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The complete manual for administering and integrating the Human Resource Management
The complete manual for administering and integrating the Human Resource Management
Release 2.8
Copyright
Copyright 2011 ERESOURCE. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of eresource Infotech P. Ltd. The information contained herein may be changed without prior notice. Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint and SQL Server are registered trademarks of Microsoft Corporation. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, eresource, eresource Logo. Eresourceerp.com are trademarks or registered trademarks of eresource Infotech in India and several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.
Table of Contents
1 Introduction ............................................................................................................................ 6 1.1 Manpower Recruitment: .................................................................................................. 7 1.2 Training:............................................................................................................................ 7 1.3 Payroll ............................................................................................................................... 8 HR Management ..................................................................................................................... 9 2.1 HR Appraisal ..................................................................................................................... 9 2.1.1 Search/Edit Appraisal Information: ........................................................................ 21 2.2 Shift Master .................................................................................................................... 22 2.3 Holiday Master ............................................................................................................... 26 2.4 Leave Year ...................................................................................................................... 29 2.5 Leave Master .................................................................................................................. 33 2.6 Weekly Off ...................................................................................................................... 37 2.7 Daily Attendance ............................................................................................................ 39 2.8 Change Shift ................................................................................................................... 41 2.9 Leave Application ........................................................................................................... 45 2.10 Leave Approval/Rejection .......................................................................................... 50 Rules ...................................................................................................................................... 59 3.1 Professional Tax ............................................................................................................. 59 3.2 Provident Fund ............................................................................................................... 63 3.3 Labour Welfare Fund...................................................................................................... 65 3.4 Bonus .............................................................................................................................. 68 3.5 Attendance Management .............................................................................................. 70 3.6 Over Time ....................................................................................................................... 72 Payroll ................................................................................................................................... 75 4.1 Grade Master ................................................................................................................. 76 4.2 Employee Master ........................................................................................................... 80 4.3 Payroll ............................................................................................................................. 94 4.4 Loan Management ....................................................................................................... 100 4.4.1 Loan Request Entry ............................................................................................... 100 4.4.2 Loan Approval ....................................................................................................... 106 4.4.3 Loan Management ................................................................................................ 107 4.4.4 Forward Instalment............................................................................................... 113 4.4.5 Additional Amount Provision ................................................................................ 115 4.5 Advance ........................................................................................................................ 117 Recruitment ........................................................................................................................ 121 5.1 Resume Posting ............................................................................................................ 121 5.2 Resume Evaluation ....................................................................................................... 129 5.3 Compare resume .......................................................................................................... 133 5.4 Manpower .................................................................................................................... 135
Training ............................................................................................................................... 140 6.1 Training Master ............................................................................................................ 140 6.2 Training Plan Schedule ................................................................................................. 142 6.3 Training Request/Suggest ............................................................................................ 145 6.4 Training Assign ............................................................................................................. 152 6.5 Training Attendance ..................................................................................................... 159 7 Bridging ............................................................................................................................... 167 7.1 Import Data .................................................................................................................. 168 7.2 Import Work Days ........................................................................................................ 170 7.3 Salary Configuration ..................................................................................................... 172 8 Reports ................................................................................................................................ 177 8.1 Loan Statement ............................................................................................................ 177 8.2 Advance Statement: ..................................................................................................... 180 8.3 PT Statement: ............................................................................................................... 183 8.4 PT Summary Statement................................................................................................ 186 8.5 PF Statement ................................................................................................................ 189 8.6 ESIC Statement ............................................................................................................. 192 8.7 LWF Statement ............................................................................................................. 195 8.8 Leave Record ................................................................................................................ 198 8.9 Salary Statement .......................................................................................................... 202 8.10 Salary Slip .................................................................................................................. 204
INTRODUCTION
Human resources is a term used to describe the individuals who comprise the workforce of an organization. Human resources is also the name of the function within an organization concerned with the overall responsibility for implementing strategies and policies relating to the management of individuals. This function title is often abbreviated to the initials 'HR'. In any organization, it is important to determine both current and future organizational requirements for both core employees and the contingent workforce in terms of their skills/technical abilities, competencies, flexibility etc. The analysis requires consideration of the internal and external factors that can have an effect on the resourcing, development, motivation and retention of employees and other workers. External factors are those which are largely not under the control of the organization. These include issues such as economic climate and current and future labor market trends (e.g. skills, education level, government investment into industries etc.). On the other hand, internal influences are broadly controlled by the organization to predict, determine, and monitor, the organizational culture. Any organization has a structure, a hierarchy, and an order to it. This structure consists of the various departments in the organization and each and every department serves a specific function. These departments combined together aid in the organization as a whole to function in a smooth and efficient manner. Now, the different departments vary from one organization to another, but there are departments which are common to most organizations, and these are as follows: 1.) 2.) 3.) 4.) Manufacturing Department Sales and marketing Department Finance Department HR Department
The HR department is the backbone of the entire organization because it is the department which is responsible for maintaining and keeping a record of all the information about the various employees who are a part of the company set-up. This can range from a Clerk who is at the lowest level in the hierarchy, to the Chief Executive officer (CEO) who is located at the top of the organizational chain. The HR department is thus responsible for the welfare of the employees and keeping a record of the same.
It is divided into 3 major parts, each part having its own purpose and function:
1.2 Training:
Once the Employees have been absorbed into the organization, they are subjected to training in the domain in which they have to work. This is primarily done so that all the employees who
start working are at the same level knowledge-wise, and there is no discrepancy between one person who may be better knowledgeable than the other. Also, the training does not have to be imparted to new joinees alone, it can also be used to upgrade the existing knowledge of employees who are already working for quite some time, and who have to upgrade themselves and learn new skills. Training request, Training Attendees, Training Evaluation can all be captured and monitored in eresource.
1.3 Payroll
The Payroll section is completely devoted to the financial remuneration which each employee receives at the end of each month. It involves the attendance record of the employee, his salary structure, anything concerned with employee loans, etc. Thus, as we can see, the HR module is totally employee centric and has been devised so that there is a feeling of complete satisfaction amongst each and every employee, and at the end of the day he feels that his needs are being taken care of, and thus delivers his maximum output to the welfare of the organization as a whole.
2 HR MANAGEMENT
An organization's Human Resource (HR) management strategy should maximize return on investment in the organization's human capital and minimize financial risk. Human Resources seeks to achieve this by aligning the supply of skilled and qualified individuals and the capabilities of the current workforce, with the organization's ongoing and future business plans and requirements to maximize the return on investment and secure future survival and success. In ensuring such objectives are achieved, the human resource function purpose in this context is to implement the organizations human resource requirements effectively.
2.1 HR Appraisal
Any employee who works for his parent company is scrutinized on daily basis. His performance at work, his behavior with his colleagues, his demeanor as a whole, his commitment to the job at hand, etc, are all carefully monitored. This is the main factor which is instrumental in deciding whether the employee is favored for an appraisal or not, after a certain time period. An appraisal is basically an increase in the annual salary of an employee depending on all the factors taken above. Different companies have different time periods for conducting appraisals, some do it every 6 months while others do it on an annual basis. Also, the amount by which the salary is raised also varies according to the company rules and regulations. Add: To access the HR Appraisal form, do the following: i.) ii.) Select the HR Management icon on the top left corner of the screen Select the HR Appraisal icon, and then the Add icon (Refer to HR Module Image 1.00)
A form is displayed which details the Personal Particulars of the employee.(Refer to HR Particulars Module Image 1.00)
HR Module Image 1.00 Enter the personal particular details of the employee and then click the Save button. To cancel the information entered, click the Cancel button. A second form is displayed which delves further into the Performance Standards of the employee (Refer to HR Module Image 1.01). To add a new row to the table, click on the Add New Row icon at the top left-hand corner of the Performance Standards table (Refer to HR -hand Module Image 1.01)
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HR Module Image 1.01 Enter the details and click the Save button. To cancel the information entered, click the Cancel button. A form is displayed which essentially details any Factors That Have Helped And/Or Hindered Performance. To add a new row to the table, click on the Add New Row icon at the top left lefthand corner of the Factors table (Refer to HR Module Image 1.01).
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HR Module Image 1.02 Enter the details and click the Save button To cancel the information entered, click the button. Cancel button.
A form detailing an Assessment Of The Past Performance is displayed. To add a new row to ssessment the table, click on the Add New Row icon at the top left hand corner of the table (Refer to HR left-hand Module Image 1.03).
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HR Module Image 1.03 Enter the details and click the Save button To cancel the information entered, click the button. Cancel button. A form is displayed which gives the details about the Aptitude Of The Employee. To add a ch Employee new row to the table, click on the Add New Row icon at the top left hand corner of the table e left-hand (Refer to HR Module Image 1.04).
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HR Module Image 1.04 Click the Save button. To cancel the information entered, click the Cancel button. A form is displayed which details any training which may be have to be imparted to bring the employee on par with the current requirement standard (Refer to HR Module Image 1.05).
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HR Module Image 1.05 Click the Save button. To cancel the information entered, click the Cancel button. Cancel
A form detailing the employees Performance & Appraisal I mployees Interview will be displayed (Refer to HR Module Image 1.06).
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Personnel Particulars Details Fields Table Table: ACTION General Details: Period <<Drop Down, To be selected using Date Selector >> <<Drop Down, To be selected from Employee Master, Mandatory Field >> <<Free Text, Read Only>> Depends on the Employee
Employee Name
Department/Division/Location
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Name selected Employee Number <<Alphanumeric, Read Only >> <<Free Text, Editable >> <<Free Text, Read Only >> Depends on the Employee Name selected Depends on the Employee Name selected Depends on the Employee Name selected Depends on the Employee Name selected
<<Numeric, Read Only>> <<Numeric, Read Only>> <<Numeric, Drop Down, To be selected using Date Selector >> <<Free Text, Read Only >>
Prepared By Performance Standard Details: Priority Key Areas Performance Standards Appraisees Name and Date
<<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Editable>> <<Numeric, Drop Down, To be selected using Date Selector >> <<Numeric, Drop Down, To be selected using Date Selector >> <<Free Text, Read Only>>
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Status
<<Drop Down, To be selected using Date Selector >> <<Free Text, Editable>> <<Free Text, Editable>>
External View Internal View Assessment of past performance Appraisees Comments Appraisers Comments Prepared By Appraisees Views Appraisees likes and dislikes Appraisers Comments Prepared By Functional Area, SkillTechnique, Engineering Prepared By Performance & Appraisal Interview: Overall rating Personal Qualities/Potential Other Details: Date of Interview
<<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Read Only>>
<<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Read Only>> <<Check Box>>
<<Numeric, To be selected 2010 eresource Infotech Private Limited. All rights reserved
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using Date Selector, Mandatory Field>> Remarks Appraisees name and date <<Free Text, Editable>> <<Free Text, Numeric, To be selected using Date Selector, Mandatory Field>> <<Drop Down to be selected from User List, Numeric, To be selected using Date Selector, Mandatory Field>> <<Free Text, Editable>> << Free Text, Read Only>>
After entering the requisite information, and checking the appropriate check-boxes, Click the Save button to save the information or the Cancel button in case any of the information entered has to be reset (Refer to HR Module Image 1.06). Detailed and relevant information about the employee is gathered. The employee name, his performance standard, the appraisers name and his details, the factors which have helped or hindered the employees performance at work, the employees past performance record, the employees opinions of the work environment, the employees role in different work environments, the employees performance during the appraisal interview, the employees personal qualities, and finally, the opinion of the employees immediate superior.
