit button 18

19 Step 3: Employee can change the mailing address and can add a new address as well. Click Save and Close Quick Tip: A trigger is sent to the Business HR for any changes made to the permanent address but no approval is required for the same in India and Sri Lanka locations. For other countries no trigger is sent to the Business HR. 19

20 v. Manage your personal relationships Step 1: Access your details through the Navigator -> About Me -> My Portrait Step 2: Click on the personal information card 20

21 Step 3: Add a personal relationship contact by Clicking on +Add button 21

22 Step 4: Employee can add / update the relationship information and personal information of the contact in the below screen Step 5: The added / updated contact will then reflect in your personal relationship section Quick Tip: This is helpful for the organisation in case they need to be contacted in an emergency situation. 22

23 vi. Manage your communication information Step 1: Access your details through the Navigator -> About Me -> My Portrait Step 2: Click on the contact information card 23

24 Step 3: Click on Edit and select the option from the drop down to add/edit the communication details Quick Tip: Please note you can update all contact information except work which is not editable. Step 4: Edit the contact information as shown in the screen below and click on save and close Quick Tip: Please enter our work phone number and extension number as a good work practise so that your HOD, Business Head and internal customers can contact you seamlessly. 24

25 vii. Manage your document records Step 1: Access your details through the Navigator -> About Me -> My Portrait 25

26 Step 2: Click on All Actions in the left hand tab and then Manage Document Records 26

27 Step 3: Click on +Create to create a new document record Step 4: Select the country and type of document 27

28 Step 5: Fill in the required fields and upload the document. Click save and then Submit 28

29 Step 6: On clicking on submit you will receive a warning message as below. You may click on the arrow beside the Approvers tab to view the list of approvers to whom this request has been submitted for approval. Step 7: Once approved the document will be displayed in your records. 29

30 viii. Manage your payment method Step 1: Access your details through the Navigator -> About Me -> My Portrait Quick Tip: Only one bank account can be active at a time for India & Sri Lanka. While changing your bank details does not require any approval, this will have an impact on processes such as payroll. Therefore, please connect with the HR office to ensure that this process is seamless in India, UK, Germany, Italy, Canada & USA. In Sri Lanka, please connect with the HR and Finance team 30

31 Step 2: Click on Click on Manage Personal Payment Methods in the left hand tab 31

32 Step 3: Click on + (Create icon) to create a new payment method Step 4: Enter the payment details as shown in the screens below Quick Tip: The list of values for Bank Account details is maintained based on data fro India, Sri Lanka, Canada and USA only. 32

33 Step 5: Enter your bank account details Step 6: After click on save and close the changes will reflect in your records. The transaction goes as a trigger to the Business HR but does not require approval. Quick Tip: Only one bank account can be active at a time for India & Sri Lanka. While changing your bank details does not require any approval, this will have an impact on processes such as payroll. Therefore, please connect with the HR office to ensure that this process is seamless in India, UK, Germany, Italy, Canada & USA. In Sri Lanka, please connect with the HR and Finance team 33

34 ix. View your payslips Step 1: Access your details through the Navigator -> About Me -> My Portrait Quick Tip: The data will be updated for India & Sri Lanka in February The same will be updated for the rest of the world going forward. We will share the notification with the respective employees as it is launched in each location. 34

35 Step 2: Click on the Payroll tab 35

36 Step 3: Click on Search for Payslips tab Step 4: Add a search criteria or view all payslips Payslip documents will appear here 36

37 x. Create your development goals Step 1: Access your details through the Navigator -> Career Development 37

38 Step 2: Click on Add Goal and then choose from the dropdown 38

39 Step 3: Enter the goal details such as the goal name, start date, completion date, category, level, priority, description, success criteria etc Quick Tip: In case you would like to keep the goal private and not submit the same to your manager you can click on the Private checkbox highlighted above. 39

40 Step 4: Click on the submit button on the top right. Step 5: You will receive a confirmation message. Click on Ok and the goal will be submitted to the line manager for approval if it is not a private goal. Quick Tip: This is different from organisational / KRA goals and for your development purpose to progress in your career and manage any personal goals such as working on your hobby, losing weight, complete a course online etc. 40

41 xi. Manage your accomplishments Step 1: Access your details through the Navigator -> About Me -> Talent Profile 41

42 Step 2: Click on the Edit button on the top right of the screen to add / update accomplishments Step 3: You can add a new accomplishment or edit existing one and click on Submit 42

43 Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your manager. Step 5: Once approved the change will reflect in your accomplishment section as shown below. 43

44 xii. Manage your licenses and certificates Step 1: Access your details through the Navigator -> About Me -> Talent Profile 44

45 Step 2: Click on the Edit button on the top right of the screen to add / update licences and certifications Step 3: You can add a new licences and certifications or edit existing one and click on Submit 45

46 Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your Business HR. Step 5: Once approved the change will reflect in your licence and certification section as shown below. Quick Tip: Please update your certifications and licenses to be searchable talent for hiring managers across the Piramal Group. Your career in your hand! 46

