India s First HR Company Listed on NSE - Emerge. User Manual for ApHusys HR Role

Transcription

1 India s First HR Company Listed on NSE - Emerge User Manual for ApHusys HR Role

2 TABLE OF CONTENTS PREFACE... 7 DISCLAIMER... 7 GETTING STARTED... 8 OVERVIEW OF MODULES... 8 FIRST TIME ACCESS TO APHUSYS COMPANY GENERAL SETTINGS CONFIGURATION HRIS (HUMAN RESOURCE INFORMATION SYSTEM) 2.EMPLOYEE DATA MANAGEMENT 2.1 CONFIGURATION HRIS SETTINGS MASTER CONFIGURATION A. DEPARTMENT B. LOCATION C. REGION D. QUALIFICATION E. SKILLS F. ZONES G. VERTICALS H. DIVISIONS I. CENTERS J. FUNCTIONS K. BANDS L. GRADES M. ROLE MAPS N. ROLES O. LEVELS P. DESIGNATION Q. COMPETENCY R. STATE S. COUNTRY OPERATION USER CREATION MY DATA ON-BOARDING EMPLOYEE DATA EMPLOYEE CONFIGURATION NOTIFICATION PERSONAL DETAILS APPROVAL & UPDATE RESIGNATION APPROVAL HELPDESK EXIT PROCESS

3 3. ATTENDANCE 3.1 CONFIGURATION ATTENDANCE SETTINGS OPERATION PUNCH IN & PUNCH OUT ATTENDANCE REGULARIZATION BULK ATTENDANCE REGULARIZATION LEAVE MANAGEMENT 4.1 CONFIGURATION LEAVE RULES LEAVE STRUCTURE OPERATION LEAVE BALANCE LEAVE REQUEST LEAVE APPROVAL LEAVE SUMMARY ALTER ALLOCATION PAYROLL MANAGEMENT 5.1 CONFIGURATION SALARY COMPONENTS SALARY STRUCTURE OPERATION PAYSLIP PAYSLIPS ARCHIVE INVESTMENT DECLARATION SALARY UPDATION PAYROLL INPUTS SALARY REVISION PAYROLL GENERATION FORM 16S ENABLE IT DECLARATION CLAIMS 6.1 CONFIGURATION EXPENSE ITEMS OPERATION EXPENSES & REIMBURSEMENTS LOANS/ ADVANCES LOANS/ ADVANCES LOANS APPROVALS

4 HR CORE (HUMAN RESOURCE CORE) 8. RECRUITMENT MANAGEMENT 8.1 CONFIGURATION APPLICANT STAGES APPLICANT RATING CLIENTS INTERVIEW ROUNDS INTERVIEW RESULT RESUME STATUS RESUME SOURCE APPLICANT SOURCE OPERATION JOB POSITIONS APPLICANT MANAGEMENT OFFER TRACKER INTERVIEW TRACKER CLIENT TRACKER PERFORMANCE MANAGEMENT 9.1 CONFIGURATION PROJECT GOAL PLAN GOAL PLAN RATING SCALE ROLEMAPS OPERATION ASSESSMENT PERIOD EMPLOYEE ASSESSMENT MANAGER REVIEW NEXT LEVEL REVIEW GOALS PROJECT GOALS TRAINING MANAGEMENT 10.1 OPERATION TRAINING COURSES TRAINING SCHEDULE TRAINING NOMINATIONS TRAINING REGISTRATIONS REPORTS 11.1 DASHBOARD MY DASHBOARD

5 11.2 RECRUITMENT OPERATIONS RECRUITMETN ANALYSIS RECRUITMENT STATUS JOB POSITION STATUS JOB CLOUSER STATUS RECRUITER PRODUCTIVITY TODAY & UPCOMMING INTERVIEWS PAYROLL OPERATIONS PAY SHEET YTD SALARY COMPONENT BANK ADVICE YTD EMPLOYEE SALARIES STATUTORY REPORTS SALARY ANALYSIS REPORT SALARY RECONCILIATION REPORT PAYSLIP COMPONENT REPORT CHALLANS ETDS ANALYSIS OPERATIONS ATTENDANCE ANALYSIS LEAVES ANALYSIS PAYSLIP ANALYSIS PROBATION LIST EMPLOYEE DETAILED REPORT CURRENT MONTH EXIT S RECENT JOINERS HOLIDAYS COMPANY POLICY UPCOMING BIRTHDAYS UPCOMING WORK ANNIVERSARIES EMPLOYEES ON LEAVE LEAVES TAKEN CONCLUSION

6 ABOUT APHUSYS ApHusys is an application for human capital management (HCM) which includes strategic talent management, payroll, travel and expense, leave management, employee self-service and data security ApHusys is designed for enterprises to manage complex and dynamic business environments. It provides the customers highly adaptable, accessible and reliable applications to manage critical business functions that enable them to optimize their human capital resources. It provides instant access to your employees and your HR Department s users, providing comprehensive personalized information they need, to make fast, informed decisions. Information is delivered anytime, anywhere to any web browser. This is the only tool you will ever need for collaborating with your team in your company which will help you improve the most important resource of a company. ApHusys comes as a complete suite that works from Recruitment to Retirement and is also available as individual modules. ApHusys products keep growing in capabilities and breadth of offering along with the requirements of our clients as we continually build new features with growing market feedback. ApHusys is an easy to use application for HR capital management. It provides the customers highly adaptable, accessible, configurable and reliable applications to manage critical business functions that enable them to optimize their human capital resources. ApHusys is an integrated HR information system that would reduce the time and effort required for the HR functions of an organization. ApHusys is a cloud-based technology offering in Web and Mobile platforms. And it is easy to use HR software that is available on a simple pay-per-use subscription model. Suitable for mid-sized to large organizations, all employees, managers and HR administrators are always in sync with the information necessary to drive your HR goals. ApHusys is available in different module packages based on the subscription. 6

7 Preface About This Manual This manual is intended for new users and the goal of this document is to give a broad overview of the main functions & features on HR Perspective web interface and some basic instructions on usage and the User should have a minimum knowledge on usage of computer and able to access the web interface. The following document consists of the aspects related to proper configuration and operations purposes. Each module is being described with a pictorial representation along with the path to access them and each module is explained in a convenient approach of settings / configuration / operations / Reports. Disclaimer The Information contained in the instance (the Service ) has sample and general information purposes only. Husys assumes no responsibility for errors or omissions or operational based results in the contents on the service by the user actions. 7

8 Getting Started To start using the application, Organization need to be registered with the ApHusys. Based on the package opted by the organization the modules do vary, and the settings like sample pay components, leave rules & default all module settings will be configured based on their company policies & general information in the instance. I. Overview of Modules: - You will be able to access the modules like HRIS (Human Resource Information System), HR Core (Human Resource Core), Messaging & Reports. You can navigate across all the modules using the list view and hovering menu options. HRIS (Human Resource Information System) which focus on the complete employee management like employee data, attendance, leave management, Payslips, employee expense management, Timesheets & Projects. HR Core (Human Resource) completely focus on the employee performance management and training. Based upon the subscription, the following modules would be seen in their privileged logins. 1. Employee Data Management 2. Attendance 3. Leave 4. Payroll 5. Claims 6. Times-sheets & Projects 7. Performance 8. Training 9. Communication 10.Analysis/ Dashboard Help: - You will find a Help icon? across all the modules which will guide you to each module description and its operations on which every screen you are. 8

9 II. First time Access to ApHusys: - Any individual will be able to use ApHusys by entering the company specific URL followed by. aphusys.com. By entering the instance name user will be able to view their company specific instance along with their company logo. You need to use the latest version browser (Safari, Chrome, Firefox etc.,) to get all the elements. You need to enable the pop ups in the browser get download/ view all the reports from the system, as seen in the below screen. 9

10 Company Getting Settings In this tab basic company details such as company logo, company name, tagline, company address, bank accounts, and company website details are provided. After logging with the HR credentials, the following are the details that can be provided: Company Address Company Tagline Website Phone Fax Tax ID Company PF Number Company ESIC Number PAN Number TAN number Bank Account Details Logo Details: Logos of different sizes can be incorporated in the instance for different uses. Need to provide the logos in the following formats and sizes to reflect in respective positions: Login page (.jpg) the best fit should be 250x150 pixels. Reports (.jpg) the best fit should be 150x150 pixels. Company Logo (.jpg) the best fit should be 230x58 pixels. Configuration: All the Company specific settings across the functional module settings must be provided here Accounting / Currency Payroll Settings Payslip Display settings Attendance Settings: PMS Settings Leave Settings HRIS Settings Separation Process Settings 10