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All of the information gathered above is used in the analysis of the employee and has an overall impact over his appraisal (Refer to HR Module Image 1.07). The Employee appraisal details will be added to the HR Appraisal file. In case, some of the information has been incorrectly entered, click on the Cancel button. All information entered in the form will be reset (Refer to HR Module Image 1.07). In case any change has to be made to a certain field without having to cancel all the information entered in the form, click the Edit button present in that field detail. Once the change has been made, click the Save button. In case the change made has to be cancelled, click the Cancel button (Refer to HR Module Image 1.07). To delete the particular employee details, click the Delete button (Refer to HR Module Image 1.07).
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2.1.1
Appraisal details of employee can be directly accessed using the Search/Edit facility. Click on the Search/Edit icon. The search can be done in two ways (Refer to HR module Image 1.08).
HR Module Image 1.08 Present Grade Code Wise: The search is done using the current Grade Code of the employee in question. Enter the current Grade Code of the employee and click the Search button. Employee Name Wise: The search can also be done using the name of the employee. Enter the name of the Employee and click the Search button.
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To view/list all grade records, click the Search button without entering any data in the search options. A list of all the employees as well as their current grades is obtained. Click on any of the names given in the list to access all the details (Refer to HR Module Image 1.09).
HR Module Image 1.09 To add a new Appraisal Form to the existing list, click the Add New Row icon located at the top left-hand corner of the table (Refer to HR Module Image 1.09). hand
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Call Centers) where there is no let up in the production. Thus, the employees who are working let-up there are also given time-periods at which they have to report for work. These time-periods are periods work. time known as Shifts and they are not constant but keep rotating from time to time. An employee who works in the morning for one month will thus work in the afternoons the next month, followed by the night, the following month. Also, some companies have only two shifts while others have three shifts. The Shift Master gives the details about a particular shift, such as in time and out-time, and any in-time out other details such as lunch-time, etc. time, Add: To access the Shift Master form: i.) ii.) Select the HR Management icon on the top of the screen Select the Shift Master icon, and then the Add icon
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Shift Master Details Fields Table: ACTION General Details: Name of Shift <<Free text, Editable, Mandatory Field>> <<Numeric, Drop Down to be selected from Fixed List, Mandatory Field>> <<Numeric, Drop Down to be selected from Fixed List , Mandatory Field>>
In Time
Out time
Other Details: Lunch Time <<Numeric, Drop Down to be selected from Fixed List, Mandatory Field>>
Fill in all the details in the form including all the Mandatory fields. Once the details of the particular shift have been entered, click the Save button. The Shift Details are saved in the Shift Master file. To cancel any detail entered, click the Cancel button. The information entered is reset (Refer to HR Module Image 1.10).
Search/Edit: In case the shift details are already present in the Shift Master file, then the details can be directly accessed using the Search/Edit facility. Click on the Search/Edit icon. The shift details are displayed. Click on any one of the shifts displayed to access its details (Refer to HR Module Image 1.11).
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Once the modifications are done on the time slots, click the Save button. To completely remove the shift details, click the Delete button, and to cancel the data entered, click the e Cancel button (Refer to HR Module Image 1.12).
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i.) ii.)
Select the HR Management icon on the top of the screen Select the Holiday Master icon, and then the Add icon
Holiday Master Details Fields Table Table: ACTION Holiday Master: Description <<Free text, Editable, Mandatory Field>> <<Numeric, To be selected using Date Selector, Mandatory Field>> <<Numeric, To be selected using Date Selector, Mandatory Field>>
From
To
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Fill in all the details in the form including all the Mandatory fields. Once the details of the particular holiday have been entered, click the Save button. The Holiday Details are saved in the Holiday Master file. To cancel any detail entered, click the Cancel button The information entered is reset. the To delete a particular holiday, click the Delete button (Refer to HR Module Image 1.13). Search/Edit: In case the holiday details are already present in the Holiday Master file, its details can be directly accessed by using the Search/Edit facility. Click on the Search/Edit icon. The holiday list is displayed. To add a new row to the Holiday Master table, click on the Add New Row icon at the top left-hand corner of the list (Refer to HR Modu Image 1.14). hand Module Click on any one of the holidays displayed to access the details (Refer to HR Module Image 1.14).
HR Module Image 1.14 To make any updates to the Holiday details given, make the modifications and then click the Update button.
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To cancel any updates done, click the Cancel button o To delete the Holiday given altogether, click the Delete button (Refer to HR Module Image 1.15).
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Add: To access the Leave Year Master form: Select the HR Management icon on the top of the screen Select the Leave Year Master icon, and then the Add icon
HR Module Image 1.16 Leave Year Details Fields Table: ACTION Leave Summary: Start Date of Leave Year <<Numeric, To be selected using Date Selector, Mandatory Field>> <<Numeric, To be selected using Date Selector, Mandatory Field>> <<Drop Down box to selected 2010 eresource Infotech Private Limited. All rights reserved
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Fill in all the details in the form including all the Mandatory fields. Once the details of the particular leave year date have been entered, click the Save button. The Leave Year Details are saved in the Leave Year Master file (Refer to HR Module Image 1.16).To cancel any detail entered, click the Cancel button. The information entered will be reset. E.g. Enter the Start Leave Year date as 1st April 2010 and the End Leave year date as 31st March 2011 (Refer to HR Module Image 1.16), and click the Save button. To verify, that the Leave Year has been correctly given, click the Search/Edit button. The leave list with the From Date and To Date for the Leave Year is displayed (Refer to HR Module Image 1.17). This is confirmation enough that all data has been correctly input.
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HR Module Image 1.17 To add a new row to the Leave List table, click on the Add New Row icon at the top left left-hand corner of the table (Refer to HR Module Image 1.17). 1.17).. Search/Edit: In case the leave details are already present in the Leave Year Master file, click the Search/Edit button. A list of Leave Year Dates is displayed. Click on any of the dates to access its details (Refer to HR Module Image 1.17). In case any updating is to be done on a particular leave year, click the Edit button, modify the click Leave Year information, and then click the Update button. The Leave Year information is updated. To cancel any detail entered, click the Cancel button. The information entered is reset. To delete the record itself, click the Delete button. The entire information for that year click is deleted (Refer to HR Module Image 1.18). 2010 eresource Infotech Private Limited. All rights reserved
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HR Module Image 1.19 Leave Master Details Fields Table Table: ACTION Leave Master: Select Year <<Drop Down to selected from Leave Year Master, Mandatory Field>> <<To be selected from Date Selector, Mandatory Field>> <<Free text, Editable, Mandatory Field>> 2010 eresource Infotech Private Limited. All rights reserved
Leave Type
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Carry Forward
<<Button>>
<< Click to add the current leave year to the next year>>
Fill in all the details in the form including all the Mandatory fields. Once the details of the Leave Master file have been entered, click the Save button. The Leave Details are saved in the Leave Master file (Refer to HR Module Image 1.19). To cancel any detail entered, click the Cancel button. The information entered is reset. Once the Save button is clicked, a table is displayed with the details (Refer to HR Module Image 1.19). In case any editing is to be done on the Days Allowed or Leave Type, click the Edit button in the Control column, modify the Leave Year information, and then click the Update button. The leave information is updated. To delete the record for a particular leave type, click the X button in the Control column. The entire record for that leave type is removed (Refer to HR Module Image 1.19).
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HR Module Image 1.20 To carry forward a leave to the next year, click the Carry Forward button. A message to this effect is displayed. Click on the OK button to continue or the Cancel button to cancel the carry forward (Refer to HR Module Image 1.20).
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HR Module Image 1.21 Once all the information has been successfully entered and saved, the leave management data is carried forward successfully from the Previous Leave Year to the Current Leave Year, and a message is accordingly displayed to this effect (Refer to HR Module Image 1.21).
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Weekly Off Details Fields Table: ACTION Weekly Off: Select Row Week Days <<Check Box>> <<Free Text, AutoGenerated>> <<Drop Down to be selected from Fixed List>> <<Check Box>>
Full/Half Day
Weeks
Check the appropriate week days in the form. Once the days in the Weekly Off Master file have been entered, click the Save button. The Weekly Off details are saved in the Weekly Off Master file (Refer to HR Module Image 1.22).
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red, To cancel any detail entered, click the Cancel button. A message is displayed to this effect (Refer to HR Module Image 1.23).
To access the Daily Attendance Master form: i.) ii.) Select the HR Management icon on the top of the screen ment Select the Daily Attendance icon
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Daily Attendance Details Fields Table: ACTION Daily Attendance Details: STD Time <<Numeric, Drop Down to selected from Shift Master>> <<Alphanumeric, Drop Down to selected from Employee Master, Mandatory Field>> <<Numeric, to selected using Date Selector, Mandatory Field>> <<Numeric, to selected using Date Selector, Mandatory Field>>
Employee Code
Date
Time
Fill in all the details in the form including all the Mandatory fields. Once the details of the Daily Attendance Master file have been entered, click the In or the Out button depending on whether the attendance has to be recorded for Log In or for Log Out .A message is displayed to this effect. Click the Yes button to confirm the attendance (Refer to HR Module Image 1.24).
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Shift Details Fields Table: ACTION Change Shift: Assigned To <<Drop Down to selected from Shift Master, Mandatory Field>> <<Drop Down to selected using Date Selector>> <<Drop Down to selected using Date Selector>>
Start Date
Finish Date
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Fill in all the details in the form including all the Mandatory fields. Once the details of the Shift Change Master file have been entered, click the Save button. The Shift Change Details are saved in the Shift Change Master file (Refer to HR Module Image 1.25). To cancel any detail entered, click the Cancel button. The information entered is reset. E.g. Select the Employee Name as Vilas More, select the Shift Start Date as 14-Jun-2010 and the Shift End Date as 21-Jun-2010, and check the radio button for Day Shift. Click the Save button. The Shift Details are inserted for that employee and a message is displayed to this effect (Refer to HR Module Image 1.26).
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HR Module Image 1.26 Search/Edit: In case the shift details are already present in the Change Shift Master file, then the details can be directly accessed by using the Search/Edit facility.
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HR Module Image 1.27 Click on the name given in the table to access the Change Shift details. To add any new Change in Shift, click on the Add New Row icon at the top left hand corner of the table (Refer to HR left-hand Module Image 1.27).