47 xiii. Manage your educational degrees Step 1: Access your details through the Navigator -> About Me -> Talent Profile 47

48 Step 2: Click on the Edit button on the top right of the screen to add / update educational degree Step 3: You can add a new educational degree or edit existing one and click on Submit 48

49 Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your Business HR. Step 5: Once approved the change will reflect in your educational degrees section as shown below. Quick Tip: Your Business HR will reach out to you to collect a copy of the said educational degree. Please upload the document in the Document Records section as well. 49

50 xiv. Manage your previous employment Step 1: Access your details through the Navigator -> About Me -> Talent Profile 50

51 Step 2: Click on Add Content dropdown and select Previous Employment Step 3: Add a profile section on previous employment and click on submit. 51

52 Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your Business HR. Step 5: Once approved the change will reflect in your previous employment section as shown below. Quick Tip: Your Business HR will reach out to you to collect a copy of the said employment documents. Please upload the document in the Document Records section as well. 52

53 xv. Submit your grievance Step 1: Access your details through the Navigator -> About Me -> Talent Profile 53

54 Step 2: Click on Add Content dropdown and select Grievance. Step 3: Select the type of grievance and enter the related details and then click on Submit. 54

55 Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for action to your Business HR. Step 5: Once the grievance is addressed by the Business HR the same will be closed with comments from the Business HR Quick Tip: List of grievance type that you can submit: Rating Feedback Others Compensation Promotion 55

56 xvi. Manage training programs attended (Learning University/ External) Step 1: Access your details through the Navigator -> About Me -> Talent Profile 56

57 Step 2: Click on Add Content dropdown and select LU Training / External Training program attended Step 3: Add the relevant details such as training name, type and date of program and click on submit. 57

58 Step 4: On clicking submit you will receive a confirmation message as below. Click OK to submit this for approval to your line manager. You may update data for past dated trainings as well. Step 5: Once approved the change will reflect in your trainings attended section as shown below. Quick Tip: For Learning University trainings please choose the training from the list of values that will appear as a dropdown. 58

59 xvii. Manage your skills & qualifications Step 1: Access your details through the Navigator -> About Me -> My Portrait 59

60 Step 2: Click on Experience and Qualification tab and then on edit icon for Skills and qualifications Step 3: Select the skill such as language, honors and awards, memberships or nominations. Please note the nominations in this tab is linked to your Provident Fund, gratuity etc. 60

61 Step 4: Enter the relevant details. For example: For Language after selecting language in the previous dropdown enter the language such as German and click on OK. 61

62 Step 5: Enter the details related to language Reading, Writing & Speaking proficiency. Click on Submit Step 6: Once submitted the same will be visible in the Skills & Qualifications section Quick Tip: Your Business HR will reach out to you to collect a copy of the said language certification documents. Please upload the document in the Document Records section as well. 62

63 xviii. Manage nominations Step 1: Access your details through the Navigator -> About Me -> My Portrait 63

64 Step 2: Click on Experience and Qualification tab and then on edit icon for Skills and qualifications Step 3: Select the skill such as language, honors and awards, memberships or nominations. Please note the nominations in this tab is linked to your Provident Fund, gratuity etc. 64

65 Step 4: Enter the relevant details. For example: For Language after selecting language in the previous dropdown enter the language such as German and click on OK. 65

66 Step 5: Enter the details related to language Reading, Writing & Speaking proficiency. Click on Submit Step 6: Once submitted the same will be visible in the Skills & Qualifications section Quick Tip: Your Business HR will reach out to you to collect a copy of the said language certification documents. Please upload the document in the Document Records section as well. 66

67 xix. Manage your career planning Manage your career by stating your objectives, listing your work preferences, and finding opportunities that match your interests. Step 1: Access your details through the Navigator -> About Me -> My Portrait 67

68 Step 2: Click on Career Planning tab and then on edit icon for Career Statement, Career Preferences and Careers of interest Example of career Statement available in the Manage your development & growth 68

69 xx. Manage your development & growth Manage your professional development by tracking both work and personal goals. Identify opportunities for training and development by reviewing a comparison of your profile to a job profile. Step 1: Access your details through the Navigator -> About Me -> My Portrait 69

70 Step 2: Click on Development and Growth tab and edit or view the relevant sections as below: In the Career Statement box, Click on Pencil icon to add a career statement In the Performance Goals Box all the performance Goals are visible In the Development Goals box, all the development goals are visible Quick Tip: Performance goals pertain to organisation KRA goals. Development goals are for your career growth or personal development. 70

71 xxi. Employee initiated separation / resignation Step 1: Access your details through the Navigator -> About Me -> Personal Information 71

72 Step 2: Click on task menu (right hand side) -> Submit Resignation Step 3: Fill in the necessary details.separation date would automatically populate based on the notice period 72

73 Step 4: Review and submit your resignation. On submission the resignation request will go your manager with a trigger to the Business HR 73