11 Employee Data Management Employee Data management: In this section you can have all the information related to employee in the organization, the document describes the configuration and operations aspects. Configuration section provides the feasibility to enable few options in employee data and the path will guide you to access various options. 2.1 Configuration: HRIS Settings: The configuration setting of few master fields across the organization can be modified here. Path: Settings (First module from right) -> Company -> Configuration Tab -> HRIS Settings Display Fields: The master fields to be displayed in the Employee Data such as Vertical, Grades, Bands, etc. can be selected by clicking on the respective check boxes Probation Duration: Depending on the probation period provided here, the Probation start Date and End date of an Employee will be saved where Start Date would be Joining Date and End Date would be the end of the duration Master Configuration: The next set of Master fields to be created comes under Master Configuration Path: Configuration (Second module from right) -> Master Configuration -> Create 11

12 In the respective Master field, click on Create -> Provide the details -> Save Ensure not to create duplicate field names The fields that can be created are: Departments, Locations, Regions, Qualification, Skills, Zones, Verticals, Divisions, Centers, Functions, Bands, Grades, Rolemaps, Roles, Levels, Designations, Competency, State, Country. Each of these fields can be imported in bulk as well. Follow the instructions on the import Template shared and fill in the details. Save the file in.csv format 12

13 In the respective master field -> Import, choose the import file. Ensure all the column names are reflecting after choosing the file. Click on Validate. In case of any duplications or file format errors, it ll display the error message. Make the changes in the import file accordingly and choose the file again. Once the validation is completed, click on import. Verify the imported data. The process to the bulk import is same for all master configuration fields like locations/ designation/ Levels/ Bands etc. 13

14 2.2 Operation: Users: The first step in Employee Data Management would be creating the Login credentials i.e. Users for the Employees User Creation: Path: Settings (First module from right) -> Groups -> Users -> Create. Name: Provide the Employee Full Name. Login ID: The login ID can be user specific like employee name or code etc., All the notifications / alerts would be received on the id provided here. Active: Makes the user active in the instance. Sign in Allowed: Will restrict the user not to login in in the instance. Note: The Name, Login ID and the must be unique. To import the Users in bulk, Follow the instructions on the import Template and fill in the details. Save the file in.csv format. In the Users -> Import -> Choose the import file. Ensure all the column names are reflecting after choosing the file. 14

15 Click on Validate. In case of any duplications, wrong s or file format errors, it ll display the error message. Make the changes in the import file accordingly and choose the file again. Once the validation is completed, click on import. Verify the imported data. User Privileges: Each User can be given additional privileges for the respective functional operations. Path: Settings (First module from right) -> Groups -> Users -> Access Rights -> Human Resource The following are roles: Employee, HR Employee: By default, all the employees will have these two privileges. Reporting Manager: User will get their subordinate requests for Approval. Manager: User will have all the privileges of a HR Admin. Data Coordinator: User will have entire privilege in Employee Data Management. Data Coordinator with Restrictions: User will have Data coordinator privilege for a specific Location / Department. Resigning Employee: Upon enabling this option the respective user can able to see resignation in their login. User for whom the Exit process is to be initiated. Attendance Coordinator: User will have the complete access to Attendance Management module 15

16 Attendance Coordinator with Restrictions: User will have Attendance coordinator privilege for a specific Location / Department Leave Coordinator: User will have complete privilege in Leave Management Leave Coordinator with Restrictions: User will have Leave coordinator privilege for a specific Location / Department Accounts: User will have the complete privilege in Claims & Reimbursement management Accounts with Restrictions: User will have Accounts privilege for a specific Location / Department Payroll Manager: User will have the complete privilege in Payroll Management Payroll Manager with Restrictions: User will have Payroll Manager privilege for a specific Location / Department Recruiter: User will have the Job position creation & managing the Applicants privilege Lead Recruiter: User will have the Recruiter privilege and additional privilege to manage the Job position & Applicant of the respective Recruiters as well External Recruiter: Recruitment Manager: User will have the complete privilege in Recruitment Management PMS Coordinator: User will have the complete privilege in Performance Management PMS Coordinator with Restrictions: User will have PMS coordinator privilege for specific Location / Department Training Coordinator: User will have complete privilege to the Training module Training Coordinator with Restrictions: User will have Training coordinator privilege for a specific Location / Department My Data: All the information provided in employee data related to Employees can be accessed using my data option i.e if you are using hr admin login then, the information related to hr admin can be visible here. Path: HRIS (Third module from left) -> Employee Data Management -> My Data 16

17 2.2.3 Onboarding: Employee can also be created using Onboarding process by stage wise. All the information related to an Employee on pre-boarding & on-boarding checklist can be created and captured here. Path: HRIS (Third module from left) -> Employee Data Management -> Onboarding -> Create 17

18 Started Stage: Click on create and enter the name and task assigned to (by default it will be login user can also assign the task to other employees. Pre-Boarding Checklist: Click on Edit and change the stage from started to preboarding. Select the name of the checklist from the list or create and edit the checklist. Enter the department/ status & notes if applicable. You can add or remove the existing check lists. Employee Creation: Click on Edit and change the stage from pre-boarding to employee creation. Here we can create the employee with basic details and later we edit the additional details from employee data. It is not mandatory, even we can skip this stage. Enter the reporting manager/ designation/ employee code/ department & join date. Create Employee will create the employee in the employee data once the details are filled. On-Boarding: Once the employee gets created you can add the On-Boarding checklist by changing the stage from employee creation to On-Boarding. Using the sub tabs, you can access the On-Boarding checklist and add or delete checklist. Select department/ status & enter Notes if any. Completed: Once the On-Boarding process gets completed you can change the stage to completed and the employee will be listed here. Using personal details update option you can gather the rest of the information of employee by providing login credentials to the employee & update them. 18

19 2.2.4 Employee Data: All the information related to an Employee are created and captured here. Path: HRIS (Third module from left) -> Employee Data Management -> Employee Data -> Create The fields which are in blue color are mandatory fields to be provided: Employee Code: Employee code/ id can be alphanumeric. It must be unique. Employee Name (Name, Middle Name, Last Name). Gender (Male / Female): Providing the gender is a mandate. Related User: The User name which was created in user option of the respective Employee must be selected from the dropdown list. Work Mobile: We can provide the work mobile numbers of the user. Work It must be unique and same as the provided in the User details. Designation, Department: Select the respective Department and Designation from the dropdown list populated in the Master configuration. Reporting Manager: Only after creating the Employee record of the Reporting Manager, it can be selected from the dropdown list. Join Date: Providing the Join date is a mandate. 19

20 Apart from these, additional information can be created in the following sections: Apart from these, additional information can be created in the following sections: Employee Photo: Need to upload in employee data to reflect across all the instance. Public Info Job Details (Join Date, Band, Grade, Level, Role, Rolemap, etc.) Location Details (State, Country, Work Location) Personal Info Personal Status (Marital status, if married No. of children, Date of Marriage) Birth Info (Date of Birth, Select date, Place of Birth, Actual Date of Birth) Contact Info Identity Details Passport & Visa Details. Health Info & Contact Details. Accounts Info Salary Info Other Info Similarly, the following details of the employees can be captured & maintained in the instance for our future reference. Status, Achievements, Educational Qualifications, Experience, Documents (Document Type, Number, Expiry), Skills, Probation (Probation Start Date, End Date). Employee Data can be imported in bulk. Bulk import option can be viewed only in the list view. 20

21 Follow the instructions on the import Template and fill in the details. In the (list view) Employee Data -> Import -> Choose the import file. Ensure all the column names are reflecting after choosing the file. Make sure the file which is being used is saved with yyyy-mm-dd format for all the date values & for number values the decimal values to be 0. For Employee name need to remove the special characters in the data before uploading, save the file in csv file format. Click on Validate. In case of any wrong configuration, date formats, number formats or file format errors, it ll display the error message with the line number. Make the changes in the import file accordingly and choose the file again. Once the validation is completed, click on import. Verify the imported data. Note: You cannot assign the reporting managers without creating employee data, need to consider external ID (Which can be downloaded using import-compatible-export option after creating employee data). The external IDs are being created in the back end for the system reference once after you create the employee record. It is advisable to extract External ID s from Employee data. To bulk import the partial information in the Employee Data, follow the steps below: Step 1 Exporting the External ID and the fields: Select the required records in Employee data which you are trying to do partial import by clicking on the check box on the top left. Ensure to keep the no. of records to display per page as unlimited (double click on the count mentioned on the right). After selecting, click on More -> Export. 21