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Add: To access the Leave Application Master form: i.) ii.) Select the HR Management icon on the top of the screen Select the Change Shift icon and then the Add icon
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Leave Application Details Fields Table: ACTION Leave Application: General Details: LA/OD No. LA/OD Date <<Free text, Editable>> <<Numeric, To be selected using Date Selector, Mandatory Field>> <<Drop Down to be selected from Employee Master, Mandatory Field>> <<Auto-generated, Read Only, Generated automatically Mandatory Field>> depending on the Employee chosen <<Free Text, Editable>> <<Drop Down to be selected from Leave Master, Mandatory Field>> <<Numeric, To be selected using Date Selector, Mandatory Field>> <<Numeric, To be selected using Date Selector, Mandatory Field>> <<Drop Down to be selected from Leave Master>> <<Free Text, Editable>>
Employee
Department
From Date
To Date
Leave/Out Door
Reason
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Leave Details: Leave OD/Name <<Free Text, AutoGenerated>> <<Numeric, AutoGenerated>> <<Numeric, AutoGenerated>> <<Numeric, AutoGenerated>>
Days Allow
Leave/OD Taken
Balance
Fill in all the details in the form including all the Mandatory fields (fields with red asterisks). Once the details of the particular leave have been entered, a table pops up giving all the details of the leave which has been taken. Click the Save button. The Leave Application Details are saved in the Leave Application Master file (Refer to HR Module Image 1.28). To cancel any detail entered, click the Cancel button. The information entered is reset. Search/Edit: In case the shift details are already present in the Leave Application Master file, then the details can be directly accessed by using the Search/Edit facility. The Leave Application Dates can be searched based on the following criteria (Refer to HR Module Image 1.29). i.) Leave Application Number Wise:
Each Leave Application is given a number and the application is searched according to that number. ii.) Employee Name Wise: The Leave Application is searched according to the name of the employee. iii.) Leave Application Date Wise: The search can be done using the date when the leave was taken.
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HR Module Image 1.29 After selecting the particular search criterion, click on the Search/Edit button (Refer to HR Module Image 1.29). A list of Leave Application Dates is displayed which contains all the Leave Details such as the Leave Application No, Employee Name, Start Date, To Date, Status, etc (Refer to HR Module Image 1.30).
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HR Module Image 1.30 Click on any of the names in the list to view the details of that particular leave application (Refer to HR Module Image 1.28). To add any new leave applications to the list, click the Add New Row icon at the top left left-hand corner of the table (Refer to HR Module Image 1.30). R
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To access the Leave Approval Master form: s i.) ii.) i.) Select the HR Management icon on the top of the screen Select the Leave Approval icon Pending:
The leave application is still under considerat consideration and is pending approval. To search for the Leave Application which has been pending, follow steps i.) and ii.) as given above, and then as select the Pending Icon. The pending approval status can be searched based upon 3 possible options (Refer to HR Module Image 1.31): Employee Name Wise: The search is done based upon the name of the employee. : Employee Code Wise: The search is done based upon the ID number of the employee. : LANo.Wise: The search can be done on the basis of the LANo (Leave Application No). :
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Once the particular search option has been selected (Employee Name wise, Employee Code Wise, or LANo. Wise), and the details have been entered, click on the Search button (Refer to HR Module Image 1.31). To get a list of all the leaves availed of, without entering any information in the search o options given, simply click on the Search button. A list of Pending Leaves is displayed (Refer to HR Module Image 1.32).
Click on any of the names displayed to get the details of that leave application (Refer to HR Module Image 1.33).
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HR Module Image 1.33 To update the details in the leave application, make the appropriate changes and then click the Save button. To delete the entire leave applicat application, click the Delete button. o To cancel any information entered in the form, click the Cancel button (Refer to HR Module Image 1.33). ii.) Approved: Once the Leave Application has been approved of by the persons concerned, the employee can avail of the leave requested. As has been mentioned before while searching a Pending Lea Leave application, the same procedure has to be followed while searching for an Approved Leave application as well.
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To search for the status of all the approved leave applications, click the Search button directly without selecting any option (Refer to HR Module Image 1.34). To cancel the details entered, click the Cancel button.
HR Module Image 1.34 A list of the Approved Leave Applications is displayed detailing the Leave Application No, the employee name, the application date, the From Date and To Date, the leave type, the no. and of days for leave, etc (Refer to HR Module Image 1.35).
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HR Module Image 1.35 Click on the particular leave application in the table to get its details (Refer to HR Module Image 1.36).
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iii.)
Rejected:
The Leave Application has been rejected, and the employee cannot avail of the leave requested. As has been mentioned before while searching a Rejected Leave application, the same procedure has to be followed while searching for an Approved Leave applic application as well. To search for all the rejected leaves, click the Search button directly without selecting any option (Refer to HR Module Image 1.37).
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HR Module Image 1.37 lications A list of Leave Applications is displayed (Refer to HR Module Image 1.38).Click on any of the names displayed to get the details of that leave application.
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HR Module Image 1.38 To reject any Leave Application, click the check box next to Reject (Refer to HR Module Imag Image 1.36).
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RULES
People go to work, start a business, or enter into a partnership with only objective in mind. At the end of the day, they want to get paid a salary. In a capital driven market, money is the one major reason which makes a person do what he does. Now, according to their position in the hierarchical chain in an organization, an employee is paid his salary accordingly. As we all know, apart from a manual laborer who is paid by the hour for the work he does, an average employee gets to take home his salary at the end of the month. However, before this salary is given to him, it is subjected to various deductions and additions in the form of taxes, provident fund, bonus, etc. These additions and deductions too are based upon the position, grade and salary structure of the employee and vary accordingly. The tax slabs, etc. are not the same, but vary according to the different states in a particular country. All income received as salary under Employer-Employee relationship is taxed. Employers must withhold tax compulsorily, if income exceeds minimum exemption limit, as Tax Deducted at Source (TDS), and provide their employees with a Form 16, which shows the tax deductions and net paid income. In addition, the Form 16 will contain any other deductions provided from salary such as Medical Reimbursement, Conveyance allowance, Professional taxes, House rent allowance, etc. The income from salary is net of all the above deductions.
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Click on any of the state names in the list displayed to access the professional tax details for that state (Refer to HR Module Image 1.40).
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HR Module Image 1.40 Professional Tax Details Fields Table Table: ACTION General Details: State Name <<Drop Down to be selected from State Master , Mandatory Field >> <<Numeric, To be selected using Date Selector, Mandatory Field>> <<Numeric, To be selected 2010 eresource Infotech Private Limited. All rights reserved
From Date
To Date
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using Date Selector, Mandatory Field>> Professional Tax Details Fields Table: From To Amount <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>>
Fill in all the details in the form including all the Mandatory fields. Once the details of the Professional Tax Rule Master file have been entered, click the Save button. The Professional Tax Details are saved in the Professional Tax Rule Master file. To cancel the details entered, click the Cancel button. The information entered is reset (Refer to HR Module Image 1.40).
To remove any record entered in the Professional Tax table, click the X button. A message is displayed to this effect (Refer to HR Module Image 1.41).
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ii.)
HR Module Image 1.42 PF Rules Details Fields Table: ACTION PF Rule Details: PF Establishment Code No <<Alphanumeric, Editable, Mandatory Field>> <<Alphanumeric, Editable, Mandatory Field>>
PF Account Group No
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Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Drop Down to be selected from Fixed List , Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Numeric, Editable, Mandatory Field>>
Employer Contribution
ESIC Percentage
Fill in all the details in the form including all the Mandatory fields. Once the details of the Provident Fund Rule Master file have been entered, click the Save button. The Provident Fund Details are saved in the Provident Fund Rule Master file (Refer to HR Module Image 1.42). To cancel the details entered, click the Cancel button.
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le The L.W.F Master File stores all the details pertaining to the salaries that the employees draw and the corresponding contribution towards the Labor Welfare Fund that the employee should make. To access the Provident Fund Rule Master form: i.) ii.) Select the Rules icon on the to of the screen top Select the Labor Welfare Fund Rule icon
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Labor Welfare Fund Details Fields Table: ACTION LWF Rule: Labor Welfare Fund: Salary Limitation <<Numeric, Editable, Mandatory Field>>
Salary lesser than or equal to Rs. 3000 per annum <<Numeric, Editable, Mandatory Field>> <<Numeric, Editable, Mandatory Field>>
Employees Contribution
Employers Contribution Salary greater than Rs. 3000 per annum Employees Contribution Employers Contribution
<<Numeric, Editable, Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Drop Down to be selected from Fixed List>>
Frequency
Fill in all the details in the form including all the Mandatory fields. Once the details of the Labor Welfare Fund Rule Master file have been entered, click the Save button. The Labor Welfare Fund Details are saved in the Labor Welfare Fund Rule Master file (Refer to HR Module Image 1.43). To cancel the details entered, click the Cancel button.
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3.4 Bonus
Bonus is defined as an extra amount in money, bonds, or goods over what is normally due. The term is applied especially to payments to employees either for production in excess of the normal (wage incentive) or as a share of surplus profits. The wage incentive was designed so as not only to increase production but to reward workers who were skillful and more energetic. The hourly or weekly wage was to be figured as payment for a standard rate of work, and the workers who exceeded that standard were to receive a bonus. This standards-based system is used for evaluating employees and setting salaries by many employers. In addition to motivating the rewarded behavior, standards-based methods can provide a level of standardization in employee evaluations, which can reduce fears of favoritism and make the employer's expectations clear. Employees would be secure in knowing that their performance was evaluated objectively according to the standard of their work instead of the whims of a supervisor, or against an ever-climbing average of their group.
Bonus Rule Master: The Bonus Rule master form stores such details such as the percentage of bonus to be Declared, the Salary Head, etc. The check boxes present in the Control helps to determine as to what perks are supposed to be added to the Bonus being given to the employee. To access the Bonus Rule Master form: i.) ii.) Select the Rules icon on the top of the screen Select the Bonus Rule Master icon
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HR Module Image 1.45 Bonus Details Fields Table: ACTION Bonus Rule: General Details: Percentage of Bonus Salary Head Other Details Fields Table: Bonus Date <<Numeric, To be selected using Date Selector, Mandatory Field>> <<Numeric, Editable, <<Numeric, Editable, Mandatory>> <<Check Box>>
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Click the appropriate boxes and fill in the details in the form, including all the Mandatory fields. Once the details in the form have been entered, click the Save button. The Bonus Details are saved in the Bonus Rule Master file (Refer to HR Module Image 1.45). To cancel the details entered, click the Cancel button.
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Attendance Management Details Fields Table Table: ACTION Attendance Details: General Details: Time Limit (Late Arrival or Early Departure) in one day <<Drop Down to be selected from Fixed List, Mandatory Field>> <<Numeric, Editable, Mandatory Field>>
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Maximum No. of days in a month Half day consideration if latecoming exceeds maximum limit allotted Salary Calculation
<<Numeric, Editable, Mandatory Field>> <<Drop Down to be selected from Fixed List, Mandatory Field>>
Fill in all the details in the form including all the Mandatory fields. Once the details of the Attendance Management file have been entered, click the Save button. The Attendance Management details are saved in the Attendance Management Master file (Refer to HR Module Image 1.44). To cancel the details entered, click the Cancel button.