74 xxii. Review your employment details in Piramal Step 1: Access your details through the Navigator -> Directory -> Person Gallery 74

75 Step 2: Search for the person. To view your own employment details search by typing your name. Step 3: View your employment details as below 75

76 Step 4: One can also view the organization chart,which one is a part of. Quick Tip: Historical Data such as Transfer, promotions, etc. will not be available in system at present (Dec 2016). We will update this over a period of 6-9 months. 76

77 3 Your Team (My team section) As managers you can access the My Team section to manage the careers of your team members. This will enable managers to view and edit various aspects for their team members and also analyse and track their career progression 77

78 i. Overview of Manager Accessible Processes Step 1: Manager s Access to his reports information is captured under My Team 78

79 Step 2: By clicking on the My Team section -> and the arrow beside any team member you can view the details for your team member 79

80 Step 3: Manager has the access to manage employee s performance, career, talent related data 80

81 ii.(a) Managing employee s talent data Step 1: Access details through the Navigator -> My Team -> My team as shown below. 81

82 Step 2: Click on the employee s name to view his / her details such as: Employment Details Skills & Qualification Career Planning Goals Performance Compensation (not valid for Piramal Glass) Employee Details 82

83 Step 3: Manager can view the employee s job details, the history of employment in the organization using employment information card 83

84 Step 4: As managers you can view and approve skills and qualifications details for your team members such as previous employment, skills, certifications, educational qualifications etc 84

85 ii.(b) Manage document record Step 1: Access your details through the Navigator -> My Team -> My team as shown below. 85

86 Step 2: Click on the orange arrow-> Personal and Employment -> Manage Document Records 86

87 Step 3: Select the country and type of document. Click on the +(Create icon) below, fill the relevant details, attach the documents. 87

88 Step 4: Fill in the required fields and upload the document. Click save and then Submit 88

89 Step 5: On clicking on submit you will receive a warning message as below. You may click on the arrow beside the Approvers tab to view the list of approvers to whom this request has been submitted for approval. 89

90 ii.(c) Approving employee initiated separation / resignation Step 1: As an employee submits his / her resignation., an approval action is triggered to the manager for approval. The manager will be able to view the same in the notifications tab on the top 90

91 Step 2: Click on the orange arrow-> Personal and Employment -> Separate 91

92 Step 3: The manager can review the details as shown in the below screen and then take an action of either Approve or Reject. 92

93 iii. Manager dashboard Line Manager can perform (tasks) with respect to their subordinates either through the Navigator or through Manager Resources Dashboard on the Home page. 93

94 View Reporting Hierarchy On clicking the Manager Resources section on the Home page the manager will be able to view the reporting hierarchy their team. Managers can also select the levels of the hierarchy they want to view Through the View By dropdown one can view the various reporting structure based on HOD, project reporting etc. 94

95 View Performance Ratings On clicking the Manager Resources section on the Home page the manager will be able to view the performance of their team. Manager can compare his team members on the basis of potential, length of service, salary etc. (Salary information is not available in Piramal Glass ) 95

96 View Performance Rating Distribution & Performance Task Completion Status On clicking the Manager Resources section on the Home page the manager will be able to view the Performance Rating Distribution of their team. Manager can view team members performance ratings and the completion status of the performance related tasks. 96

97 4 Recruitment The Recruitment(RRF) section will enable a hiring manager to raise requisitions, screen and select candidates. The recruiter can use this section to post jobs on various portals, attach sourced profiles to requisitions and complete various activities under Recruitment. 97

98 ii. Introduction This is the home screen after having successfully logged in to the Taleo Module. The two main tabs on the home screen are Centers and Quick Access. Centers has two main categories under it. They are Recruiting and Oracle Business Intelligence (OBI). The Recruiting module will take you to the recruitment center where you can create requisitions, work on various tasks assigned to you. The OBI module will redirect you to a business intelligence portal where various reports and dashboards can be viewed. 98

99 This is the home screen after having successfully logged in to the Taleo Module. Quick Access is nothing but a list of frequently used tabs for which One-Click access is provided. It consists of Onboarding which takes you to the screen where you can run various actions related to onboarding candidates who have accepted the offer; Requisitions which redirects you to the Requisitions page and Candidates and Social Sourcing tab take you to their respective pages. Quick Tip: Use the shortcut tabs provided on the home screen to directly land on the page where you want to perform the activity. This helps you reduce navigation in a few cases. 99

100 iii. Requisition Creation Step 1: Click on Recruiting highlighted in red on the left of the screenshot to open the recruitment center. 100

101 Step 2: Click on Recruiting highlighted in red on the left of the screenshot to open the recruitment center. Step 3: Select the Relevant Position with appropriate position code and the name of the hiring manager/ business HR. Click on Next and select the relevant Organization, Location and Job Field. Pharma > Quick Tip: In Step 3, choose appropriate position code so that most of the other information is auto-populated correctly. 101

102 Step 4: Use Quick Filters to help select the right position/ hiring manger. Step 5: Check for the right Organization, Primary Location and Job Field, edit it if required by clicking on the icon highlighted in red and click on Create. 102