22 In the Export box, select the Import-Compatible Export as the filter. For example, if we are trying to import the reporting manager for the employees let s have a look how we can do it. 1. Employee Code 2. Reporting Manager Keep the export file type as CSV itself. Automatically by exporting employee code the external ID gets downloaded After selecting the required fields, you can also Save the list with the option on top. Click on Export & open the file Step 2 Importing the details: 22

23 The first column in the exported sheet would be the External ID, which is the reference id for importing the employee specific information. We can fill the reporting managers and remove the employee code. Fill the required details in the rest of the columns. Click on Validate. In case of any duplications, wrong date or file formats, it ll display the error message. Make the changes in the import file accordingly and choose the file again. Once the validation is completed, click on import. Verify the imported data. The next section is the Operational Information of the Employee Employee Configuration: Once the Employee data is created, an employee configuration record of the respective employee would be generated. Path: HRIS (Third module from left) -> Employee Data Management -> Employee Configuration -> Click open the respective Employee record -> Edit The following details should be added to the record: Leave Structure: Assigning the Leave Structure (Assuming Leave has been configured). Salary Structure: Assigning the Salary Structure with its Start date (Assuming Payroll has been configured). Working Schedule: General (which will be default and can be configured or create a new schedule). State for PT: For Professional State Tax deductions, the respective State must be selected (if required) 23

24 TDS: To calculate the system generated TDS in the Payroll, please check the box To bulk import the partial information in the Employee Configuration, follow the steps below: Step 1 Exporting the External ID and the fields: Select the required records in Employee Configuration by clicking on the check box on the top left. Ensure to keep the no. of records to display per page as unlimited (double click on the count mentioned on the right). After selecting, click on More -> Export. In the Export box, select the Import-Compatible Export as the filter. For example, if we are trying to import the working schedule and leave structure for the employees let s have a look how we can do it. 24

25 1. Working Schedule: Selecting the working schedule is a mandate. 2. Leave Structure (Assuming the Leave has been configured). 3. Calculate TDS. Keep the export file type as CSV itself. After selecting the required fields, you can also Save the list with the option on top Click on Export to File. Step 2 Importing the details The first column in the exported sheet would be the External ID, which is the reference id for importing the employee specific information Fill the required details in the rest of the columns To select the Calculate TDS for any candidate, mark it as TRUE and to uncheck the option, mark it as FALSE in the import sheet. 25

26 Click on Validate. In case of any duplications, wrong date or file formats, it ll display the error message. Make the changes in the import file accordingly and choose the file again. Once the validation is completed, click on import. Verify the imported data. Note: To assign the leave structure for the first time using bulk upload you need to have external id in the first column and leave structure in the second column. To assign the Salary structure in bulk for the employees, need to assign the details from Salary Structure Allocation option in the master configuration module assuming (Assuming Payroll has been configured). Follow the steps below: The first column in the exported sheet would be the Employee code, which is the reference for the employees to assign the employee salary structure. The second column would be the Salary Structure & third column would be Start date. Keep the export file type as CSV itself & while uploading the structures gets assigned. Do s: - Employee configuration just need to provide the salary/ leave/ TDS & Working Schedule information. Should provide start date in the salary information. While assigning salary information individually, the operational data reference should search by employee code and select the option. Do provide the end date for existing structure and provide a new structure without end date. Don t: - Do not create records in employee configuration. Do not provide end date in salary information if every month there is a same salary structure. 26

27 2.2.6 Notifications: Using Notifications option, we will be able to send s at once to all/ set of employees once the is provided and the application is being configured with company specific -id. Path: HRIS (Third module from left) -> Employee Data Management -> Notifications. Click on Create and enter the subject and Content. Choose the option from the list in Notify to Send will send the message based on the options selected Personal Details Approval: Employee can request for modification in any of their Personal information such as their contact details, Educational Qualifications, Experience, Documents and Skills through Personal Details Update. Path: HRIS (Third module from left) -> Employee Data Management -> Personal Details Approval -> Click open then request. 27

28 These details requested would be Validated by the HR. Click on Update details to Approve the request and to reflect the modified information in the Employee Data. Do s: - Always create a new record whenever there is a change in personal details. Always make sure that to add new records without deletion of old records. Don t: - You will find existing data, if you alter any changes it will get reflected in employee data once it is approved Resignation Approval: Once the Employee is given Resigning Employee privilege from users, the employee can create a request for resignation by providing the reason and comments for resignation. Reporting manager will be able to view all the requests of the employees who are under him/her from resignation approval option. By default, from hr admin login all the requests are visible from here. Path: HRIS (Third module from left) -> Employee Data Management -> Resignation approval. 28

29 Approve Resignation: Click on Approve Resignation if it is approved. Once it is approved a record gets created in Exist Process option. Reject Resignation: Click on Reject Resignation if it is not approved. You can also check the status of the resignation request from the top right corner If the employee doesn t have any reporting manager from the hr admin you can perform the operations like approving and rejecting of resignation, From Exit process you can relieve the employee Helpdesk: Help Desk serves as an internal help desk where employees can raise tickets on their queries by choosing the topic and priority and HR will be able to address them. Path: HRIS (Third module from left) -> Employee Data Management -> Helpdesk. 29

30 Click on Create for new ticket or choose a ticket from the list to assign or address any query. Click on Edit and select the Assignee from the list to address the query and click on Assign. Once assigned the user will be able to answer the query. 30

31 The assignee can answer the query in the text box or else they can send a message at the bottom. Feedback will send back to hr seeking for clarifications & Complete will end the query. The user will be able to close the ticket once it is complete stage, they can reopen the ticket by clicking on Re-Open option. re-open option will again start the process from beginning Exit Process: All the details related to exit process like Full & Final Settlement, separation process etc., can be provided here. Path: HRIS (Third module from left) -> Employee Data Management -> Exit Process -> click on Edit/ Create. Click on Edit and fill the details like Resignation Date/ Knowledge Transfer To/ Resignation Accepted Date/ Resignation Date & Last Working Date. Using No Due Checklist like Documents submission etc., provided can be maintained. Separation Interview can also be taken by adding the questions, by default there will be few set of question which can be configured and ask the employee to answer them. Using FNF (full and final settlement) you can have the access to the status of the resignation stage. Relieve Employee will make as relieved employee, from this stage you can send relieving & experienced letters directly through . Note: Make sure that the respective employee KT activity help desk ticket are in closed state before relieving. 31

32 Attendance Management Attendance management: In this section we can have all the information related to employee attendance, the document describes the configuration and operations aspects. Configuration section provides the feasibility to enable the options related to attendance settings and the path will guide you to access the module. 3.1 Configuration: Attendance Settings: The following details across the organization can be modified here. Path: Settings (First module from right) -> Company -> Configuration Tab -> Attendance Settings Week Start day Allowed IPs: IP addresses-based restriction where the employee will be able to mark their Attendance only through the specific IP address which are provided here. Notify Employee: Upon selecting this, in case an Employee misses out marking their Attendance through Punch In / Punch Out, either through web or Mobile App, employee would receive a notification stating the same. Notify in: If the Notify Employee option is chosen, the duration (No. of Hours) within which the Employees should receive a notification must be provided here. 3.2 Operation: The following are the operations that can be carried out in Attendance Punch In / Punch Out: The Attendance records of all the Employees (either through web, Mobile App or Biometric integration) can be verified here. The icon turnes into blue color if it is signed in and to green while signing out. Path: HRIS (Third module from left) -> Attendance -> Punch In / Punch Out. 32

33 Employees would be marking their Attendance through Punch In / Punch Out toggle on the Top right corner. Click on the Downward arrow on the Search Tab on the top right to add Filters / Group By option to view the record as required. In case the Employee fails to Punch In/ Punch out, click on Create and provide the Employee attendance details (If your company allows to do). Apart from the Punch In / Punch Out Date, Time and other details, when an Employee marks an Attendance through Mobile App, the geographical details (Longitude & Latitude) along with the Location link would be captured. 33

34 To import the Attendance records in bulk, Follow the instructions on the import Template shared and fill in the details with employee code/ date/ Action (Sign In or Out). Save the file in.csv format. In Punch In & Out -> Import -> Choose the import file. Ensure all the column names are reflecting after choosing the file. Click on Validate. In case of any duplications, wrong date or file formats, it ll display the error message. Make the changes in the import file accordingly and choose the file again. Once the validation is completed, click on import. Verify the imported data Attendance Regularization: To provide the Attendance details of an employee, follow the path below: Path: HRIS (Third module from left) -> Attendance -> Attendance Regularization -> Create. Select the Employee Name. Choose the Attendance Type. 34