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The Overtime (OT) Rule Master file stores all the details pertaining to the Date when the Overtime rule has to be enforced, the maximum amount of overtime permissible in a month, the minimum time to consider before billing it as overtime, whether there is a fi fixed or a flexible overtime salary, etc. To access the Overtime (OT) Rule form: i.) ii.) Select the Rules icon on the top of the screen Select the Overtime (OT) Rule icon
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Overtime (OT) Rule Details Fields Table: ACTION Overtime Rule Details: Overtime Implementation Date <<Numeric, To be selected using Date Selector, Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Drop Down to be selected from Fixed List> <<Numeric, Editable, Mandatory Field>> Yes/No option to be selected
Maximum Overtime per month Minimum time to be considered for Overtime Extra Hours to be considered to calculate Overtime Amount for Overtime
Fill in all the details in the form including all the Mandatory fields. Once the details of the Overtime Rule Master file have been entered, click the Save button. The Overtime Rule Details are saved in the Overtime Rule Master file (Refer to HR Module Image 1.46). To cancel the details entered, click the Cancel button.
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4 PAYROLL
In a company, payroll is the sum of all financial records of salaries, wages, bonuses and deductions. In accounting, payroll refers to the amount paid to employees for services they provided during a certain period of time. Payroll plays a major role in a company for several reasons. From an accounting point of view, payroll is crucial because payroll and payroll taxes considerably affect the net income of most companies and they are subject to laws and regulations. From ethics in business viewpoint, the payroll is a critical department as employees are responsive to payroll errors and irregularities. Good employee morale requires the payroll to be paid timely and accurately. The primary mission of the payroll department is to ensure the following: i.) All employees are paid accurately and in a time, with the correct withholdings and deductions To ensure that the withholdings and deductions are remitted in a timely manner. This includes salary payments, tax withholdings, and deductions from a paycheck. Payroll Management: Human Resource is the most vital resource for any organization. It is responsible for each and every decision taken, each and every work done and each and every result. Employees should be managed properly and motivated by providing best remuneration and compensation as per the industry standards. The lucrative compensation will also serve the need for attracting and retaining the best employees. Compensation is the remuneration received by an employee in return for his/her contribution to the organization. It is an organized practice that involves balancing the work-employee relation by providing monetary and non-monetary benefits to employees. Compensation is an integral part of human resource management which helps in motivating the employees and improving organizational effectiveness.
ii.)
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HR Module Image 1.47 General Details Fields Table: ACTION General Details: Grade Name <<Free Text, Editable, Mandatory Field>> <<Free Text, Editable>>
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Amount/Formula
Include
Fill in the form details including all the Mandatory Fields (marked by the red asterisks).Depending on what Salary Heads are to be added or deducted from the Salary, check or uncheck the boxes present in the Salary Details table. Once the details of the Grades Master file have been entered, click the Save button. The Grade Wise Salary details are saved in the Grade Master file. To cancel the details entered, click the Cancel button (Refer to HR Module Image 1.47).
Search/Edit: In case the Grade Name details are already present in the Grade Master file, then the details can be directly accessed by using the Search/Edit facility. Enter the Grade Name and then click the Search button. In case a list of all the Grade Names present has to be obtained, then just click the Search button without entering any name. To cancel the search, click the Cancel button (Refer to HR Module Image 1.48).
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A list of all the Grade Names present in the Grade Master file is displayed (Refer to HR Module Image 1.49).
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HR Module Image 1.49 Click on any of the Grade Names displayed to access all the details (Refer to HR Module Image 1.47).
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Resignation Date (in case he is no longer n service),Telephone No, Address (both temporary and Permanent),Family Details, Bank Account Details, Salary Details, Qualification etc. Add: To access the Employee Master form: i.) ii.) Select the Payroll icon on the top of the screen Select the Employee Master icon and then the Add icon
A single form is displayed which stores all the details of the employee. These are as follows: Employee Details:
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Personal Details:
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Salary Details:
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HR Module Image 1.50(d) Employee Details Fields Table: ACTION Employee Details: Employee Code : Company Employee Code Employee Name Alias Branch Category Photo <<Alphanumeric, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Editable>> Employee photo to be uploaded <<Free Text, Editable>>
Department
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Date of Joining Designation Probation Period Local Address Date of Appointment Resignation Date Permanent Address Leaving Date Leaving Reason Phone No. 1 Phone No. 2 With Effect from Date Email Address
<<Numeric, Editable>> <<Free Text, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Alphanumeric, Editable>>
Personal Details Fields Table: ACTION Personal Details: Gender Cast Date of Birth Birth Place <<Free Text, Editable>> <<Free Text, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> 2010 eresource Infotech Private Limited. All rights reserved
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Blood Group Languages Marital Status Anniversary Date Family Details: Father's Name Date of Birth Mother's Name Date of Birth Spouse Name Date of Birth
<<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Editable>> <<Numeric, Editable>>
<<Free Text, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Numeric, Editable>>
Bank Account Details Fields Table: ACTION Bank A/c Details: Bank Name A/c No ATM Card No. Credit Card No. P. F. No. E. S. I. C. No. <<Free Text, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Alphanumeric, Editable>> <<Numeric, Editable>> 2010 eresource Infotech Private Limited. All rights reserved
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Company Name P. A. No. Renewal Date Company Name Mediclaim No. Renewal Date Company Name Gratuity No. Renewal Date Company Name G.I No. Renewal Date Company Name E.D.L.I No. Renewal Date Last Medical Checkup Date Next Medical Checkup Due Date
<<Free Text, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Alphanumeric, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Alphanumeric, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Alphanumeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>>
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PF.A/C No Grade Conveyance Rate Per Day OT Formula Minimum Wages Washing Rate Per Day
<<Alphanumeric, Editable>> <<Alphanumeric, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Numeric, Editable>> <<Numeric, Editable>>
Qualification Details Fields Table: ACTION Qualification: Details Total Experience Last Employer: Name Address Phone No <<Free Text, Editable>> <<Free Text, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Numeric, Editable>>
Fill in all the details in the form including the check-boxes if required. Once the details of the particular employee have been entered, click the Save button. The Employee Details are saved in the Employee Master file (Refer to HR Module Image 1.44).
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To cancel any detail entered; click the Cancel button. The information entered is reset. entered
Search/Edit: The search can be carried out on the basis of three types of Leave Status (Refer to HR Module Image 1.51): Employee Code Wise: The search is done based upon the ID number of the employee. : Employee Name Wise: The search is done based upon the name of the employee. :
HR Module Image 1.51 To search for all the employees, click the Search button directly without selecting any option (Refer to HR Module Image 1.51).
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To cancel the details entered, click the Cancel butto button. A list of all the Employees present in the Employee Master file is displayed (Refer to HR Module Image 1.52).
HR Module Image 1.52 Click on any of the Employee Names displayed to access all the details about that employee (Refer to HR Module Image 1.50). To add any new employee to the list, click the Add New icon at the top left hand corner of the table. There is also an Edit button which has been provided throughout the form. This Edit button is used to make any sort of updates to the fields present in the form. Click the Edit button, make the appropriate changes, and then click the Save button to save the changes made (Refer to HR Module Image 1.53).
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To delete the employee details altogether, click on the Delete button. A message is displayed Delete to this effect (Refer to HR Module Image 1.54).
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4.3 Payroll
The payroll facility is concerned with generating the salary at the end of each month based on the attendance record of the employee, and also taking into account any perks, overheads, and taxes in to consideration. Generate Salary: The generate salary facility has been provided to generate the salary of the employee for any given month. To access the Payroll form: i.) ii.) Select the HR Management icon on the top of the screen ct Select the Payroll icon and then the Generate Salary icon
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HR Module Image 1.55 The salary generation can be carried out as follows: Month Wise: The salary generation is done based upon the month. : Employee Name: The name of the person who is generating the salary : . Select the appropriate options for the Month and the Employee Name, and then click the Generate Salary button (Refer to HR Module Image 1.55).
The list of employees, their salaries, the month and year, leaves taken, as well as total earning and deduction for the month is displayed (Refer to HR Module Image 1.56).
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Click on any of the employee names given to get the complete salary breakdown of that employee for the month (Refer to HR Module Image 1.57). To add any new employee payroll to the list, click the Add New icon at the top left left-hand corner of the table.
HR Module Image 1.57 Any sort of modification which may be required to recalculate the employee salary can be required made here (Refer to HR Module 1.58). Once the modifications have been made, click the Recalculate button, and then click the Save button. To migrate to the payroll screen, click on the Edit button. A message is displayed to this effect, which is as follows (Refer to HR message Module 1.58).
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HR Module Image 1.58 The updated details are saved in the Payroll table. Click the Cancel button to cancel any changes made to the form. To delete the payroll record of that employee, click the Delete button (Refer to HR Module Image 1.59).
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Salary Register: The Salary register maintains the entire records of the Salaries of all employees for all months in the year. To access the Payroll form: i.) ii.) Select the HR Management icon on the top of the screen Select the Payroll icon and then the Salary Register icon
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To search for the Salary Register of a particular employee for a particular month, enter the name of the employee and then select the month in question from the month list. To cancel the details entered, click the Cancel button. If, in case, no search parameter is to be selected, parameter simply click the search button without entering any information (Refer to HR Module Image 1.60).
A list of all the employees, their salaries, the month and year, leaves taken, as well as total earning and deduction for all the months of the year is displayed (Refer to HR Module Image 1.61).
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HR Module Image 1.61 Click on any of the employee names given to get the complete salary breakdown for the particular month (Refer to HR Module Image 1.57).
Loan Request Entry Firstly, what is a loan? A loan is a type of debt. Like all debt instruments, a loan entails the redistribution of financial assets over time, between the lender and the borrower. In a loan, the borrower initially receives or borrows an amount of money, called the principal, from the lender, and is obligated to pay back or repay an equal amount of money to the lender at a later time. Typically, the money is paid back in regular installments, or partial repayments, in an annuity, each installment is the same amount. in The loan is generally provided at a cost, referred to as interest on the debt, which 2010 eresource Infotech Private Limited. All rights reserved
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provides an incentive for the lender to engage in the loan. In a legal loan, each of these obligations and restrictions is enforced by contract, which can also place the borrower under additional restrictions known as loan covenants. Although this article focuses on monetary loans, in practice any material object might be lent. Acting as a provider of loans is one of the principal tasks for financial institutions. For other institutions, issuing of debt contracts such as bonds is a typical source of funding. In the case of any organization, the Loan Request facility has been provided so that the employees in the organization can avail of loans. A loan can be availed of for a host of reasons, such as loan for a Vehicle, loan for educational purposes, loan for a wedding, etc. The amount of loan given also depends on what grade the employee is and what salary he draws. The loan request is given by the employee well in advance and following approval from the higher authorities, it is further processed by the HR department. Once the loan has been granted, it is disbursed to the employee. As soon as the loan has been granted, the loan payment period starts immediately. Every month, after levying a small charge as interest, an X amount of money is withdrawn from the employees salary towards payment of the loan. The loan reimbursement has a definite time frame and the loan has to be paid off within this time frame. Add: To access the Loan Request Master form: i.) ii.) Select the Payroll icon on the top of the screen Select the Loan Request icon and then the Add icon
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HR Module Image 1.62 Fill in the form details including all the Mandatory Fields (marked by red asterisks). Once including the details of the Loan Request file have been entered, click the Save button. To cancel the details entered, click the Cancel button. (Refer to HR Module Image 1.62) Loan Request Details Fields Table: elds ACTION Loan Application: Loan Request Details: Loan Requirement ID <<Free Text, Auto Generated, Mandatory Field>>
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<<Numeric, To be selected using Date Selector, Mandatory Field>> <<Drop Down to be selected from Employee Master, Mandatory Field>> <<Drop Down to be selected from Employee Master, Mandatory Field>> <<Drop Down to be selected from Employee Master, Mandatory Field>> <<Drop Down to be selected from Employee Master, Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Numeric, Editable>> <<Numeric, Editable>>
Employee Name
Employee Code
Department
Designation
Basic Salary
<<Numeric, To be selected using Date Selector, Mandatory Field>> <<Drop Down to be 2010 eresource Infotech Private Limited. All rights reserved
Prepared By
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selected from User List>> Attach File <<Button>> File to be browsed for and then selected
Search/Edit: In case the shift details are already present in the Loan Request file, then the details can be directly accessed by using the Search/Edit facility. The Loan Request can be searched based on the following criteria. i.) Employee Wise: The Loan Request is searched based on the name of the employe Department Wise: The Loan Request is searched according to the name of the employee. iii.) Date Wise: The search can be done using the time period when the loan was taken. In case a list of all the Loan Requests has to be obtained, just click the Search button without entering any information in the Search string (Refer to HR Module Image 1.63). To cancel the search, click the Cancel button
ii.)