103 Step 6: The requisition is created successfully. Edit various fields in the requisition window and click on save to update the requisition in the system. Step 7: Fill in the details about the Job Description(JD) by either writing it in the text box or copying it from a JD File and once all headings are filled, click on Save & Close to complete the requisition creation process. 103

104 iii. Cancelling a Requisition Step 1: Click on the requisition you want to cancel. Go to More Actions and then on Cancel Requisition. Enter necessary comments in the comments section and submit the same. Your requisition will be cancelled. Quick Tip: Most of the fields can be edited in a requisition, however if you wish to delete the same, please use the method mentioned above. 104

105 iv. Pre-Screening & Disqualification Questions Step 1: Click on Requisitions Tab to view the list of requisitions that have been raised. Click on a requisition that you want to attach a pre-screening & existing disqualification question to. Step 2: Click on Edit and scroll down to Point 7. Pre-screening & Disqualification Step 3: Click on Add and select questions from the list of questions. Quick Tip: You cannot change the existing disqualification questions but can add prescreening questions. Pre-screening will help you identify ideal (ace) candidates if they clear the questions. You can add approvers but not change/modify approvers 105

106 Step 4: Select the relevant questions from the list of 12 questions provided and the selected questions will appear in the question selector. Once the relevant questions are selected, Click on Done. Step 5: Tag response as Required/ Asset. Candidate with higher asset score reflect up in the list. You can also reorder the questions in this stage by clicking on the number against the question and change it appropriately. Click on Save and Close once done. 106

107 v. Requisition Approval Flow Step 1: After finishing all points in the requisition window, when you click on Save, the process will automatically redirect you to Request Approval Screen. You can add more approvers by clicking on the Add Approvers button highlighted in the red box in the snapshot. Step 2: Add comments in the comments section and click on done to formally complete the requisition process 107

108 vi. Interview Management Step 1: In order to schedule interviews, click on the number of candidates for the requisition, in this case 3 highlighted in the red box in the screenshot. Step 2: Click on the candidate name for whom the interview is to be scheduled. Quick Tip: To offer a wow candidate experience please limit the instances to three. Use panels whenever multiple stakeholders are interviewers. Be cognizant of your peers and candidates time. 108

109 Step 3: Click on Interviews Tab and then click on Create Interview Step 4: Select the type of interview and the number of interviews to be scheduled for the candidate. 109

110 Step 5: Select participants be selecting from the drop-down. You can also add participants by clicking on Add Participants. Further select the date and time for the interview. Check the Piramal Interview Assessment Sheet so that the responses can be captured on it during the interview. Mention the location of the interview meeting and click on save and close. Step 6: The interviews can be manged by editing, resending and cancelling them as and when required by using the buttons in the ribbon as highlighted below. 110

111 vii. Interview Evaluation Step 1: Evaluators of the interview will get an with the link as highlighted in red box below. Click on the link to access the interview assessment sheet. Step 2: Fill in the interview assessment sheet for questions related to Behavioural and Functional Evaluation as shown in the screenshot below with comments wherever required. When done click on Submit and the assessment will be saved and sent. Quick Tip: Interview assessment sheet is a combination of behaviour and skill based assessment. Please fill in detail to ensure you capture data for historical purpose. 111

112 viii. Frequently Asked Questions Qn. 1: Do I need to create a requisition for every position I want to hire on? Ans.: Yes, for every hiring you do, be it a replacement or for a new position, you will be required to create a requisition, except for mass / bulk hiring. Qn. 2: Where will I find the Job Description for a position in the system? Ans.: The job descriptions are not available in the Oracle system and will need to be created locally. Qn. 3: Can I directly attach the Job Description to a requisition I am raising? Ans.: No. The Job Descriptions cannot be attached to the requisition. The content from a JD file can be copied in the requisition. Qn. 4: Can I Add/ Delete the approvers for a particular requisition? Ans.: Approvers can be added to the requisition if they are not a part of the Dynamic Approval List (DAL). While you may add approvers, you cannot change or delete auto-populated approvers. Qn. 5: Can I request someone from outside of the organization to evaluate a candidate for a position? Ans.: Yes, while scheduling an interview, mention the name and id of the person whom you want be an evaluator and they will get an regarding the same using which they will be able to evaluate the candidate. Qn. 6: Can the interview evaluation be edited? Ans.: No, once the interview evaluation is entered in the system, it cannot be altered. 112

113 5 Onboarding The Onboarding tool will provide the new hire with a very smooth and consistent experience of hiring across business and location in Piramal Group. The onboarding process automated and each task auto-triggers after completion of preceding task. The process ensures that a new hire is ready to roar on Day

114 i. Initiate Onboarding Process Step 1: Once the employee has accepted the offer, click on the employee and go to More Actions. Under More Actions, Click on Start Onboarding. Step 2: Select India Onboarding for Indian Candidate and fill in necessary comments and click on Done. By default India s On-Boarding process is selected. Please select the respective country for country other than India. 114