35 In case the Attendance type as Leave (Absent/ LOP only/ First half Absent / Second half Absent). Note: Ensure to keep Considered on payslip unchecked. Only after the Payroll is processed and confirmed, it will be automatically marked as Considered Bulk Attendance Regularization: Attendance can be marked in bulk through here. Path: HRIS (Third module from left) -> Attendance -> Bulk Attendance Regularization -> Create. 35

36 Select the Import Date. Click on Add an item to select the Employee and to provide the details. You can follow the same process that explained in attendance regularization Save the record. Note: - If you are completely using the leave management there is no need to perform operation in attendance regularization and you can use either leaves or attendance management to capture the required details and also include it in payroll. 36

37 Leave Management Leave Management: In this section you can have all the information related to employee leaves in the organization, the document describes the configuration and operations aspects. The configuration section provides the feasibility to configure the leave rules based on the organization leave policy and the path will guide you to access the module. 4.1 Configuration: Leave Settings: The following details can be verified and modified (if necessary) here Path: Settings (First module from right) -> Company -> Configuration Tab -> Leave Settings Leave Year: Start month & End Month and Start day & End day. Notify on leave request: To choose the recipients of the notifications received when a Leave Requests is made, click on the check box -> Select the Employee. Approver Comments: To Enable / Disable the Approver comments in Leave Requests. Leave Configuration: Leave Rules: To define the Leave rules, follow the path below. Path: Configuration (Second module from right) -> Leave -> Leave Rules. Click open each leave to verify the rules defined as per your policy. To add a new Leave, click on Create. 37

38 The following are the sections in which these rules can be defined: Leave Name & Leave Code: Ensure to provide unique Name and Code for each Leave. Is Prorata: Check the box if the leave balance needs to be assigned on prorata basis. No. of Days: Providing the no. of days here to assign a consolidated leave balance. Basic Rules Round of Balance option provides the feasibility to select the lower, higher & closer of balances. Leave Expiry & Has expiry limit option provides the feasibility for leave expiry after the specific number of days if provided. Count Weekends option to enable the calculation of leaves on weekdays. Count Notified Holidays option to enable the calculation of leaves even on holidays also. Show in Ess option will enable to display the leave rule in the leave request. Allow when no balances will provide the feasibility to take the leave even there is zero balance. Show in Payslip option enables to display the leave rule in payslips. Consider in Payslip option enables to calculate the leave while processing payroll. Allocate Leaves for Extra Worked Days option will enable & provides the feasibility to choose the leave rule and allocate the leave balance from other leave rule which was selected (mostly used for comensentary leave rule types). Carry forward rules provides the feasibility to choose the minimum, maximum & next carry forward date along with service year options. 38

39 Advance Rules Encashment Rules: Encashment rules such as max and min days for encashment and other options for enhancement can be enabled here. Availing Rules: Applicable only after joining option enables the user to apply leave after joining. Allow Before/After Notified Holidays option enables to use the leave before/after the holidays declared in the system. Allow Half Day option provides the feasibility to use the leave rule for half day. Allow Balance Adjustments option will adjust the leave balances. Limit of times since joining provides the feasibility to restrict number of times the user can use the leave rule. Allow Before/After weekends provides the feasibility to take leaves on weekends too. Min days & Max days in an application option enables the use to restrict to take minimum and maximum number of days while using the leave rule. Max times in a month option enables the user to restrict the total number of times in a month the user can use the leave rule. Max days in a month provides the feasibility to use the total number of days in month while using the leave rule. Allow deduction from other leave type option provides the feasibility to deduct from other leave rules and restrict max and min leave days to deduct from the leave rule. 39

40 Accrual Rules Accrue slab (Monthly/ Quarterly/ 15 days) provides the breakup for each month/ quarterly/ 15 days number of leaves to be added for the leave rule. Accrue day (beginning/ end of the month/ any other day) Leave Structure: After configuring the Leave Rules, as per your company leave policies, create the Leave Structures. Path: Configuration (Second module from right) -> Leave -> Leave Structure. Name & Reference: Provide the structure name and a reference. Click Add an item to select the required leave rules -> Save. 40

41 4.2 Operation: Leave Balance: All the Employee leave balances based on each leave rule can be visible here, Leave balance details like Opening balance (current year allocated balance)/ accrued (balance which is added each month)/ availed (current year total balance consumed)/ Elapsed (total balance which has been expired)/ carry forward (total number of leaves which are fowarded from previous year) & net balance (total balance after the expiy/ carry forwared/ availed/ accured) leaves. Using Advanced search, we can filter the options and view the data accordingly and extract the reports to excel sheet. The data can be viewed in Pie/ bar/ graph & tabular views Leave Request: To apply for a leave, follow the path below. Path: HRIS (Third module from left) -> Leave Management -> Leave Request -> Click on respective Date on the Leave calendar. 41

42 Leave Name: Select the leave name. The leave balance displayed in the brackets can be checked before applying. Provide the Description and reason below (if required). Start Date & End Date: Verify the dates selected. To apply half day, choose the End Date ends in First Half (if the Start date is First half) or Second Half (if the Start date is Second half). The Duration below would reflect respectively. Save: It ll only save the request as a draft. Click on Submit to Manager for Approval. Note: Upon saving the record will be in drafted stage so you can change the course of leave duration at any point of time. Later you can send the request to manager for approval. 42

43 To request/apply a leave on behalf of an Employee: Select the Employee name in Apply Leave for. Select the leave name, description and reason (if required). Click on Submit to Manager for Approval. In absence of the Reporting Manager, the request can be directly Approved after submitting. To view leaves of all the Employee, remove My Request filter on the Leave calendar in the search tab (top right) Leave Approval: All the Leave requests made can be checked through the path below. Path: HRIS (Third module from left) -> Leave Management -> Leave Approval 43

44 Click open the request to Approve / Refuse / Approve Withdrawal / Refuse Withdrawal Leave Summary: Leave summary will display all allocated leaves (accrued / credited) and all availed leaves. 44

45 By default, leave type wise filter would be selected. Click on the Advance Search (downward arrow on the search tab) and add the Filters / Group by option as per your requirement. Leave can be approved either through Leave Approvals or in Leave Requests by removing My Request filter in the Search tab. Leave Balance, Leave Summary of all the Employees can be verified. HR will have an option to Apply for a Leave on behalf of the Employee as well. In case of changes in the leave balance of an Employee, it can be modified through Alter Allocation Alter Allocation: All the credited leave balances of the Employees can be verified through Alter Allocation. For additional leave balance to be credited for any employee using alter allocation you can allocate using Create option. You can also alter allocated leave balance at any point of time. By providing the specific leave rule in leave name, employee in apply leave for & duration (number of days). Upon saving the record it directly gets approved. 45

46 Payroll Management Payroll Management: In this section you can have all the information related to payroll in the organization, the document describes the configuration and operations aspects. The configuration section provides the feasibility to configure the payroll components based on the organization payroll policy and the path will guide you to access the various options. For exlusive payroll informaiton you can also refer to Payroll process flow document which is avalable in the training material link. 5.1 Configuration: Payroll Settings: Path: Settings (First module from right) -> Company -> Configuration Tab -> Payroll Settings This section has the payroll company level settings which includes: Pay Start day, Pay End Day, include weekends, Attendance Paid Days, Default Salary Structure etc. 46

47 Display Payslip Information: The details that should be displayed on payslip like personal information, earnings, Leaves, deductions, tax, bank information can be provided here. Apart from that, the following details can be configured: 1. Logo Position on the Pay slip. 2. Employee master details to be displayed such as their Department, Designation, Role etc. 3. Inclusion of Entitled values in Pay Slip or Pay Sheet. 4. Display of Pay slip amount format in words. Payroll Configuration Salary Components. Salary Structures. Salary Structure Allocation Salary Components: To define the Salary Components, follow the path below. Path: Configuration (Second module from right) -> Payroll Configuration -> Salary Components. Click open each Salary component to verify the rules defined as per your policy To add a new Salary Components, click on Create 47

48 The following are the sections in which these rules can be defined: Salary Components Name & Salary components Code: Ensure to provide unique Name and Code for each Salary Component. Salary Component Categories: Ensure to select the actual category like allowance/ deductions/ Only for calculations where the components belong to while creating or editing the salary components. Display Pay slip: Check the box if the Salary components needs to be displayed on pay slip/ appears on pay sheet. Basic Rules Main configuration settings such as Conditions or a definite range, Computation details like amount type (Formula based/ percentage basis/ fixed amount), Round off option to nearest amount. If the calculation is formula based in computation details, here are the sample formulas. a. To consider the component as input: inputs.code.amount 48