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HR Module Image 1.63 A list of all the loans requested by the employees is displayed (Refer to HR Module Image 1.64).
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HR Module Image1.64 Click on any of the names displayed in the loan list to access all the information about that particular loan application (Refer to HR Module Image 1.62). ular To add any new loan request to the existing list, click the Add New icon located just above the Loan Request list at the top left hand corner of the table (Refer to HR Module Image 1.64).
4.4.2
Loan Approval Once the loan has been sanctioned by the HR Department, it is submitted for approval by the higher authorities in the organization. This hierarchy varies according to the different organizational policies and thus cannot be the same for everyone. Once the approval has been obtained, the HR department gets busy with the actual disbursements of the loan. The loan will be given in a lump sum manner. The rate at which interest will be charged on the loan taken, the amount of capital to be deducted from the monthly salary, and the time period in which the entire loan has to be retrieved by the organization, is calculated. Each loan request is given a unique
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Identification Number (Loan Request ID), and whatever changes or modifications are to be made to loan request, it is done using this ID. This also helps in easily retrieving the oan loan details whenever required. Once all the paper work is done, the loan payment is paper-work made to the employee.
HR Module Image 1.65 The Loan Approval form gives all the details about the loan taken including the Loan Request ID, the name of the Employee who has availed of the loan, the Loan Amount, the rate of interest on the loan, the person who has sanctioned the loan, the status of the loan (whether pending, approved, or rejected), etc. To make any modifications on rejected), the loan details, click the Loan ID number, and once the modifications have been made, click the Done button (Refer to HR Module Image 1.65). The updated loan details are saved in the Loan Request File. Loan Management Since any organization contains a number of employees, a lot of whom avail of the loan facility, it becomes a humongous task to manage all of the loan details for each employee. The Loan management facility does exactly this task. It manages the det details
4.4.3
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of the loans taken by various employees. The details may include criteria such as the name of the Employee, the Loan Amount, the description of the loan taken, date of sanctioning the loan, amount deducted every month, no. of installments to be paid, the deduction type and the month of deduction, etc. The loan management facility also enables the addition of any new loans taken, to the existing record of loans which have been availed of by the employees. Thus accessing and maintaining such a vast amount of information about the loans taken becomes a cakewalk. Add: To access the Loan Management form: i.) ii.) Select the Payroll icon on the top of the screen Select the Loan Management icon and then the Add icon
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Loan Management Details Fields Table: ACTION Loan Details: General Details: Employee Name <<Drop Down to be selected from Employee Master, Mandatory Field>> <<Drop Down to be 2010 eresource Infotech Private Limited. All rights reserved
Loan Request ID
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selected from Employee Master, Mandatory Field>> Interest Rate on Loan Amount of Loan sanctioned Description Date on which Loan is sanctioned <<Numeric, Editable>> <<Numeric, Editable>>
<<Free Text, Editable>> << Numeric, To be selected using Date Selector, Mandatory Field>> <<Drop Down to be selected from Fixed List, Mandatory Field>> <<Numeric, Editable>>
Type of Deduction
Deduct amount for Installment No. of Installments Month from which the Installment is going to start
<<Numeric, Editable>> <<Drop Down to be selected from Fixed List , Mandatory Field>>
Installments: Month-Year <<Free Text, AutoGenerated>> <<Numeric, AutoGenerated>> <<Numeric, Auto 2010 eresource Infotech Private Limited. All rights reserved
Installments
Paid
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Fill in all the details in the form including all the Mandatory fields. Once the details of the particular loan have been entered, a table pops up giving all the details of the loan installments which has to be remitted. Click the Save button. The Loan Details are saved in the Loan Management Master file (Refer to HR Module Image 1.66). To cancel the details entered, click the Cancel button. The information entered is reset. To completely delete the loan detail, click the Delete button. Search/Edit: In case the Loan Details already exist, then it can be searched by using the Search/Edit facility. The Search can be done according to the following criteria: i.)Date Wise: The search can be done using the time period when the loan was taken ii.)Deduction Type Wise: The Loan Request is searched based on when the deduction is to be done i.e. Monthly, Quarterly, Yearly, or Half Yearly iii.)Month Wise: The Loan Request is searched according to the month.
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HR Module Image 1.67 In case a list of all the Loan details has to be obtained, then just click the Search button without entering any information. To cancel the search, click the Cancel button (Refer to HR Module Image 1.67).
A list of the employees who have availed of the loan facility, along with the Loan Amount taken, the Description, the Sanction date, the amount deducted, the no. of installments to be paid, the type of deduction( whether Monthly, Quarterly, Half s Half-Yearly, or Yearly) and the month of deduction is displayed (Refer to HR Module Image 1.68).
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HR Module Image 1.68 Click on any of the names in the list to access the complete details of the loan availed (Refer to HR Module Image 1.66). Forward Instalment
4.4.4
The installment forward is a provision given so as to enable any installment taken to be carried forward to the next month of last installment. Let us consider in this case. Suppose that an employee, say X has taken a loan of Rs.45000.The loan has to be paid back in 12 months (May (May-2010 to Apr-2011). Now, every 2011). month, an amount of money Rs. 3750 with interest is to be paid back for the loan X h has taken. However, if a situation arises wherein X is not able to pay the said loan amount in the current month (for e.g. May-2010), then he can make the payment the next month, i.e. the loan 2010),
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installment will be carried forward to the next month (i.e. Ma 2011). This process is known as May-2011). Installment Forward. Consequently, the loan time period will also be increased to 13 months. time-period The Installment Forward Master file stores the details pertaining to the Employee ID, the Loan Request ID, and the month to which the current installment has to be forwarded to (Refer to which HR Module Image 1.69).
HR Module Image 1.69 Installment Details Fields Table: : ACTION Forward Installment Details: General Details:
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Employee Name
<<Drop Down to be selected from Employee Master, Mandatory Field>> <<Drop Down to be selected from Loan Request Master, Mandatory Field>> <<Drop Down, Mandatory Field>> Select the particular month of the year
Loan Request ID
Fill in all the details in the form including all the Mandatory fields. Once the Installment details have been entered, Click the Save button (Refer to HR Module Image 1.69).To cancel the details entered, click the Cancel button. The information entered is reset. Additional Amount Provision In case an employee wants to remit the loan installment that he has availed off, he submits a request for the same to the concerned authorities, and the HR department takes charge of processing the request for remitting the additional amount. The Additional Amount Provision is just for this purpose. i.) The additional Amount Provision form collects details pertaining to the name of the Employee, the Loan Request ID, and the Additional Amount that the employee has requested. Setting off the installments or in other words, decreasing the balance loan amount to be paid Decreasing the interest rate as a whole
4.4.5
ii.) iii.)
Reducing the total time-period to pay off the loan starting from the final month of the loan payment and moving in a reverse manner thereby reducing the month and the balance amount to be paid
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General Details Fields Table Table: ACTION Additional Amount Details: General Details: Employee Name <<Drop Down to be selected from Employee Master, Mandatory Field>> <<Drop Down to be selected from Loan 2010 eresource Infotech Private Limited. All rights reserved
Loan Request ID
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Request Master, Mandatory Field>> Additional Amount <<Numeric, Editable, Mandatory Field>>
All the details in the form are Mandatory fields and have to be filled. Once the Additional Amount details have been entered, Click the Save button. The Additional Amount details are saved in the Loan Management Master file (Refer to HR Module Image 1.70). To cancel the details entered, click the Cancel button. The information entered is reset.
4.5 Advance
In certain cases, there is a dire need for funds to meet a contingency. In this case, the employee requests for an advance amount which is given to him at a time when the salary for the month is not due. This is called as an Advance Amount. Again, as is the standard procedure in any organization, the advance amount request is subject to approval by the concerned people before it is further processed by the HR department. The Loan Advance form collects details such as the Employee Name, the Amount which has been taken in advance, and the Date at which this amount has been availed off. Add: To access the Loan Advance form: i.) ii.) Select the Payroll icon on the top of the screen Select the Loan Advance icon and then the Add icon
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Advance Details Fields Table: ACTION Advance Details: General Details: Employee Name <<Drop Down to be selected from Employee Master, Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Numeric, To be selected using Date Selector>>
All the details in the form are Mandatory fields and have to be filled. Once the Loan Advance details have been entered, Click the Save button. The Loan Advance details are saved in the Loan Management Master file (Refer to HR Module Image 1.71).
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To cancel the details entered, click the Cancel button. The information entered is r reset. Search/Edit: The search for any existing advance payment can be carried out on the basis of the following (Refer to HR Module Image 1.72):
Employee Name Wise: The search is done based upon the name of the employee. : Date Wise: The search is done based upon the time period during which the advance was : taken.
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To search for the names of all the employees who have taken an advance, click the Search button directly without selecting any option (Refer to HR Module Image 1.72). To cancel the details entered, click the Cancel button.
HR Module Image 1.73 A list of the employees who have taken an advance, the date when the amount was taken, and the advance amount itself, is displayed. A facility to add the details of any new advance detail is , also provided by means of the Add New Job icon located at the top left hand corner of the left-hand table (Refer to HR Module Image 1.73). Click on this icon to access the Loan Advance form (Refer to HR Module Image 1.71).
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5 RECRUITMENT
Recruitment refers to the process of attracting, screening, and selecting qualified people for a job at an organization. For some components of the recruitment process, mid- and large-size organizations often retain professional recruiters or outsource some of the process to recruitment agencies.
