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AEGIS Limited – An ESSAR Enterprise (AEGIS Ltd.

)

Aegis & Essar – HRSS Analysis on Single Platform
User Requirement Specification

Version 1 MAY- 2011

Confidential Between EITL & Aegis HRSS

Page 1

................................ 3 Introduction ....................................................................................................................... 12 User specific workflow New (Level 2) .................................................................................................................................................................................................................................................... 4 Purpose........................................................... 3 Revision History ....................................................................................................................................................................... 6 Field Analysis (fields to be consider while developing the reports) .................................................................................................................................. 5 Scope of Work ............................................................................................................................................................................................................................................ 6 Reports to be viewed ............................................ 13 Decision to be taken by EITL & AEGIS-HRSS ....... 8 Structure / Formats of the reports which are under Monthly and HIGH priority Category ............................................................................................ 4 Problem Description ..................... 14 Users and Roles .....................Table of Contents About this Document ............................................................................................................................................................................................................................................................................................................................................................................................................................. 11 Suggested System workflow..................... 4 Current Process ....................................... 14 SLA for Query resolution .......................................... 15 Confidential Between EITL & Aegis HRSS Page 2 ...

This document will give in-depth information about the data. sources. Revision History Version Number Functional Version Date Author Reason for Change 1 10/05/11 Avdhoot Sant Initial version Draft Confidential Between EITL & Aegis HRSS Page 3 . and formats currently in use of Business users along with further development on better analysis.Getting Started About this Document This is a functional document which states the basic understanding of the requirements between Business Users (Aegis.HRSS India) and the Solution Provider (EITL). This document is the foundation for the further System Development Life Cycle (SDLC).

To believe on data accuracy and authenticity for differently used systems Shared Services will consolidate the data for ESSAR as well as AEGIS world wide data base (HR) and develop the meaningful. presentable reports for Senior management & Middle management to take the benefitted decisions for their respective businesses. No centralized system for data storage Different agencies (CHR / HRSS) get the data differently (difference of 2 days min.)  Termination / Retirement There would be different queries to be developed by IT team to gather the information respect to above mentioned parameters. HR Shared Services is considering following major components / elements for companies HR analysis:  Recruitment / Hiring  Relocation  Payables / CTC  Employees Personal Information (Age Group. 50000). Also. Helpdesk support will be extended to global locations in the future (which would increase the support to 70 – 80000 employees worldwide). Problem Description    Employees (Talent Service Team) currently send the BPO / KPO detailed Employee data to AEGIS HRSS Team in BKC. This will enable the process of analyzing data and would be helpful management to perform the efficient decision making by eliminating NVA (Non-Value Added ) Activities such as data maintenance. Blood Group. The entire process will be automated ( 95%) which is eliminate the human errors and able to give the correct desired output at every time. authentic.) with same source. Kurla (W) from various Location.Aegis – HR Shared Services Analysis Introduction HRSS analysis is the process which cater Human resource data from different agencies and publish / use it for over all analysis. etc. DOJ. Page 4 Confidential Between EITL & Aegis HRSS . So the same tool needs to be extended to employees in the location being supported by Helpdesk. accurate. Experience. IT Team will develop the BW queries as suggested by HRSS Analysis Team by giving authentic roles to respective ids. Note: The process has to be built keeping in mind that this will be used by all employees across India (approx. Purpose The purpose of this system is to allow Aegis & Essar employees to analyze the data with better and different perspective timely.

For reporting purpose management is dependent on particular team Slow down the process for Management to take any decision.    Manual intervention is 40% in current scenario of the process. Transactional data is not getting captured by respective authorities (CHR/HRSS). Confidential Between EITL & Aegis HRSS Page 5 . Meanwhile there is CHR reporting also which. Resulted 2 or 3 days transactional data may get missed out by any one of the authority. If the queries reach Helpdesk then      Aegis HRSS MIS Team pivots the data by storing in Local drives and sends it as and when needed by management. Diagram 1: Current Process This will show you the actual flow of the current process happening at different user level. Current Process Aegis & Essar employees send their queries via outlook to Helpdesk and many times to Payroll/ Support teams directly. CHR / HRSS MIS team will generate the different types of reports based on the information given by Location Talent Service Team. It may tend to 2 or 3 days of difference in collecting data by different sources. they want to send it through Aegis HRSS as well as some more details from Talent Service Team regularly.