49 Hint: The CODE in the formula must be same with the CODE as seen in the screenshot i.e if you are providing GROSS in CODE, then you need to enter GROSS in the place of CODE in formula. b. Calculation based on total number of working days: (inputs.code.amount/ payslip.monthly_lop_days)*(worked_days.work100.number_of_daysworked_days.lop.number_of_days) Note: The above formulas cannot be changed, and it is system inbuilt formulas Inputs To Provide the component value whether if it is a fixed or a variable pay can be chosen from the Inputs tab. Salary Types 49

50 Paid to employee option is default and not of calculation purpose. Ignore for Tax option excludes the calculation of salary component in tax Is this one time? Option enables the user to declare the amount only one time in the current month Is this Basic component & consider basic in PF options are used for calculation of tax related reports, also include the basic component in generation of tax related reports. Is this HRA option will enable the calculations in Tax statement reports Is this a CTC component will identify the component as CTC component. Is this an encashment component will declare the component as leave encashment and calculation will be done in payroll accordingly. Is this an Conveyance component will identify the component as conveyance component. Consider this for Professional Tax allows the component to be calculated for professional tax. Consider as TDS option provides the feasibility to consider the component for tax calculation. Tax Deduction type option to select the deduction type like 80c etc., for the component to be deducted and reflect in tax statements. Is this a Tax exception component provides the feasibility to be excepted from tax calculation? Salary Structure: After configuring the Salary Rules, as per the company policy, create the Salary Structures. Path: Configuration (Second module from right) -> Payroll Configuration -> Salary Structure. 50

51 Name & Reference: Provide the structure name and a reference name. Click Add an item to select the required salary component -> Save. Hint: If there is any dependency-based calculation of salary components then the parent component should be above the child component. You can rearrange the sequence by dragging the components above and below. 5.2 Operation: Pay slip: To view the pay slips, follow the path below. Path: HRIS (Third module from left) -> Payroll Management -> Pay slip -> Click on respective Pay slip record. Pay slip: All the pay slips which are generated from the generate payroll can be accessed from this section. Print option will download the pay slip whereas Print preview option will display actual pay slip. Create option will generate individual payslip by selecting the name of the employee & pay month & year if his configuration is properly set. If there are any loans which are currently beign runnign out then the amount can be displayed from payslip option. can also check the details like salary structure/ gross salary / total deduction etc., of the specific month. Note: You need to enable pop-ups from your browser to view the preview of payslip. 51

52 Detailed salary components can be viewed with the salary breakup using the Salary Computation. Each Salary component by catogery/ total amount and yearly estimation can be displayed here. Total Number of Days worked can also be used to viewed with in the payslip option. All the tax information of induvidual month can be viewed from Tax related option. Complete Tax related details like deduction type/ allowances/ taxable income etc., can be downlaoded using the Tax Statement option in payslip. If there are any deviations from auto calculation of TDS then by using Manually Override TDS option the values can be modified Payslips Archive: The payslips of the employees which were previously not generated in the system can be maintained using the payslip archieve option. Path: HRIS (Third module from left) -> Payroll Management -> Pay slip Archive -> Click on create. Pay slip Archive: Select Employee name, month & year. Pay slip option provides the feasibility to attach the respective user specific files or records. Save: It ll save the record. 52

53 5.2.3 Investment Declaration: Path: HRIS (Third module from left) -> Payroll Management -> Investment Declaration -> Click on create Select the employee name and financial year of the investment declaration. Declarations: All the Tax declaration types gets displayed based on the financial year. Investment Declaration: Add an item will let you choose the tax deduction type, amount, attachment (proofs) & notes. Can declare the multiple deduction types. Previous Income: Details like Name, Address, PAN no, TAN number, date & total salary can be declared for Tax statement. Can declare the multiple deduction types. Other Income: Details related to other income can be declared by providing the basic details like name and amount of the income. Loans: loan details can also be declared by entering the basic details like name, PAN no, Interest etc., Rent Paid: rent details paid for the month with amount and attachments related to the rent can be declared from the investment declaration. Save: It ll save the record. Tax information: Complete tax details in accordance with the salary breakup and tax deduction breakup can be access in this section Salary Updation: To create salary records for fixed pay components, follow the path below. Path: HRIS (Third module from left) -> Payroll Management -> Salary Updation -> Click on create. 53

54 Salary Updation: All the amounts which are related to the specific components with fixed pay should be provided here. By providing the specific salary rule, amount, contract (employee name) & start date the amount will be assigned and considered for the employee. End Date will make sure that the amount is being considered till specific date. (If the end date is blank then the system will consider the amount for preceding month). Save: It ll save the record. Using Filters & Group by options from the advanced search we can differentiate the salary components with employees which were created earlier. To import salary updation in bulk, The first column in the exported sheet would be the Employee code second column Amount third column as Salary Rule fourth column as Salary Rule Input and fifth column as Start Date. In the Salary Updation -> Import -> Choose the import file. Ensure all the column names are reflecting after choosing the file. Follow the instructions on the import Template and fill in the details. Save the file in.csv format. 54

55 Click on Validate. In case of any duplications, wrong s or file format errors, it ll display the error message. Make the changes in the import file accordingly and choose the file again. Once the validation is completed, click on import. Verify the imported data. Note: We can also skip the create/import from here by using salary revision, upon the required action in salary revision the records get saved & view it from salary updation Payroll Inputs: To create salary records for variable pay components, follow the path below. Path: HRIS (Third module from left) -> Payroll Management -> Payroll Inputs -> Click on create. 55

56 Payroll Inputs: All the amounts which are related to the specific components with variable pay should be provided here. By Providing the specific salary rule, amount, employee & date (make sure to provide any date in between first and last dates of the respective month which was being generating), the amount will be assigned and considered for the employee. Save: It ll save the record. Using Filters & Group by options from the advanced search we can differentiate the salary components with employees which were created earlier. To import payroll inputs in bulk: The first column in the exported sheet would be the Employee code second column Amount third column as Name of the component fourth column as Salary Rule Input and fifth column as Date. Follow the instructions on the import Template and fill in the details. Save the file in.csv format In the Payroll Inputs -> Import -> Choose the import file. Ensure all the column names are reflecting after choosing the file. Click on Validate. In case of any duplications, wrong s or file format errors, it ll display the error message. Make the changes in the import file accordingly and choose the file again. Once the validation is completed, click on import. Verify the imported data Salary Revision: To create salary revision, follow the path below. Path: HRIS (Third module from left) -> Payroll Management -> Salary Revision -> Click on create. 56

57 Salary Revision: Change in salary amounts can provided in salary revision. Effective Date: Choose the effective date for change in new salary amount. Select the employee from the list and the components gets displayed based on the configuration. All the new figures (amounts) should be entered in the new value column in their respective salary components. All the existing values can be visible in the current value column. Save: It ll save the record. Apply Revision: it ll submit the new value will be effective, i.e the existing records in salary updation gets end date and new records gets created without end date Payroll Generation: To Generate Payroll, follow the path below: Path: HRIS (Third module from left) -> Payroll Management -> Generate Payroll -> Click on Create and respective month record. Month Name: Select the Month name and Period (numeric value for the specific month). Click on save to save the month record and click on Add Employees. 57

58 Click on Add an item to add individual employees for Processing of Payroll and select the employees from the list and click on select. To run the payroll for a set of employees using categories option, you can also process the payroll by department/ employment type etc., Pay slips will be generated by clicking on the Process Payroll after selecting the employees form the list (If the configuration of formulas is in right manner if not system will throw back an alert or error). 58

59 Freeze: Will send the Payslip to the employees, they can access them from their logins (make sure to check the values before freezing) UnFreeze: Will get back all the payslips to draft stage. Create Advice: After Freezing the pay slips, you will be able to create bank advice. All the bank advices can be accessed from the Bank Advice option from the reports. payslip: Will send payslips to respective employees by to respective id s which are configured in the instance Upload Form 16s: To create Form 16s and Circulate, follow the path below Path: HRIS (Third module from left) -> Payroll Management -> Upload Form 16s -> Click on create. Upload Form 16s: Upload the form 16 template which is zip file add all form16 pdfs to a folder called Form16 and then compress to Zip file and Upload it. Folder name which consists of all the files must be save as Form16.zip Select the Financial year and whether the Form 16s to be circulated to employees or not. Circulate Form 16s will send the form 16 for the respective employees. Save: It ll save the record. 59