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HR Module Image 1.74 Resume Posting Details Fields Table Table: ACTION Resume Post: Reference No. <<Numeric, Editable, Mandatory Field>> <<Numeric, To be selected using Date Selector, Mandatory Field>>
Date
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Personal Details: Name and Title <<Free Text, Editable>> <<Alphanumeric, Editable>> <<Alphanumeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, To be selected using Date Selector>>
Phone(Res)
Phone(Work)
Mobile
Date of Birth
Present Employment: Post Held <<Free Text, Editable>> <<Numeric, To be selected using Date Selector>> <<Numeric, Editable>>
Date Appointed
Salary(Per Month)
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Other Benefits
<<Free Text, Editable>> <<Numeric, Editable>> <<Free Text, Editable>> <<Alphanumeric, Editable>> <<Free Text, Editable>>
Notice Required (in Days) Name and Address of the Employer Email of the HR Dept.
<<Numeric, To be selected using Date Selector>> <<Numeric, To be selected using Date Selector>> <<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Editable>>
To Date
Employers Name and Address Post held and Main Function Reason for Leaving
<<Numeric, To be selected using Date Selector>> 2010 eresource Infotech Private Limited. All rights reserved
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To Date
<<Numeric, To be selected using Date Selector>> <<Free Text, Editable>> <<Drop Down to be selected from User List>> <<Drop Down to be selected from User List>>
Name of Institution
Qualification obtained
Grade/Class
Training Details: From Date <<Numeric, To be selected using Date Selector>> <<Numeric, To be selected using Date Selector>> <<Free Text, Editable>> <<Free Text, Editable>>
To Date
Name of Institution
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Name of Institution
Class of Membership
Driving Requirement: Current Driving License License Endorsed Passport Requirement: Valid Passport Holder Passport Number <<Radio button>> <<Alphanumeric, Editable>> <<Numeric, To be selected using Date Selector>> <<Free Text, Editable>> <<Radio button>>
<<Radio button>>
Validity Period
Additional Information: Health Information: Medical Condition Rehabilitation of offenders act: Conviction Details of Conviction
<<Radio button>>
<<Radio button>> <<Numeric, To be selected using Date Selector>> 2010 eresource Infotech Private Limited. All rights reserved
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References: Name and Capacity <<Free Text, Editable>> <<Free Text, Editable>> <<Alphanumeric, Editable>> <<Numeric, Editable>>
Address
Phone No.
Interview Date: Future Date Details <<Numeric, To be selected using Date Selector>> <<Numeric, Editable>>
Other Details: Approved By <<Drop Down to be selected from User List>> <<Drop Down to be selected from User List>>
Prepared By
Fill in all the form details (Refer to HR Module Image 1.74). Once the details of the Resume have been entered, click the Save button. The Resume details are saved in the Resume Posting file. To cancel the details entered, click the Cancel button. To completely delete the resume details, click on the Delete button.
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Any extra additional information (such as extra qualification, etc.) can be added using the Add button. The information in the tables can also be edited using the Edit function function. To delete the records in the tables, click the X button. Search/Edit: To search for a Resume from a list of Resumes already present, the Search/Edit facility can be used. Click on the Search button. A list of Resumes is displayed (Refer to HR Mod Module Image 1.75).
HR Module Image 1.75 Click on any of the Reference Nos. given to access that particular Resume (Refer to HR Module Image 1.74). To add the details of any new resume, click the Add New Resume icon located at the top left lefthand corner of the table (Refer to HR Module Image 1.75).
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HR Module Image 1.76 Click on any of the Eval Nos. given to access that particular Evaluated Resume (Refer to HR Module Image 1.76)
Resume Evaluation Details Fields Table Table: ACTION Resume Evaluation: Candidate Details:
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Eval No.
<<Alphanumeric, Editable>> <<Drop Down to be selected from Resume Posting Master, Mandatory Field>> <<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Editable>>
Name of Candidate
Profile of Candidate
Designation
Reference
Evaluation Details: Evaluation Criteria <<Drop Down to be selected from Resume Posting Master>> <<Drop Down to be selected from Resume Posting Master>> <<Free Text, Editable>>
Grade
Remarks
Other Details: Eval By <<Drop Down to be selected from Resume Posting Master>>
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Approved By
<<Drop Down to be selected from Resume Posting Master>> <<Numeric, To be selected using Date Selector>> <<Numeric, To be selected using Date Selector>>
Date
Date
Fill in all the details in the form including all the Mandatory fields. Click the Add button. A table is generated containing the details filled in the form (refer to HR Module Image 1.76). The data in the table can be edited and deleted as well. Click the Edit or Delete buttons in the table to do so. Once all the Resume Evaluation details have been entered, Click the Save button. To cancel the details entered, click the Cancel button. The information entered is reset. Search/Edit: To search for an Evaluated Resume from a given list, the Search/Edit facility can be used. Click on the Search/Edit button. A list of Evaluated Resumes is displayed (Refer to HR Module Image 1.77).
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HR Module Image 1.77 Click on any of the names given in the list to access the details of that particular candidate (Refer to HR Module Image 1.76). To add the details of any newly evaluated resume, click the Add New icon located at the top left hand corner of the table (Refer left-hand to HR Module Image 1.77).
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HR Module Image 1.78 Compare Resume Details Fields Table Table: ACTION Compare Resume Details: CR No. <<Alphanumeric, Editable>> <<Numeric, To be selected using Date Selector>> <<Drop Down to be selected from Resume Posting Master, Mandatory Field>> <<Drop Down to be 2010 eresource Infotech Private Limited. All rights reserved
CR Date
First Candidate
Second Candidate
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selected from Resume Posting Master, Mandatory Field>> Remark <<Free Text, Editable>>
Shortlisted <<Check Box>> Fill in all the details in the form including the Mandatory fields and select the Candidate names from the Drop Down boxes for comparison. An Evaluation Details table is generated(Refer to HR Module Image 1.78).Check the Shortlisted or Rejected Check Boxes depending on the candidate suitability, and then click the Save button. To cancel the details entered, click the Cancel button. The information entered is reset.
5.4 Manpower
What do we mean by Manpower? Manpower can be defined as the amount of labor which is desired to or required by any organization. All organizations throughout the world require Manpower and without it work cannot be done. Manpower requirement can range from the most menial type of job such as Laying of roads to the highest level executive job. Thus, manpower is an essential requirement of any industry to keep it functioning in a smooth and efficient manner. Add: To access the Resume Evaluation Master form: i.) ii.) Select the Recruitment icon on the top of the screen Select the Manpower icon and then the Add icon
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HR Module Image 1.79 : Manpower Details Fields Table: ACTION General Details: Number <<Alphanumeric, Editable>> <<Numeric, To be selected using Date Selector>>
Requested Date
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Department
<<Drop Down to be selected from Resume Posting Master, Mandatory Field>> <<Drop Down to be selected from Resume Posting Master, Mandatory Field>> <<Free Text, Editable>> <<Numeric, Editable>>
Requested By
Qualification: Sr. No. <<Numeric, Editable>> <<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Editable>>
Education
Experience
Specialty
Selection: Upgraded existing staff Selected from available Resume <<Check Box>>
<<Check Box>>
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data bank Advertised Others Employed On Head HRD <<Check Box>> <<Check Box>> <<Check Box>> <<Drop Down to be selected from User List>>
Fill in all the form details, and check the required check boxes. Once the Manpower Requirement details have been entered, click the Save button. The details are saved in the Manpower Requirement file. To cancel the details entered, click the Cancel button (Refer to HR Module Image 1.79). To delete any record completely, click the X button in the Control column. After adding the new qualification details, click the Save and Update button. The new details are added to the Qualification table (Refer to HR Module Image 1.79). To add any new employee details, click the Add New Employee button located at the top left hand corner of the Qualification table (Refer to HR Module Image 1.79). Search/Edit: To search the details of a particular Manpower Requirement, click the Search/Edit icon. A list of manpower requirements is displayed (Refer to HR Module Image 1.80). Click on any of the numbers in the Numbers column to access the relevant information (Refer to HR Module Image 1.79). To add any new manpower requirement details, click the Add New Manpower Requirement icon located at the top left-hand corner of the Manpower Requirement list (Refer to HR Module Image 1.80).
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6 TRAINING
The term training refers to the acquisition of knowledge, skills, and competencies as a result of the teaching of vocational or practical skills and knowledge that relate to specific useful competencies. In addition to the basic training required for a trade, occupation or profession, observers of the labor-market recognize today the dire need to continue training beyond initial qualifications. i.e. to maintain, upgrade and update the skills of an individual throughout his working life. People within many professions and occupations may refer to this sort of training as a professional development.
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HR Module Image 1.81 Training Master Details Fields Table: ACTION Training Master: Training Category <<Drop Down to be selected from Training Master>> <<Free Text, Mandatory Field>>
Training Name
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Description
To add a new training schedule, click the button located at the top left hand corner of the Training Master table. Fill in the details of the form including the mandatory fields. Once the Training Master form details have been entered, click the Save button. The details are saved in the Training Master file. To cancel the details entered, click the Cancel button (Refer to HR Module Image 1.81). In case any information which has been entered has to be changed, click the Edit button in the Control column, and after modifying the information, click the Update button. To completely remove any record, click the X button next to the Edit button.
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HR Module Image 1.82 Training Plan Schedule Details Fields Table Table: ACTION Training Plan Schedule: Planning Type <<Drop Down to be selected from Training Master>> <<Numeric, To be selected using Date
Plan Month
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Selector>> Training Category <<Drop Down to be selected from Userlist >> <<Auto generated, Read Only>> Depends on the name given in Training Master file.
Training Name
Training Date
<<Numeric, To be selected using Date Selector>> <<Numeric, Editable>> <<Free Text, Editable>> <<Free Text, Editable>> <<Check Box>> <<Drop Down to be selected from User List>> <<Drop Down to be selected from User List>>
Duration Type
Remarks
Prepared By
Fill in the details of the form including the check boxes etc. and click the Go button. A table is generated. Once the table details have been entered, click the Save button. The Training Plan Schedule details are saved in the Training Plan Schedule file. To cancel the details entered, click the Cancel button (Refer to HR Module Image 1.82).
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Training Request/Suggest Details Fields Table Table: ACTION Training Request / Suggest: TR No. <<Alphanumeric, Auto Generated, Mandatory 2010 eresource Infotech Private Limited. All rights reserved
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Field>> TR Date <<Numeric, To be selected using Date Selector>> <<Drop Down to be selected from Training Master>> <<Drop Down to be selected from Training Master>> <<Drop Down to be selected from Employee Master>> <<Drop Down to be selected from Employee Master>> <<Drop Down to be selected from Employee Master>> <<Auto generated , Read Only>> Depends on the name given in Training Master file.
Department
Training Category
Employee Name
Designation
Requested By
Training Name
T Status
<<Drop Down to be selected from Fixed List>> <<Drop Down to be selected from Fixed List>> <<Free Text, Editable>> 2010 eresource Infotech Private Limited. All rights reserved
Type
Remarks
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<<Check Box>>
<<Drop Down to be selected from User List>> <<Drop Down to be selected from User List>>
Prepared By
Fill in the details as mentioned in the form (Refer to HR Module Image 1.83). A table pops up once the details have been filled in (Refer to HR Module Image 1.84).