115 ii. INDIA 115

116 Task 1: Initiate Medical Checks (By HR Recruiter) Step 1: Recruiter receives an for initiating the medical process of candidate 30 days before the day of joining. Step 2: Initiate the medical process offline. Step 3: Click on the New Hire Portal hyperlink. 116

117 Step 4: Click on Complete to provide confirmation Step 5: Completed tasks move out of the pending Tasks list. 117

118 Task 2: Upload Documents (By Candidate) Step 1: Candidate receives a mail to upload documents and complete all the assigned tasks. Click on the New Hire Portal hyperlink. Step 2: Agree to the terms and conditions & login with their credentials. 118

119 Document and Information that a candidate needs to upload / provide on the system: 1. Upload Education Documents 2. Upload Work Experience Documents 3. Provide Personal Information such as: General information Parent Details Education Work experience Accidental Insurance Gratuity Nominations NPS PF Nominations Emergency Contacts Health Declaration 4. Upload Signature: Attach a scanned copy of signature 5. Upload Statutory Forms: Download the forms i(pf Form 11, PF Nomination, PF Transfer) n PDF by clicking on the hyperlink. Sign and Scan the documents and upload Quick Tip: Mandatory information has been marked with a red astrix. Candidate is required to provide registered id as an e signature for employee declaration. 119

120 Task 3: Identify Buddy (By HR Recruiter) Step 1: Recruiter will receive a mail for identification of buddy. Click on hyperlink of New Hire Portal. Step 2: Click on execute to execute the task. 120

121 Step 3: Identify and provide details for Buddy in the requested form. Click on Submit. 121

122 Step 4: Mail sent to the buddy 7 days before the date of joining providing details of the new hire. Step 5: Mail sent to the candidate 7 days before the date of joining providing details of the buddy 122

123 Task 4: Generic Notification Generic notification mentioning a new hire joining date and details sent to Business HR Head Recruiter Head of Department HR Ops IT Infra IT mail HR Business Partner Administrator SHE Manager 123

124 Task 5: Documents required on joining date (By Candidate) Step 1: Mail triggered to candidate 7 days before joining to bring the necessary documents. 124

125 Task 6: Provide Software & Access Details in the system (By Hiring Manager) Step 1: Mail triggered to Hiring Manager 1 day before joining to ask for software s etc to be configured through the New Hire Portal Step 2: Execute the task and provide the details. Click on Submit. 125

126 Task 7: Tasks triggered Task Assignee Line Manager Administration Administration Administration Administration Task Name Provide Software & Access Details in the system Arrange for Petro card Arrange for seating space Setup welcome board Arrange for parking space Task completion will be sent to Administrator, HR Ops, Recruiter, IT Infra, HRBP, SHE Manager, IT Mail, Hiring Manager. HR Ops 2 s stating task completed First will be sent on DOJ Second will be sent on One day after DOJ HRBP 2 s stating task completed First will be sent 1 day after DOJ Second will be sent on 5 days after DOJ 126

127 Task Assignee HR Ops HR Ops HR Ops HR Ops HR Ops HR Ops IT - Infra IT - Mail Admin IT - Mail Admin IT - Mail Admin IT - Infra Administration Administration Administration Administration Administration Administration Administration HRBP SHE Manager Line Manager HRBP HR Ops HR Ops HR Ops HRBP HR Ops HR Ops Task Name Verify Personal Documents Time & Attendance system update Issue Access Card Medi claim Registration Super top up registration Flexi-comp registration Configure the computer with software's received from manager Setup Add in ing group based on Business, Location & department Active directory Setup for Fusion access Handover Laptop/Desktop Handover stationary Handover visiting card Handover ID Card Handover Welcome Kit Support for mobile & Internet connection Support for Bank account creation Provide cafeteria access Introduction to the team Safety Induction Goal Setting Meet & Greet Session Bus Pass Provide Uniform Review Nomination and Address Details SOP Training Company Induction Necessary documents closure in personal files (Document Checklist) 127

128 Task 8: Checklist Tasks Step 1: HR Business Partner will receive a mail to complete the tasks above. Click on hyperlink in . Step 2: Click on task name and then Complete. 128

129 Task 9: Candidate Feedback Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process. Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit. 129

130 UNITED KINGDOM 130

131 Task 1: Receive Welcome (By Candidate) Step 1: Welcome is sent to the candidate Step 2: Candidate can view and download the attachments and Click on New Hire Portal hyperlink. Step 3 Download Anti Bribery Policy by clicking on the hyperlink. Post reading click on Complete to acknowledge the policies. 131

132 Step 4: Download Code of Conduct Step 5: Upload P45/HRMC Starter Checklist by Uploading the P45 form or you can download the HRMC Starter Checklist in PDF by clicking on the hyperlink. Attach the relevant form by choosing the file. Click on Complete. 132