60 5.2.9 Enable IT Declaration: Path: HRIS (Third module from left) -> Payroll Management -> Enable IT Declarations -> Select the record. Enabling the eligibility to provide IT Declarations to the employees. By selecting the individual employees from the eligible employee s option. Select the check box in Investment Declaration to enable the declaration feature. Employees can be selected using the Eligible employees option, the selection can be an individual employee or can be multiple employees. upon click on add, the system by default give/show the list of employees whose declarations are already enabled Clicking on Update Eligibility list will update the list. Save: It ll save the record. 60

61 Claims Management Claims Management: In this section you can access all the information related to employee expenses in the organization, the document describes the configuration and operations aspects. The configuration section provides the feasibility to configure the expenses based on the organization policies and the path will guide you to access the various options. 6.1 Configuration: Expense Items: Path: HRIS (Third module from left) -> Claims -> Expense Items -> Click on Create. Enter/ Select the Item name, description, type, suggested price, related to payroll Select the salary rule input from the list to consider the expence in payroll, the salary rule input appears based on the configuration of the salary components. After choosing the component the amount gets added to the payroll once it is approved. Save: It ll save the record. 6.2 Operation: Expenses & Reimbursements: Path: HRIS (Third module from left) -> Claims -> Expenses & Reimbursements -> Click on Create/ select a record. From Hradmin login, hr can either approve/ pay or create the record on behalf of the employee and submit to the manager. 61

62 After reporting manager approves hr can view the request and include in payroll. Provide the Description, select employee name with employee code, date of the expense & department. Select the approver to be either HR Manager/ Reporting Manger i.e to send the request to the reporting manager or hr administrator. Submitted On, Approver date, approved by, Paid date & Paid by gets automatically displayed once the operations are being carried out. Expense Lines: Add an item will create an expense record to enter the expense item with unit price. Save: It ll save the record. Using Attachments option on the top of the screen, you can upload the expense attachments to the request. Click on Submit to Manager/ HR Manager for Approval. Once it is approved by the respective manager the request gets to accounts manager. The request will be in Paid mode once the account manager pays it. 7.1 Loans/ Advances Loans/ Advances: Path: HRIS (Third module from left) -> Claims -> Loan & Advances -> Click on Create. 62

63 Select employee from the employee attribute also send to either HR or Reporting manager. Details like number of installments and loan/ advice amount. Upon approval of respective manager, feasibility to provide the EMI amount, number of installments, loan interest & date of the loan. The status can be seen from the status tab in each stage, approver date & approved by. Once the respective manager approved the request will reflect in payroll. (respective month installment will deduct from payroll directly). Calculation of EMI is possible from the loan & advances, it will display the EMI amount once the they click on calulate emi option. All the amounts which are related to EMI breakup will be generated once the number of installments and intrest rate (applicable for Loans) is provided. Once after EMI Calculation the respective installment details will be appeared at bottom that can be altered as required Loans Approval: Path: HRIS (Third module from left) -> Claims ->Loans Approval->click on create. 63

64 All the requested employee loans are seen here along with the loan/advance name, employee name, type, loan/advance amount, status. Upon clicking each record, we can approve /refuse the record. Once approved the EMI calculation/ breakup can be viewed by the reporting manager once the instest rate & total number of installments are provided.the status can be seen from the status tab in each stage. 64

65 Recruitment Management Recruitment Management: In this section you can have all the information related to recruitment activities in the organization, the document describes the configuration and operations aspects. The configuration section provides the feasibility to configure the recruitment stages, interview stages etc., and the path will guide you to access the module. 8.1 Configuration: Recruitment Settings: Path: Settings (First module from right) -> Company -> Recruitment Configuration 65

66 Recruitment Module: Recruitment features are being configured like, total number of stages to be added for each job post/ resume portals/ job sites (Naukri, Monster & Wisdom) based on the subscription opted by the organization. The validity/ total number of postings & remaining number of postings left out based on the subscription can also been seen from this configuration option. You can resubscribe for additional postings at any point of time. The following details must be added to the recruitment module for initial use: Applicant Stage, Applicant Ratings, Interview rounds, Interview result, Resume Status, Resume Source & Applicant Source Applicant Stage: Path: Configuration (Second module from right) -> Recruitment -> Applicant Stage -> Click on create Enter the name of the stage and specific to a department to reflect in applicant management. For any changes in existing stages, select the record from the list view and can make the changes Applicant Ratings: All the applicant ratings options which are to be given in the applicant management can be created here. 66

67 Path: Configuration (Second module from right) -> Recruitment -> Applicant Ratings -> Click on create Enter the name of the Ratings and Description to reflect in applicant management. Select the record to make changes to existing rating or delete the record Clients: All the clients list options which are to be given in job positions while creating a job post can be created here. Path: Configuration (Second module from right) -> Recruitment -> Clients -> Click on create Enter the name/ / contact person/ description of the clients to reflect in Job Positions. Select the record to make changes in existing record or delete them Interview Rounds: All the interview rounds options which are to be given in applicant management can be created here. Path: Configuration (Second module from right) -> Recruitment -> Interview Rounds -> Click on create Enter the name of the interview round to reflect in applicant management. Select the record to make changes in existing record or delete them Interview Result: All the interview result options which are to be given in applicant management can be created here. Path: Configuration (Second module from right) -> Recruitment -> Interview Result -> Click on create Enter the name of the interview result like reject/ no show etc., to reflect in applicant management. Select the record to make changes in existing record or delete them. 67

68 8.1.6 Resume Status: All the resume status options which are to be given in applicant management can be created here. Path: Configuration (Second module from right) -> Recruitment -> Resume Status -> Click on create Enter the name of the resume status like Submitted/ Screen Accepted etc., to reflect in applicant management. Select the record to make changes in existing record or delete them Resume Source: All the resume source options which are to be given in applicant management can be created here. Path: Configuration (Second module from right) -> Recruitment -> Resume Source -> Click on create Enter the name of the resume source like Submitted/ Screen Accepted etc., to reflect in applicant management. Select the record to make changes in existing record or delete them Applicant Source: All the applicant source options which are to be given in applicant management can be created here. Path: Configuration (Second module from right) -> Recruitment -> Applicant Source -> Click on create Enter the name of the applicant source like Submitted/ Screen Accepted etc., to reflect in applicant management. Select the record to make changes in existing record or delete them. 8.2 Operation: Job Positions: All the job posts from the instance can be posted using the Job Positions. Path: HRIS (Fourth module from left) -> Recruitment -> Job Positions -> Click on Create. 68

69 Enter the Position, Location, Skills required, Category, Salary, Experience, Job Description, Skills sets. Save: It ll save the Job post and will be listed in job positions and will display all the data which were filled. Stop Position: Will halt the job post from the portals and cannot be undone. Hold Recruitment: Will hold the recruitment and can be undone at any point of time. Withdraw Recruitment: Will get back the post from the portals and cannot be undone. Sync Applicants: Will get the applicants from portals who have applied to the post and their details can be accessed from Applicants & Documents based on subscription & the applicants can be accessed from applicant management later on. Select the job post to be posted in wisdom/ naukri/ wisdom, based on the selected options additional fields gets unlocked and must select the options. Based on the subscription the access to portal will be enabled. Applicants: 69

70 All the applicants can be accessed from the list view which is on the right corner in Job positions option after clicking sync applicants. Documents: all the resumes can be downloaded from the documents options Applicant Management: All the candidates who have been applied for the job post will be listed here once the applicants get synchronized with the portals, by default the list will be segregated by the applicant stages. All the operations like accessing resume, interview stages, applicant status etc., can be performed using the applicant management. Path: HRIS (Fourth module from left) -> Recruitment -> Applicant Management -> Select a record. All the applicants applied to the job post can be accessed from the applicant management and categorized based on stages (short listed/ accepted etc.,). 70

71 From Applicant Status, HR can change the Candidates can change the applicants status at any point of time. Candidates resume/ documents can be accessed from the Documents section. Resume Tracker: All the details related to resume like resume submitted on, resume source (portals or advertisements etc.,), total experience, relevant experience & resume status (Screen Accepted or rejected, submitted or kept hold) can be found at the bottom of each candidate. Interview Tracker: Select the specific status where the candidate belongs to either Scheduled, Interview rejected, no show interview, Interview on hold, interview selected & shortlisted. Complete details of the interview process can be seen from the interview tracker. Click on Add an item and Enter the stage name, interview round, date of interview on, interview result & interviewer. Candidate can be directly being listed in employee data with basic fields once he got selected and by selecting the Create Employee. Click on Add an item to provide the Assessment by skill sets, proficiency and any comments of the specific skills. Final thoughts can be given from the Recommendations for the candidate whether Strongly recommended or rejected etc., Save: It ll save the Interview stage. 71