System should be work completely on Roles and authorization which will ultimately allow user to view his authenticated data only. Field Analysis (fields to be consider while developing the reports) To Be added in Sap / BW Available in SAP and required to run the reports Fields from MIS Reporting Aegis Experience (in years) Age Agent/Non Agent Band R-C-M-S Category Country CTC (PA) without PLI CTC (Rs. System should be so dynamic that with different available fields End User can able to design the report as his own needs. System suppose to give the report directly by inputting the fiscal year / calendar year along with month as an input to the system and system will give the output in defined structured manner.Scope of Work EITL has to develop a system which eliminates the existing problem pertaining to the current process and reduce down the human intervention by introducing the troubleshoot system. System should able to schedule the report daily which can be utilize for broadcasting purpose for daily monitoring. Crs) Date of relieving / Date Of Termination Department Designation Differently (Yes / No) DOB DOJ / Date Of Hire Value Type Available in SAP YES YES YES YES YES YES YES YES YES NO .add YES Abled YES YES YES Confidential Between EITL & Aegis HRSS Page 6 .

add NO .add YES YES YES YES YES Page 7 .add NO .add YES YES NO .add NO .add NO .add NO .add NO .add NO .add YES YES YES YES YES NO .Domestic / International Educational Category Educational Qualification Emp Code Enrolled for Aegis Foundation(Yes/No) Full Time / Part Time Function Gender Location Marital Status Name Nationality Process Role SAP ID Source of Hire Total Experience (in years) Type of Attrition# Business Type Supervisor L1 Supervisor L2 Supervisor L3 Last Increment date IJP Movement (Yes/No) IJP Movement Type IJP Movement Date BANK NAME BANK A/C NUMBER PF NO ESI Applicability (Yes/No) ESI No# Confidential Between EITL & Aegis HRSS YES YES YES NO .add NO .add YES YES YES NO .add NO .

) Detail Format Monthly Global AEGIS Manpower Summary Head Count Band Wise. No 1 2 3 4 5 Report Name File Name Interval Grade wise Manpower Count & Cost (Rs. In CHR MIS . The reports which are published in Bulletin or generated by CHR is fixed but AEGSI does not have any buyoff from Corporate HR on these reports.Monthly Band Wise Format Manpower Summary Location Wise (AEGIS Manpower Summary .PAN Number Source Name Religion Blood Group State Cost center WBS Element Company Code Previous Organization Wage type Bank Mode YES YES YES YES YES YES YES YES YES YES YES Reports to be viewed Note: Report structure is not at finalized for all the reports mentioned in this sheet.Monthly Ltd.) (Monthly) Centre Wise Talent Acquisition Report (Function & Role Revised Monthly HRIS Wise) Hiring Sources (Agent & Non Agent) Revised Monthly HRIS Monthly Monthly Confidential Between EITL & Aegis HRSS Page 8 . Reports are categorized into two headings:  Interval Basis (Monthly / Weekly / Daily)  Priority Basis (High / Medium / Low) Monthly Reports which are on HIGH priority are given in below sheet for your ready reference: Sr.Manpower Monthly Crs.

INDIA File Name Final RCMS Cost Data Interval Weekly Confidential Between EITL & Aegis HRSS Page 9 . No 1 Report Name COGS and SG&A Summary .Agent) (Over All)- Revised Monthly HRIS Revised Monthly HRIS Monthly Revised Monthly HRIS Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Attrition on Regrettable / NON regrettable Revised Monthly HRIS (Agent/Non agent wise) Attrition Reason Wise Revised Monthly HRIS Global Talent Exchange Program People Demographic People Cost Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS Absenteeism/Total Man Days LOST Report Revised Monthly HRIS (Agent/NON Agent) Monthly Location Wise Headcount & RCMS wise Ratio INDIA Happy Ppl Score Card Location Wise Headcount across Designation INDIA Happy Ppl Score Card Location Wise Headcount across Department INDIA Happy Ppl Score Card Band (4&5) Wise Headcount at Projects INDIA Happy Ppl Score Card Attrition (Agents).Voluntary/Involuntary INDIA Happy Ppl Score Card Agent Attrition Analysis .6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 Hiring Cost Attrition Details for non-agent staff Attrition Analysis (Agent/Non.Voluntary / Involuntary INDIA Happy Ppl Score Card Attrition (Non-Agents).Tenure (<90/>90) Non-Agent (<90/>90) Attrition Analysis - INDIA Happy Ppl Score Monthly Card Tenure INDIA Happy Ppl Score Monthly Card INDIA Happy Ppl Score Monthly Card Talent Acquisition & Source Wise Hiring Reports which are marked as RED color are highly required and important. Weekly Reports which are on HIGH priority are listed below: Sr.