133 Step 6: Provide Personal Information and the mmandatory information that has been marked with a *. Step 7: Agree to the terms and conditions & login with their credentials. Step 8: Intimation of medical checks is sent to the candidate. 133

134 Task 2: Assess Medical Reports (By OHE) Step 1: OHE receives an for assessing the medical reports of the candidate. Click on the hyperlink to execute the task. Step 2: Provide confirmation and Submit. 134

135 Task 3: Confirm Date of Joining (By Recruiter) Step 1: Recruiter will receive mail to confirm date of joining. Click on the hyperlink of New Hire Portal. Step 2: Click on complete to provide confirmation for the task execution. 135

136 Task 4: Date of Joining Confirmation (By Candidate) Step 1: Mail is triggered to the candidate confirming date of joining. Step 2: Mail sent to the candidate 7 days before the date of joining providing details of the buddy 136

137 Task 5: Identify Buddy (By HR Recruiter) Step 1: Recruiter will receive a mail 14 days before the day of joining for identification of buddy. Click on the hyperlink of New Hire Portal.. Step 2: Click on execute to execute the task. Step 3: Identify and provide details for Buddy in the requested form and Click on Submit.. 137

138 Task 6: Intimation to the Buddy Step 1: Mail sent to the buddy 7 days before the date of joining providing details of the new hire. 138

139 Task 7: Share Details of the Buddy Step 1: Mail sent to the candidate 7 days before the date of joining providing details of the buddy. Step 2: Execute the task and provide the details. Click on Submit. 139

140 Task 8: Stater Forms (By Hiring Manager) Step 1: HM will receive mail to initiate starters form. Initiate the process offline then Click on the hyperlink of New Hire Portal. Step 2: Click on Execute and provide the requested information. 140

141 Task 9: Generic Notifications Step 1: Generic notification sent to IT Mail OHE IT Infra Step 2: Click on Execute and provide the requested information. 141

142 Task 10: Notification Step 1: Mail triggered to IT and HR ops on the day of joining to ensure appropriate tasks are completed. Confirm the task by following the link provided in mail. Click on Complete 142

143 Task 11: Candidate Feedback Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process. Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit. 143

144 GERMANY 144

145 Task 1: Provide Personal Information (By Candidate) Step 1: Click on the New Hire Portal hyperlink. Agree to terms and policies on the career Section. Provide user name and passowrd to login. 145

146 Step 2: Provide the requested information. Click on Next Page and provide rest of information. Step 3: On the last page provide id and click on Submit 146

147 Task 2: General Policies (By Candidate) Step 1: Click on policy names to download them in a PDF format. Step 2: Click on Complete to complete the task. 147

148 Task 3: Initiate Medical Checks (By HR Recruiter) Step 1: Recruiter receives an for initiating the medical process of candidate. Click on the hyperlink provided in the mail. Step 2: Click on Medical Checks. 148

149 Step 3: Click on Complete to provide confirmation. Step 4: Completed tasks move out of the pending Tasks list.. 149

150 Task 4: Confirm Date of Joining (By Recruiter) Step 1: Recruiter will receive mail to confirm date of joining. Click on the hyperlink of New Hire Portal. Step 2: Click on complete to provide confirmation for the task execution. 150

151 Task 5: Identify Buddy (By HR Recruiter) Step 1: Recruiter will receive a mail 14 days before the day of joining for identification of buddy. Click on the hyperlink of New Hire Portal.. Step 2: Click on execute to execute the task. Step 3: Identify and provide details for Buddy in the requested form and Click on Submit.. 151

152 Task 6: Intimation to the Buddy Step 1: Mail sent to the buddy 7 days before the date of joining providing details of the new hire. 152

153 Task 7: Share Details of the Buddy Step 1: Mail sent to the candidate 7 days before the date of joining providing details of the buddy. Step 2: Execute the task and provide the details. Click on Submit. 153

154 Task 8: Upload Signed Documents (By HR Recruiter) Step 1: Recruiter asked to upload signed documents on day of joining. Click on the candidate link in mail Step 2: Upload documents under attachments tab 154

155 Step 3: Confirm task completion on New Hire Portal. Click on the New Hire Portal link in mail. Step 4: Click on Complete in task 155

156 Task 9: Arrange Logistics (By HR Recruiter) Step 1: Mail triggered to Recruiter for arranging logistics Step 2: Confirm task completion on New Hire Portal. 156

157 Task 10: Candidate Feedback Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process. Step 2: Candidate logs in using the credentials provided earlier. Click on Submit. 157

158 UNITED STATES OF AMERICA 158

159 Task 1: Initiate US Process (By HR Recruiter) Step 1: Trigger the onboarding process in Post Offer Check step. Step 2: Change the step and status Step 3: Change the Step to Post Offer Checks. Change the status to To be checked. Enter the comments if required. Click on Save and Close. 159

160 Task 2: Medical Checks (By HR Recruiter) Step 1: Recruiter receives an , 30 days before joining, for initiating the medical process of candidate. Click on the New Hire Portal hyperlink. Step 2: Click on Complete to provide confirmation. Completed tasks move out of the pending Tasks list. 160