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This table contains details about the training session requested such as the Training Name, the Status of the Training (T Status), the type of training, Remarks, etc. Select the requisite options as mentioned in the table, click the checkbox (if necessary) and then click the Save button. The details are saved in the Training Request/Suggest file. To cancel the details entered, click the Cancel button (Refer to HR Module Image 1.84). Search/Edit: In case a search or any updates have to be done to the Training Request/Suggest details, the Search/Edit facility can be used. The Training Request/Suggest details can be searched based on the following criteria. i.) Employee Wise:
The training request/suggest is searched according to the name of the Employee. ii.) Training No. Wise:
The training request/suggest is searched according to the Training No. iii.) Date Wise:
The training request/suggest attendance is searched according to the date when the request/suggestion was made.
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HR Module Image 1.85 In case a list of all the trainings requested or suggested is to be displayed, click the Search button without entering any information in the Search form (Refer to HR Module Image 1.85).
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HR Module Image 1.86 A list of all the trainings which have been requested or suggested is displayed along with their Training No, Date, Category, Department, Employee Name, Requested By, etc. To add a new Training Request to the list, click on the Add New icon at the top left hand corner of the table (Refer to HR Module Image 1.86). Click on any of the names in the list to access the details of that Training Schedule (Refer to HR Module Image 1.87).
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HR Module Image 1.87 Once all the modifications have been made to the form, click the Update button. The d details would be modified accordingly in the Training Request/Suggest file. To cancel the updating, click the Cancel button (Refer to HR Module Image 1.87).
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Now, the Training Assign schedule contains details of the date when the training is to be assigned, the Training Category and Status, Employee Names and Designation, whether the training is to be started immediately or later, and the year in which the training has to be immediately imparted, etc. Add: To access the Training Assign form: i.) ii.) Select the Training icon on the top of the screen Select the Training Assign icon and then the Add icon
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Training Assign Schedule Details Fields Table: ACTION Training Assign: TAssign No. <<Alphanumeric, Auto generated, Read Only>> <<Numeric, To be selected using Date Selector>> <<Drop Down to be selected from Fixed List>> <<Drop Down to be selected from Employee Master >> <<Drop Down to be selected from Employee Master >> <<Drop Down to be selected from Employee Master >> <<Numeric, To be selected using Date Selector>> <<Auto generated, Read Only>> Depends on the name given in the Training Master file. Depends on the date given in the Training Master file.
TAssign Date
Training Status
Training Category
Employee Name
Designation
Year
Training Name
Date
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Duration
Required
<<Drop Down to be selected from Fixed List>> <<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Editable>> <<Check Box>>
<<Drop Down to be selected from User List>> <<Auto generated, Read Only>>
Prepared By
Fill in the Training Assign form and click the Go button (Refer to HR Module Image 1.88).
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HR Module Image 1.89 A table pops up which contains details such as the Name of the Training, Status, Type, Date, Duration, etc. and also the details of the trainer such as his Name, Address, etc. Fill the table as well as the Check boxes (if necessary), and then click the Save button. The details are saved in the Training Assign file. To cancel the details entered, click the Cancel button (Refer to HR Module Image 1.89). 1.89) Search/Edit: In case the Training Assignment details are already present in the Training Assignment file, the details can be directly accessed by using the Search/Edit facility. The Training Assignment can be searched based on the following criteria. i.)Employee Wise:
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The training to be assigned is searched according to the name of the employee to whom the training is to be given. ii.)Training Assign No. Wise: The training to be assigned is searched according to the Training Assign No. iii.)Date Wise: The training to be assigned is searched according to the date when the training is to be imparted. In case a list of all the Trainings Assigned is to be displayed, click the Search button without entering any information in the Search options provided (Refer to HR Module Image 1.90). To cancel the search, click the Cancel button.
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HR Module Image 1.90 A list of all the trainings which have been assigned is displayed along with their Assign No, Date, Category, Type, Employee Name, etc. (Refer to HR Module Image 1.91). Click on any of the ee names given to access the details.
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HR Module Image 1.91 To add a new training assignment to the list, click on the Add New icon at the top left left-hand corner of the table (Refer to HR Module Image 1.91).
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To access the Training Attendance form: i.) ii.) Select the Training icon on the top of the screen Select the Training Attendance icon and then the Add icon
HR Module Image 1.92 Training Attendance Details Fields Table Table: ACTION Training Assign: TAS No. <<Alphanumeric, Auto generated, Read Only>> 2010 eresource Infotech Private Limited. All rights reserved
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TAS Date
<<Numeric, To be selected using Date Selector>> <<Drop Down to be selected from Fixed List>> <<Drop Down to be selected from Employee Master >> <<Drop Down to be selected from Employee Master >> <<Free Text, Editable>> <<Auto generated, Read Only>> Depends on the name given in the Training Master file. Depends on the date given in the Training Master file. Depends on the date given in the Training Master file
Training Name
Employee Name
Designation
Int/Ext
Trainer
Date
Duration
Required
<<Drop Down to be selected from Fixed List>> <<Free Text, Editable>> <<Free Text, 2010 eresource Infotech Private Limited. All rights reserved
Trainer
Address
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Editable>> Duration <<Auto generated, Read Only>> <<Auto generated, Read Only>> <<Free Text, Editable>> <<Free Text, Editable>> <<Drop Down to be selected from User List >>
Attendance
The Training Attendance file stores all the details pertaining to the attendance for that training session. Fill in the details of the form such as the TAS No, TAS Date, and select the Training Name (Refer to HR Module Image 1.92), and click the Go button.
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HR Module Image 1.93 A table pops up which contains details such as the Name of the Employee, his Designation, whether the training is Internal/External, the Address, Date, Duration, Attendance, etc. Fill the table and then click the Save button. The details are saved in the Training Attendance file. To cancel the details entered, click the Cancel button (Refer to HR Module Image 1.93) etails Search/Edit: In case a search has to be done or any updates have to be done to the Training Attendance details, the Search/Edit facility can be used. The Training Attendance can be searched based on the following criteria. i.) Training Wise:
The training attendance is searched according to the name of the Training Session. ii.) Training TAS No. Wise:
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The training attendance is searched according to the Training Assign (TAS) No. iii.) Date Wise:
The training attendance is searched according to the date when the training was imparted.
HR Module Image 1.94 In case a list of all the trainings attended is to be displayed, click the Search button without entering any information in the Sea Search form (Refer to HR Module Image 1.94).
A list of the training attendance consisting of the Assign No, Dates, Training Name, Remarks, etc. is displayed (Refer to HR Module Image 1.95).
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HR Module Image 1.95 To add a new training attendance to the list, click on the Add New icon at the top left-hand left corner of the table (Refer to HR Module Image 1.95). Click on any of the names given in the list to access the attendance details of a particular training session (Refer to HR Module Image 1.93).
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HR Module Image 1.96 Once all the modifications have been made to the form, click the Update button. The details would be updated accordingly in the Training Attendance file. To cancel the updating, click the Cancel button (Refer to HR Module Image 1.96).
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7 BRIDGING
Bridging is a facility which is related to the attendance of an employee. Normally, in any organization, the attendance is done in a number of ways depending upon the employee strength, the size of the company (the bigger the firm, the more sophisticated will be its attendance system). In smaller companies, attendance can be taken via a simple ledger into which the employee logs his In-Time while signing in and then his Out-Time while signing out for the day. The larger companies have a much more sophisticated system of monitoring attendance. In the olden days, companies also used to have a punch card system to log in the attendance, but it soon became obsolete. Now, companies also outsource the Attendance monitoring system completely to a third- party. This comes under the purview of the Management Information System (MIS). The third-party company installs an attendance monitoring system in the client premises, and also software to log in and log out the attendance. The monitoring may done by the means of a swipe-card, or an optical scanner. The software installed in the attendance monitoring machine is capable of completely transferring the data input and output into an Excel Sheet. This data is then exported to the client system. If the clients existing system is not capable of accepting this information, then the client can request the third-party to convert the data into a format which is acceptable by the client software. This phenomenon is called as Bridging as there is a sort of a link established between the third-party and the client. This module enables HR to import attendance data from the Third party attendance system to eresource.
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Import Data Details Fields Table: ACTION Payroll Import Data: General Details: Import Sheet Number <<Auto-Generated, Alphanumeric, Mandatory Field>> <<Numeric, To be selected using Date Selector>> <<Button>> File to be browsed for and then selected
<<Free Text, AutoGenerated, Mandatory Field>> <<Alphanumeric, Auto-Generated, Mandatory Field>> <<Numeric, Editable, Mandatory Field>> <<Free text, Editable >>
Depends on the import sheet selected Depends on the import sheet selected
Employee Code
Punch Time
Work Day
Reference Details: Prepared By <<Drop Down, To be selected from User 2010 eresource Infotech Private Limited. All rights reserved
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Enter all the details pertaining to the attendance for the day, and click the Save and Next button. The details are populated in the Employee Attendance Details table (Refer to HR Module 1.97).
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HR Module Image 1.98 Import Work Days Details Fields Table Table: ACTION Payroll Import Workdays Data: General Details: Import Sheet Number <<Auto-Generated, Alphanumeric, Mandatory Field>> <<Numeric, To be selected using Date Selector, Mandatory 2010 eresource Infotech Private Limited. All rights reserved
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Field>> Attached Item Specification <<Button>> File To be browsed for and then selected
From Date
Reference Details: Prepared By <<Drop Down, To be selected from User List>> <<Drop Down, To be selected from User List>>
Approved By
Once all the relevant details have been entered, click the Save and next button. The details are populated in the Import Work Days table (Refer to HR Module 1.98).
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Table: Salary Configuration Details Fields Table ACTION Payroll Salary Configuration:
Month
<<Drop Down to be selected from User List>> <<Numeric, Editable>> <<Numeric, Editable>> 2010 eresource Infotech Private Limited. All rights reserved
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Grade
<<Alphanumeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>> <<Numeric, Editable>>
Month Days CL CO PL Holiday C Days Present Days Paid Days Incentive Hours
Select the month and then press the Go button. The complete salary structure of the employees for that particular month is displayed. After the data has been entered, click the Save button to save the information (Refer to HR Module Image 2.01).
Search/Edit: To search for the salary configuration for a particular month, if present, the Search/Edit facility can be used. Click the Search/Edit button to display a list of the Salary Configurations for the particular Branch and Month-Year (Refer to HR Module 2.02).
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. Click on any of the names given to access the Salary Configuration details of that particular month (Refer to HR Module Image 2.03).
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HR Module Image 2.03 Make the relevant modifications to the data and then click the Update button to update the Salary Configuration details for the employees. To delete the Salary Configuration details for the particular month, click the Delete button (Refer to HR Module Image 2.03). e
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8 REPORTS
What do we mean by a Report? If we go by the reports in an organization, we could say that a Report is essentially a summary of data which has been gathered over a period of time, for all the employees, belonging to different departments, and over a period of time. i.e. Reports are gathered as well maintained for each month. The reports are normally made by collating data which has been gathered on a daily basis depending on the activity of that employee for that particular day. All this data collected goes on to prepare the final report at the end of each month. Now, why do we have to make reports? The prime reason for preparing as well as maintaining a report is for keeping a file of all the activities that have been done by the employees. This file does not have to exist inside the PC and can always be stored in a real-time location. It can always be accessed when there is any sort of auditing or any other activity for which files or records may be desired. Also, it helps having files like these, as they can be easily accessible in case of a power break-down or some such activity during which the system may be shut down. To access the Payroll Reports: i.) ii.) iii.) Select the Reports icon on the top of the screen Select the Payroll Reports icon Select the Month for which the report is required and the Name of the Report from the options given in the drop down boxes. iv.) Click the Go button to generate the report. To cancel the report generation, click Cancel.