72 The offer tracker option gets enabled once the candidate got selected or shortlisted from the interview tracker. Offer Tracker: Select the specific status like Negotiations Fail, Offered, Offer Accepted, Offer Rejected, drop out, Joined. Enter the Offer Letter date, accepted date, joining bonus, joining date, previous company resignation date & resignation received or not Offer Tracker: Details related to offer tracker gets enabled once the interview tracker changes to Interview selected or Shortlisted. Path: HRIS (Fourth module from left) -> Recruitment -> Offer Tracker -> Select a record and edit. To change the values, select the fields like offer status (offered, offer accepted, offer rejected etc.,), joining date, resignation documents received or not, notice period and notice status, project name. The details can be altered directly from the applicant management or offer tracker Interview Tracker: Path: HRIS (Fourth module from left) -> Recruitment -> Interview Tracker -> Select a record and edit. 72

73 All the details related to interview tracker in the applicant management can be seen here. Click on Edit Select the Stage name and select the status of the applicant Fill the Interview details like interview rounds, interviewer, results etc., Select the assessment details which are related to their skills based on proficiency & skill level. Save: It ll save the record Client Tracker: Client tracker is mostly intended to post and maintain the jobs for any special or internal or external clients other than for current company. Path: HRIS (Fourth module from left) -> Recruitment -> Client Tracker -> Select a record and edit. 73

74 All the Job positions which are made for the client in the Job positions are listed here and change the additional details like CTC offered, Service Fee etc., 74

75 Performance Management Performance Management: In this section you can have all the information related to employee performance in the organization, the document describes the configuration and operations aspects. The configuration section provides the feasibility to configure the performance appraisal settings based on the organization policies and the path will guide you to access various options. 9.1 Configuration: Project Goal Plan: Path: Configuration (Second module from right) -> Performance Management -> Project Goal Plan -> Click create Enter the name of the project name & duration of the project period. Click on Add an item for defining goals and enter the weightage of the goal. Select the employee from the drop-down list. Click on save record to fix the goal to the specific employee Goal Plan: Path: Configuration (Second module from right) -> Performance Management -> Goal Plan -> Click create 75

76 Enter the name of the project name & duration of the project period. Select the list of employees to assign the goals from the "Assessment Criteria". Employees can be selected by either Employees or by work levels or by department. Select the goals tab for creation of goals. Create/ Update Goals will fix or update the goals to the employees Ratings Scale: Path: Configuration (Second module from right) -> Performance Management -> Ratings Scale -> Click create Enter the rating (actual rating given by the employee) & score of the rating. You can create n number of rating scale, these rating scale will appear while performing the assessment. 76

77 9.1.4 Rolemaps: Path: Configuration (Second module from right) -> Master Configuration -> Rolemaps -> Click create. Enter the Role map name and designation for which the goals to be reflected to the employees. Select/ enter the options from the Description tab like department, location, levels, grade, technical skills, Duties & Responsibilities. Miscellaneous tab enters the KRA s, KPI, Goals, Target/ Business etc., Once all the fields are filled the details get captured in the Assessment period by enabling the option Role Map KRA s. 9.2 Operation: Assessment Period: Path: HRIS (Fourth module from left) -> Performance -> Assessment Period -> Click on Create. Enter Description, period & level of assessment. Select the Feedback & Assessment by (Designation/ Department/ Employee/ Everyone/ Role & Level). Select the Assessment period, Level of assessment & Next Level Review By. 77

78 Enable the Project Goals (Goals which are created in Project Goal Plan) or Appraisal Goals (Goals which are created in Goal Plan) or RoleMap KRA s (Goals which are defined in Roalmap s) to reflect the goals. You can choose the goals from multiple options. Can add few questions to the assessment and choose the type of questions in the assessment period. After entering & filling the details, Create Employee Feedback forms will send the assessments to employees. Employees can assess their assessment from Employee Assessment option. Note: - If there is already an assessment period set to an employee & new assessment period has been created then assessment forms override with new dates Employee Assessment: Path: HRIS (Fourth module from left) -> Performance -> Employee Assessment. Employee can view the assessments by stage wise like with manager or with Employee or with HR. Employee will provide his rating or comments in the Self rating tab. Any Self-Assessment or recommendations can be given from Employee Self- Assessment tab by the employee. 78

79 9.2.3 Manager Assessment: Path: HRIS (Fourth module from left) -> Performance -> Manager Assessment. You can view all the managers assessments, which the comments made by the manager for their employees. You will be able to check the Goal Count of the employee & rating summary of the assessment. Details related to any recommendations and trainings which are needed to the employees can also be accessed and plan accordingly. 79

80 9.2.4 Next Level Review: Path: HRIS (Fourth module from left) -> Performance -> Next Level Review. Next Level Review can be given by the Reporting Managers head or by HR. They can provide their comments based on the assessment. Next Level review can provide their comments once the privilege is being provided through assessment period Goals: Path: HRIS (Fourth module from left) -> Performance -> Goals. All the Goals which are assigned / created in the instance get stacked here in Goals option Project Goals: Path: HRIS (Fourth module from left) -> Performance ->Project Goals. All the Goals which are assigned/ created in the Project Goal Plan get stacked in Project Goals listed. 80

81 Training Training Management: In this section you can have all the information related to employee trainings in the organization, the document describes the configuration and operations aspects. The configuration section provides the feasibility to configure the training courses, registrations etc., based on the organization policies and the path will guide you to access various options Operation: Training Courses: All the training courses can be defined & maintained here for the whole organization. Path: HRIS (Fourth module from left) -> Training -> Training Courses -> Click on create. All the training sessions which are ongoing in the organization can be listed here and every employee can view the training courses across the organization. Training details such as name of the training, Duration of the training course, Faculty name, Objective & reference materials. Can also upload all kinds of attachments using attachments option Training Schedule: Path: HRIS (Fourth module from left) -> Training -> Training Schedule -> Click on create/ edit. 81

82 Enter the Training schedule name/ courses/ Instructor name/ Start & End Date/ Location & Responsible user. Can enter the registration details like number of reserved seats & maximum seats available. You can also provide the description of the training schedule. Enter the Event type/ / phone number/ no of participants & select the employee. Current registrations, available seats & number of participants gets displayed based on the employee registrations. After entering the details, you can Confirm the Event or Cancel the event. All the list of registrations can be viewed from the top right corner & can also view the status of the event. Hr can also confirm the participation of the event on behalf of the employee for the event Training Nominations: Path: HRIS (Third module from left) -> Training -> Training Nominations -> Click on create/ edit. 82

83 Enter the Training name & select the training course from the list, all the training courses which are created in training courses are listed here. Select the employee by selecting the Add and item. Even you can define the reason for nominating the employees for the training Training Registrations: Path: HRIS (Third module from left) -> Training -> Training Registrations -> Click on create/ edit. All the employee Training registrations who were involved in all the training schedules in the training module can be view from Training registrations. You can also view the members who were attended the training like confirmed/un confirmed/ Attended and Feedback. 83

84 Reports Reports: In this section you can have all the information related to all the reports across all the modules in the organization. Operation section provides the module wise reports and the path will guide you to access the options for the reports Dashboard: My Dashboard: Path: Reports (First module from left) -> Dashboard -> My Dashboard. You can access all the tiles from the my dashboard option or can access after logging in. On Dashboard you can find the default tiles which are already been placed, we can also have the feasility options like addign and deleting the tiles (cards). From dashboard you can acces the approvals/ alerts & notifications also Recruitment Reports: Recruitment Analysis: Analysis details pertaining to recruitment which includes job recruitments performed by stage/ department/ current week recruitments/ jobs etc., Path: Reports (First module from right) -> Recruitment -> Recruitment Analysis 84

85 All the report related details for recruitment can be viewed in bar, pie, line & table charts. Using advanced search option, we can choose to view the data with different input parameters using Filters & Group by Options Recruitment Status: Recruitment status analysis mostly provide the details for each stage/ client name/ recruiter etc., Path: Reports (First module from right) -> Recruitment -> Recruitment Status Report details related to recruitment status like offered or joined or dropped out or first interview etc., can be accessed from this option. Using advanced search option, we can choose to view the data with different input parameters using Filters & Group by Options. You can also download the report Job Position Status: Job position Status analysis details like total number of positions which are in open or closed. Path: Reports (First module from right) -> Recruitment -> Jon Position Status 85