161 Task 3: Medical Check Status (By HR Recruiter) Step 1: Recruiter to provide medical check status though an online form. Step 2: Execute the task and provide confirmation. 161

162 Task 4: Confirm Date of Joining (By Recruiter) Step 1: Recruiter will receive mail to confirm date of joining. Click on the hyperlink of New Hire Portal. Step 2: Click on complete to provide confirmation for the task execution. 162

163 Task 5: Provide Personal Information (By Candidate) Step 1: Candidate receives a mail to provide information. Click on the New Hire Portal hyperlink.. Step 2: Provide credentials. 163

164 Step 3: Fill in the fields. Click on Next page to provide rest of the information.. Step 4: On the declaration page provide id as a part of e signature.. 164

165 Task 6: Identify Buddy (By HR Recruiter) Step 1: Recruiter will receive a mail 14 days before the day of joining for identification of buddy. Click on the hyperlink of New Hire Portal.. Step 2: Click on execute to execute the task. Step 3: Identify and provide details for Buddy in the requested form and Click on Submit.. 165

166 Task 7: Intimation to the Buddy Step 1: Mail sent to the buddy 7 days before the date of joining providing details of the new hire. 166

167 Task 8: Share Details of the Buddy Step 1: Mail sent to the candidate 7 days before the date of joining providing details of the buddy. 167

168 Task 9: Required Documents (By Candidate) Step 1: Mail sent to the candidate providing details of the documents to be brought on the day of joining Step 2: Mail sent to the candidate 7 days before date of joining to fill State Tax and I9 Form 168

169 Task 10: Documents to be uploaded on day of joining (HR Recruiter) Step 1: Mail sent to the Recruiter to attach the signed copy of I9 form. Click on the candidate file hyperlink to attach the forms Step 2: Add forms under the attachment tab 169

170 Step 3: Click on hyperlink New Hire Portal. Provide confirmation for task completion 170

171 Task 11: Candidate Feedback Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process. Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit. 171

172 CANADA 172

173 Task 1: Initiate Canada Process (By HR Recruiter) Step 1: Trigger the onboarding process in Post Offer Check step. Step 2: Change the step and status Step 3: Change the Step to Post Offer Checks. Change the status to To be checked. Enter the comments if required. Click on Save and Close. 173

174 Task 2: Change in employee status form (By HR Recruiter) Step 1: Recruiter receives an for initiating the change in employee status form, 30 days before date of joining. 174

175 Step 2: Click on Complete to provide confirmation. Completed tasks move out of the pending Tasks list. 175

176 Task 3: Upload code of conduct (By Candidate) Step 1: Candidate receives a mail for completing the assigned tasks. Click on the New Hire Portal hyperlink. Agree to the terms and conditions. Step 2: Provide credentials. Complete all the parallel tasks 176

177 Step 3: Download the code of conduct in a PDF format. Upload a signed copy. Click on Complete 177

178 Task 4: Upload Education and Immigration Documents (By Candidate) Step 1: Upload the education documents in a.zip format. Complete the task 178

179 Task 5: Acknowledge General Policies (By Candidate) Step 1: Download the documents in a PDF by clicking on the links. Click on Complete to acknowledge these policies. 179

180 Task 6: Provide Personal Information (By Candidate) Step 1: Fill in the fields. Click on Next page to provide rest of the information. Step 2: On the declaration page provide id as a part of e signature 180

181 Task 7: Benefits and State Tax Form (By Candidate) Step 1: Download the documents in a PDF by clicking on the links. Click on Complete 181

182 Task 8: Identify Buddy (By HR Recruiter) Step 1: Recruiter will receive a mail 15 days before the day of joining for identification of buddy. Click on the hyperlink of New Hire Portal.. Step 2: Click on execute to execute the task. Step 3: Identify and provide details for Buddy in the requested form and Click on Submit.. 182

183 Task 9: Intimation to the Buddy Step 1: Mail sent to the buddy 7 days before the date of joining providing details of the new hire. Alex Smith 183

184 Task 10: Share Details of the Buddy Step 1: Mail sent to the candidate 7 days before the date of joining providing details of the buddy. Alex, 184

185 Task 11: Candidate Feedback Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process. Alex, Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit. 185

186 SRI LANKA 186

187 Task 1: Initiate Medical Checks (By HR Recruiter) Step 1: Recruiter receives an for initiating the medical process of candidate 30 days before the day of joining. Step 2: Initiate the medical process offline. Step 3: Click on the Initiate Medical Checks. 187

188 Step 4: Click on Complete to provide confirmation Step 5: Completed tasks move out of the pending Tasks list. 188

189 Task 2: Upload Documents (By Candidate) Step 1: Candidate receives a mail to upload documents and complete all the assigned tasks. Click on the New Hire Portal hyperlink. Step 2: Agree to the terms and conditions & login with their credentials. 189