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HR Module Image 2.04 The Loan Statement essentially displays details such as: i.) ii.) iii.) iv.) v.) vi.) vii.) viii.) ix.) x.) Employee Name - The name of the Employee Date of Disbursement of th loan - When the loan was given to the employee the Last loan balance - Any balance left from the last loan Loan given during the month - The new loan amount given during the particular month selected, Total Bal - The total balance of the loan Installment: The installment to be paid for the month he Interest Rate(%): The rate of interest on the balance loan amount Interest Amount: The amount of interest in currency Tot. Ded : The amount deducted from the monthly salary every month for payment of the loan Bal. Loan : The balance loan remaining to be paid back after the current month
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In a majority of cases, there is a requirement that the loan statement be in paper format. It is due to this reason that a provision has been made to export the loan statement to an Excel Sheet from where it can be printed easily. To enable this feature, click the Export to Excel button located at the bottom right hand corner of the form (Refer to HR Module Image 2.04). right-hand
HR Module Image 2.05 In the message box displayed (refer to HR Module Image 2.05): Click the Save button to save the Excel sheet to a file or directory. Click on the Open button to open the Excel sheet directly without saving first. In this case, the sheet can be saved after opening it.
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HR Module Image 2.06 The Final Excel sheet format can be filed away as a physical copy (Refer to HR Module Image 2.06).
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HR Module Image 2.07 The Advance Statement report contains the following: i.) ii.) iii.) Employee Code The code number of the employee Employee Name The name of the employee Salary Advance The advance amount that has been withdrawn from his monthl salary monthly
To take a printout of the Advance Statement report, click the Export to Excel button located at the bottom right corner of the form (refer to HR Module Image 2.07).
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HR Module Image 2.08 In the message box displayed (refer to HR Module Image 2.08): Click the Save button to save the Excel sheet to a file or directory. Click on the Open button to open the Excel sheet directly without saving first. In this case, the sheet can be saved after opening i t
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HR Module Image 2.09 The Final Excel sheet format can be filed away as a physical copy (Refer to HR Module Image 2.09).
8.3 PT Statement:
The PT Statement gives details of the Professional Tax that is deducted from the salary of an employee for the month. As we all know, the Professional Tax is not the same for all employees and depends on the monthly salary of the employee. Hence, it differs for different employees (Refer to HR Module Image 2.10).
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HR Module Image 2.10 The PT Statement report contains the following: i.) ii.) iii.) Employee Code The code number of the employee Name of Employee The name of the employee Amount The amount that has to be deducted as Professional tax for the month
To take a printout of the PT Statement report, click the Export to Excel button located at the bottom right corner of the form (refer to HR Module Image 2.10).
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HR Module Image 2.11 In the message box displayed (refer to HR Module Image 2.11): Click the Save button to save the Excel sheet to a file or directory. Click on the Open button to open the Excel sheet directly without saving first. In this case, the sheet can be saved after opening it.
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HR Module Image 2.12 The Final Excel sheet format can be filed away as a physical copy (Refer to HR Module Image 2.12).
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HR Module Image 2.13 The PT Summary Statement report contains the following: i.) ii.) iii.) No. of employees The number of employees for whom professional tax has been deducted PT deducted The actual professional tax deducted Amount The amount that has to be deducted as Professional Tax for the month
To take a printout of the PT Summary Statement report, click the Export to Excel button located at the bottom right corner of the form (refer to HR Module Image 2.13).
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HR Module Image 2.14 In the message box displayed (refer to HR Module Image 2.14): Click the Save button to save the Excel sheet to a file or directory. Click on the Open button to open the Excel sheet directly without saving first. In this case, the the sheet can be saved after opening it.
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HR Module Image 2.15 The Final Excel sheet format can be filed away as a physical copy (Refer to HR Module Image 2.15).
8.5 PF Statement
The Professional tax (PF) statement is a report which gives the details of the professional tax deducted from the employees salary for that particular month. Not only the employee, but the employer also has to pay his monthly Professional Tax, and hence the employer will als get a also statement for the same every month (Refer to HR Module Image 2.16).
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HR Module Image 2.16 The PF Statement gives all the details pertaining to the following: i.) ii.) iii.) iv.) v.) Employee Code The code number of the employee Employee Name The name of the employ employee Employee Contribution The contribution of the employee in the given month towards Professional Tax Employer Contribution The contribution of the employer in the given month towards Professional Tax Total The contribution towards Professional Tax for the month To take a printout of the PF Statement report, click the Export to Excel button located at the bottom right corner of the form (refer to HR Module Image 2.16).
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HR Module Image 2.17 In the message box displayed (refer to HR Module Image 2.17): Click the Save button to save the Excel sheet to a file or directory. Click on the Open button to open the Excel sheet directly without saving first. In this case, the sheet can be saved after opening it.
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HR Module Image 2.18 The Final Excel sheet format can be filed away as a physical copy (Refer to HR Module Image 2.18
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HR Module Image 2.19 The ESIC statement gives details about the Insurance cover for the particular month selected (Refer to HR Module Image 2.19). i.) ii.) iii.) iv.) v.) Employee Code The code number o the employee of Employee Name The name of the employee Employee Contribution The contribution of the employee in the given month towards Insurance Employer Contribution The contribution of the employer in the given month towards Insurance Total The contribution towards Insurance for the month
To take a printout of the ESIC Statement report, click the Export to Excel button located at the bottom right-hand corner of the form (refer to HR Module Image 2.19). hand
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HR Module Image 2.20 In the message box displayed (refer to HR Module Image 2.20): Click the Save button to save the Excel sheet to a file or directory. Click on the Open button to open the Excel sheet directly without saving first. In this case, the sheet can be saved after opening it. ening
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HR Module Image 2.21 The Final Excel sheet format can be filed away as a physical copy (Refer to HR Module Image 2.21).
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HR Module Image 2.22 The Labor Welfare Fund (LWF) statement contains the details about the contribution of the employee towards Labor Welfare. The LWF statement contains the following details (Refer to HR Module Image 2.22): i.) ii.) iii.) Employee Code The code number of the employee Employee Name - The name of the employ employee Amount The amount contributed by the employee towards the Labor Welfare Fund
To take a printout of the LWF Statement report, click the Export to Excel button located at click the bottom right corner of the form (Refer to HR Module Image 2.22).
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HR Module Image 2.23 In the message box displayed (refer to HR Module Image 2.23): Click the Save button to save the Excel sheet to a file or directory. Click on the Open button to open the Excel sheet directly without saving first. In this case, the sheet can be saved after opening it.
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HR Module Image 2.24 The Final Excel sheet format can be filed away as a physical copy (Refer to HR Module Image away 2.24).
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HR Module Image 2.25 The Leave Record statement contains the following details (Refer to HR Module Image 2.25): i.) ii.) iii.) iv.) v.) vi.) vii.) viii.) ix.) Company Employee Code - The code of the employee as given by the company Employee Code The code number of the employee Employee Name The name of the employee CL opening balance The number of casual leaves initially CL consumed The number of casual leaves availed of by the employee CL Balance - The number of casual leaves remaining PL opening balance - The number of paid leaves initially PL consumed The number of paid leaves availed of by the employee PL Balance - The number of paid leaves remaining
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Comp Off opening balance - The number of comp offs initially f Comp Off consumed The number of comp offs availed of by the employee Comp Off Balance - The number of comp offs remaining SL opening balance - The number of sick leaves initially SL consumed The number of sick leaves availed of by the employee SL Balance - The number of sick leaves remaining OD opening balance - The number of off days initially OD consumed The number of off days availed of by the employee OD Balance - The number of off days remaining
HR Module Image 2.26 In the message box displayed (Refer to HR Module Image 2.26):
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Click the Save button to save the Excel sheet to a file or directory. Click on the Open button to open the Excel sheet directly without saving first. In this case, the sheet can be saved after opening it.
HR Module Image 2.27 The Final Excel sheet format can be filed away as a physical copy (Refer to HR Module Image 2.27).
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HR Module Image 2.28 The Salary Statement gives details of the salary as follows (Refer to HR Module Image 2.28): i) Emp. Code - The code number of the employee ii) Emp. Name The name of the employ employee iii) Designation The designation of the employee iv) Leave Summary-The summary of the leaves taken by the employee The
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v.) Days The number of days for which salary is to be paid vi) Leave The total number of days the employee took leave vii) OT HRS The overtime hours viii) Basic - The Basic salary as per the salary structure of employee ix) Earned Salary - The Basic earned by the employee x) OT - The OT earned by the employee xi) Bonus - The Bonus earned by the employee xii) Manager Allowance - The Manager Allowance earned by the employee xiii) HR Allowance - The HR Allowance earned by the employee xiv) Medical Allowance - The Medical Allowance earned by the employee xv) Education Allowance - The Education Allowance earned by the employee xvi) Washing Allowance - The Washing Allowance earned by the employee xvii) Conveyance Allowance - The Conveyance Allowance earned by the employee xviii) Attendance Bonus - The Attendance Bonus earned by the employee xix) Arrears - The Arrears earned by the employee xx) Total Earning - Total of all the earning heads xxi) D Group - The deduction under head D Group for the employee xxii) Other Deduction - The deduction under head Other Deduction for the employee xxiii) Professional Tax - The deduction under head Professional Tax for the employee xxiv) Provident Fund - The deduction under head Provident Fund for the employee xxv) PT On Arrears - The deduction under head PT On Arrears for the employee xxvi) Interest On Loan - The deduction under head Interest On Loan for the employee xxvii) Loan Installment - The deduction under head Loan Installment for the employee xxviii) Advances - The deduction under head Advances for the employee xxix) ESIC - The deduction under head ESIC for the employee xxx) FEST ADV - The deduction under head FEST ADV for the employee xxxi) INCOME TAX DED - The deduction under head INCOME TAX DED for the employee xxxii) Labor Welfare Fund - The deduction under head Labor Welfare Fund for the employee xxxiii) Total Deduction - Total of all the deductions of various heads xxxiv) Net Amount - Net salary to be paid to employee
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HR Module Image 2.29 The Final Excel sheet format can be filed away as a physical copy (Refer to HR Module Image 2.29)
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Select the Reports icon on the top of the screen Select the Salary Slip icon Select the Month for which the report is required and the Name of the Report from the options given in the drop down boxes. In the name of the Report option, select the Salary Slip icon Click the Go button to generate the report. To cancel the report generation, click Cancel.
iv.)
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HR Module Image 2.30 A facility is provided here to generate the salary slips of an employee or a group of employees based on the check boxes which have been selected. The Final PDF sheet format can be filed away as a physical copy (Refer to HR Module Image 2.31).
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