86 Report details related to job position status like job position status (closed/ open), Recruiter etc., can be accessed from this option. Using advanced search option, we can choose to view the data with different input parameters using Filters & Group by Options. You can also download the report Job Closure Status: Job Closure status contains the complete analysis of recruitments by each position. Path: Reports (First module from right) -> Recruitment -> Job Closure Status Details related to Job Positions like total number of job positions made from each Job position. You can also get additional details by Closed Date/ Raised Date/ Joined Date & Company. 86

87 Recruiter Productivity: Path: Reports (First module from right) -> Recruitment -> Recruiter Productivity Details related to recruiter productivity like total number of job positions made by each recruiter for each job category Today & Upcoming Interviews: Complete list of current day and upcoming interview details are being displayed here can also extract desired reports related to interviews. Path: Reports (First module from right) -> Recruitment -> Today & Upcoming Interviews Details related to interviews which were scheduled in the instance gets displayed in Today & Upcoming interviews Payroll Reports: Pay sheet: Paysheet can be downloaded once the payroll has been processed in the instance. You can download the desired report using the respective options. Path: Reports (First module from left) -> Payroll -> Pay sheet. 87

88 Enter the Country, Month & Year to download the pay sheet of all the employees for a specific month. You can also use the additional filtering options like Department, Designation, location, level, vertical & cost center to extract with specific fields. You can also use the Personal Information details to display on pay sheet to include additional fields like join date, work location etc., in the pay sheet. You will get a printable web report which you can download it in an excel sheet YTD Salary Component: YTD salary component provides the feasibility to download the report related to each salary component by induvidual or group of employees once the payroll has been processed. Path: Reports (First module from left) -> Payroll -> YTD Salary Component. Select the Start and end Date (Monthly/ Quarterly/ Yearly) and choose the salary component type and salary component from the options. Select the list of employees or employee by clicking on Add an item. The report gets downloaded in a pdf format. 88

89 Bank Advice: Bank related reports provides the feasibility to download bank advice once the payroll has been prcessed in the instance for the respective months. Path: Reports (First module from left) -> Payroll -> Bank Advice. All the advices created in generate payroll gets listed in the bank advice. All advise will be listed by monthly wise in the bank advice option. Using print option, you can print the advice also view the advice and download in excel sheet. You can also set bank advice by specific bank or IFSC code or Payment mode or Location or Payment type and get the desired report. You can confirm the sheet to freeze with the values and maintain the records. Using cancel advice, you can discard the advice YTD Employee Salaries: YTD employee salaries provides the feasibility to download the report related to each employee s salaries with respect to aggregate months once the payroll has been processed. Path: Reports (First module from left) -> Payroll -> YTD Employee Salaries. 89

90 Select the Start and end Date (Monthly/ Quarterly/ Yearly) and select an employee or multiple employees using Add an item. You will be able to download the detailed infor mation of salary given to the employee by component wise and the time frame wise Statutory Reports: All the reports which are related to payroll statutory compliances can be downloaded from this option. Path: Reports (First module from right) -> Payroll -> Statutory Reports 90

91 You can download ESI Monthly Report/ PF Monthly Report/ PF 12A Report / Income Tax Monthly Statement/ PTax Monthly Report (state wise & consolidated)/ Salary Reconciliation Report. All the reports can be downloaded by monthly/ yearly & quarterly Salary Analysis Report: Salary Analysis details related to all the employees by ech component with consolidated amounts can be downloaded. Path: Reports (First module from left) -> Payroll -> Salary Analysis Report Salary Analysis report of all the employees can be extracted here. Can get/export the data in Bar diagram or Pie chart. By using the advance search, we can categorize and export the data to excel sheet Salary Reconciliation Reports: Reconcilation reports pertaining to last montha nd current month can be downloade once the payroll has been processed in the instance. Path: Reports (First module from left) -> Payroll -> Statutory Reconciliation Reports. 91

92 Select the current month and previous month in the specific fields. Click on Print to get the report and you can also export it in excel sheet. You can Department/ Designation/ Location/ Level wise employee salary reconciliation report Pay-slip Component Reports: All the payslip details related to employee can be downloaded from the pay-slip compoent reports options, the desired reportrs can be downaloded with respect to induvidual salary component or entire details. Path: Reports (First module from left) -> Payroll -> Pay slip Component Reports. 92

93 Select the Start and end Date (Monthly/ Quarterly/ Yearly) and choose the salary component type and salary component from the options. Select the list of employees or employee by clicking on Add an item. Report gets downloaded in the excel sheet Challans: Statuory Challan details like TDS/ ESI/ EPF can be maintained in the instance using challans options. Path: Reports (First module from left) -> Payroll -> Challans -> Select TDS / ESI / EPF. Select respective options such as TDS or ESI or EPF Fill the required details in the respective attributes and upload the challans. Details may vary based on the selection of the challan type. From challans we can maintain the TDS/ ESI/ EPF challans and generate ETDS based on the challans ETDS: Taxation details realted to ETDS can be manintained and generating the txt file can be downlaoded using ETDS option. Path: Reports (First module from left) -> Payroll -> ETDS -> click on Create. Enter the name, BSR Code of the bank & select the financial year and deposited date. Select the employee and Quarter like Q1 or Q2 or Q3 or Q4. Select Challan deposited for previous quarter if there any previous record details. If it is selected, then enter the Previous Challans Token Number. Select the previous quarter challans to be included (This might be useful if Q2 or Q3 or Q4 ETDS calculation). 93

94 After entering the details and save the record, click on Generate.txt for Validation to generate txt file. After entering details and generating txt file, you can download the file from Download Txt attribute and upload it in NSDL site Analysis Reports: Attendance Analysis: Consolidated attendance details related to employee can be downloaded from the Attendance analysis option which relates to total number of scheduled hours and hours spent. Path: Reports (First module from left) -> Analysis -> Attendance Analysis. 94

95 Attendance details by total number of worked hours & scheduled hours of employees for current month can be accessed from the attendance analysis option. From the advanced search we can get the analysis reports by monthly/ department/ location. Using data visualization options like tabular or line or bar chart or pie chart you can view the data. Using export data, you will be able to download the report Leave Analysis: Leave analysis details related to all the employes leave can be viewed and downlaoded with the desired options. Path: Reports (First module from left) -> Analysis -> Leave Analysis. Using data visualization options like tabular or line chart or bar chart or pie chart, you can get the leave analysis reports employee/ month/ year/ Start & End Date/ Approved by etc., You view the leave details by department/ employee name/ employee code wise/ last updation date/ action date/ approved date etc., You will be able to download the report with desired field options which can be selected from the table view. 95

96 Payslip Analysis: Payslip analysis option consists of complete details related to each component by each employee with values. Path: Reports (First module from left) -> Analysis -> Payslip Analysis. Select any of the employee to get the complete salary detail breakup by component wise. Using Advanced search, you can get the analysis reports by category/ structure/ component wise Probation List: Complete stack opf employees who are in probation period gets listed based on the duration configured in the company settings. Path: Reports (First module from left) -> Analysis -> Probation list. All the employees who are under probation period gets listed in probation list. Using advanced search option, we can get the analysis report by department wise etc., 96

97 Employee Detailed Report: Analysis details related to employee like number of persons by designation or department etc., can be viewd and downloaded from the employee detailed report. Path: Reports (First module from left) -> Analysis -> Employee Detailed Report. All the details related to employee by location/ department etc. can be accessed from employee details option. From the advanced search we can get the analysis reports by designation/ department/ location. Using data visualization options like tabular or line or bar chart or pie chart you can view the data. Using export data, you will be able to download the report. 97

98 Current Month Exit s: All the employees who have been exited in the current month gets listed in the option. Path: Reports (First module from left) -> Analysis -> Current Month Exit s. All the employees of current month who are not associated with the organization anymore will be listed in current month exit option Recent joiners: All the employees who have been recently joined the organization gets listed here. Path: Reports (First module from left) -> Analysis -> Recent Joiners. All the employees list who have recently joined in last one month with the organization will be listed in recent joiners Holidays: Feasibility to add holiday list of current & previous years to reflect across all the employees in the organization. Path: Reports (First module from left) -> Analysis -> Holidays -> Create. Enter name of the Holiday list & choose the location from the list (Locations can be created from the Master settings). Enter the year of the holiday list & click on add an item to add the holidays along with dates. 98