190 Step 3: Fill in the fields and Click on Next so that you can provide the remaining information. Quick Tip: Mandatory information has been marked with a red astrix. Candidate is required to provide registered id as an e signature for employee declaration. Fill in all the details that are mentioned under each head marked in the red highlight on the screenshot 190

191 Task 3: Identify Buddy (By HR Recruiter) Step 1: Recruiter will receive a mail for identification of buddy. Click on hyperlink of New Hire Portal. Step 2: Click on execute to execute the task. 191

192 Step 3: Click on New Hire Portal and update Buddy Information in the system. Once the portal opens, click on Execute. 192

193 Step 4: Mail sent to the buddy 7 days before the date of joining providing details of the new hire. Step 5: Mail sent to the candidate 7 days before the date of joining providing details of the buddy 193

194 Task 4: General Policies An is triggered to candidate to view and acknowledge policies. Candidate can log in to the career section and download policies in PDF. Further they can click on Complete to acknowledge them 194

195 Task 5: Documents required on joining date (By Candidate) Step 1: Mail triggered to candidate 7 days before joining to bring the necessary documents. 195

196 Task 6: Arrange Logistics (By Recruiter) Step 1: The recruiter will receives an for arranging the logistics. Initiate the process offline. Click on the New Hire Portal hyperlink and complete the task manually. Step 2: Execute the task and provide the details. Click on Submit. 196

197 Task 7: Candidate Feedback Step 1: Mail triggered to candidate 6 days after joining to provide feedback on the onboarding process. Step 2: Candidate llogs in using the credentials provided earlier. Click on Submit. 197

198 6 Other Features The Other Features section will enable users to source profiles for a requisition through social media, leverage identification of right talent in-house through internal job postings and social sourcing facility. 198

199 i. Internal Job Postings In line with the entrepreneurial culture that we wish to support, various positions will first be opened for internal employees for the first 7 days to apply their candidate for it. Step 1: Access external career section as external candidate

200 Step 2: Click on Job Title Step 3: Click on Apply Online Quick Tip: For posting job internally, please ensure before hand that the Internal Job Description is created for the requisition

201 Step 4: Accept the Privacy Agreement and Login to the system. Make your profile by uploading data from LinkedIn Profile, CV Parsing or entering the details manually. Step 5: Acknowledgement will be sent to candidate with link to review candidature or modify details. 201

202 ii. Social Sourcing This portal will enable you to share various jobs with your friends using Social Media Step 1: Click on Social Sourcing from the Fusion Homepage to be redirected to Employee Referral Portal or the Social Sourcing link provided in the annexure. Step 2: Ensure that your social media accounts are logged in. If the logo is not highlighted, it means that the account is not linked. Click on the icon and log-in to the account to link it. 202

203 Step 3: Select the job that you wish to post on social media. Step 4: Click on Recommend to a Friend. Step 5: Select the appropriate option to either update the status on Facebook, Twitter or LinkedIn. You can also send a personal message via Facebook Messenger. Also, an employee can select a referral link and share it via or any other media. 203

204 7 Annexure 204

205 i. Video Library Catalogue i. Your Profile i. Manage your Contact Information ii. Manage your Document Records iii. Manage Employee initiated Separation iv. Manage your Marital Status v. Access & Update your Skills & Qualifications vi. Manage Employment & Payroll Details vii. Manage your Development Goals viii. View your work connections ii. Your Team i. Update your team s Skills and Qualifications iii. Recruitment i. Access to the Recruitment Portal ii. Manage the Recruitment Process iv. Other Features i. Posting a Job Description on Social Network ii. Applying to Internal Job Openings Access to video library catalogue on vconnect: Widgets -> HR Tab -> MyPiramal Tutorial Videos 205

206 ii. MyPiramal helpdesk Purpose To ensure that any query raised by employees/sites is resolved in a timely manner and all these queries are documented ensuring SLA adherence. To provide employees/sites with a single point of contact (SPOC) to address their queries Particulars Details Shift One 10am to 7pm IST 4:30am to 1:30pm GMT 11:30pm to 8:30am EST Shift Two 6pm to 3am IST 12:30pm to 9:30pm GMT 7:30am to 4:30pm EST Support Days Monday to Friday Support through Helpdesk operations based in (mypiramal@piramal.com) and phone ( ) Mumbai, India 206

207 iii. MyPiramal Access Links Route 1 - Employees with Piramal login ID accessing the system through Piramal network When accessing the system from within Piramal network, simply click on You ll be able to login to all applications of MyPiramal (Fusion, Taleo Recruiting, Internal Career Section & Social Sourcing) through Single Sign On functionality (Just like Outlook, Skype for business) Route 2* - Employees without Piramal login ID / Employees accessing the system form outside Piramal network The Single Sign On functionality won t work in this scenario. You ll have to login to the mypiramal applications using your Login ID & Password, which will be shared with you individually over . Related URLs: Fusion: Taleo Recruiting: Internal Career Section: internalcareers.piramal.com Social Sourcing: 207

208 Take charge Moving ahead Power in your hands One stop solution 208