Monthly Reports which are on MEDIUM priority are listed below: Sr.Agent Staff) Offer Regret Details (Non -Agent) Offer Regret Details (Agent) Induction report (On Boarding Information) File Name HR Ops Bulletin Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS Revised Monthly HRIS Interval Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Induction report (new Joiner Details. No 1 2 3 4 5 6 7 8 9 Report Name HR Opn Bulletin (13 Separate Reports) IJP (Agent/NON Agent) Position Wise Offer Details (Agent Staff) Offer Details (Non . No 1 2 Report Name Band Wise IJP (Over All) F&F Settlement details File Name Revised Monthly HRIS Revised Monthly HRIS Interval Monthly Monthly Monthly Reports which are on LOW priority are listed below: Sr.NON Revised Monthly HRIS Agent Staff) Training Report Revised Monthly HRIS Monthly Field Information regarding every report pasted above is mentioned in attached sheet: Microsoft Office Excel Worksheet Confidential Between EITL & Aegis HRSS Page 10 .

Location Wise Head Count & RCMS Wise Ratio RHeadcount P CHeadcount Q MHeadcount R SHeadcount S LOC ABCD R-% T=P/(P+Q+ R+S) C-% U=Q/(P+Q+ R+S) M-% Same S-% Same 16.Voluntary/Involuntary Project Voluntary Count Involuntary Count Confidential Between EITL & Aegis HRSS Page 11 . Rest of the report formats you can find in attached sheet thereafter. Location Wise Headcount across department Location HR:Agent Count MIS:Agent Count Quality:Agent Count IT:Agent Count 18. Mgr : Agent Total Count AVP:Agent Total Count VP:Agent Sr. Attrition (Agents). Location Wise Headcount across designation Location ABCD TL: Agent Total Count Mgr : Agent Total Count Sr. VP: Agent Total Count Total Count 17.Structure / Formats of the reports which are under Monthly and HIGH priority Category Some of the important reports (marked as RED) in this category are given below. Band (4 & 5) Wise Headcount at Projects Project Band-4 Headcount Count Band-5 Headcount Count 19.Voluntary / Involuntary Project Voluntary Count Involuntary Count 20. 15. Attrition (Non-Agents).

Non-Agent Attrition Analysis . Microsoft Office Excel Worksheet Suggested System workflow Diagram 2: System Proposed Process Confidential Between EITL & Aegis HRSS Page 12 .Tenure (<90/>90) Project <90 Count >90 Count 22.21. Agent Attrition Analysis .Tenure (<90/>90) Project <90 Count >90 Count 23. Talent Acquisition & Source Wise Hiring Agent Staff Offer Joined Released Count Count Location % Joined Non Agent Staff Total Offer % Offer Joined Released Joined Released Count Count Sum Joined Sum % Joined The rest of the report formats has been given in attached sheet.

Fields not available in SAP currently (40%) should only be uploaded externally. If possible try to build the interface between Time/Attendance system with BW. User specific workflow New (Level 2) Confidential Between EITL & Aegis HRSS Page 13 . Fields not available in SAP HR / ECC can be directly uploaded in BW 7. There is separate system available for Time and attendance which has to be taken care as a separate entity for the report. CSV files). Structure of the files has to be designed by EITL.Fields available in SAP HR module can be directly mapped in Business Warehouse (BW).0 externally (e. EITL – HRSS jointly see how can we eliminate or reduce down the external data source numbers.g. Note: As process move on. It may act as a part of External Data Source only but solution has to be robust to avoid misbehavior of the system. Note: All the external data source will be uploaded either monthly (if transactional data) or yearly if targeted data.

AEGIS Ltd. No Subject ESSAR server (HR database) are different for each company and if AEGIS wants to access HR database then AEGIS will have to take a buy off from respective business users to access and extract the data from their respective servers. AEGIS Ltd. and create the query. modify. Of users targeted for these tools Development of the Project Team and Project Plan Types of roles / authorization (Level of authorization) Scheduling Of the extraction in BW Agency AEGIS Ltd.Decision to be taken by EITL & AEGIS-HRSS Sr. Location. Administrator-HRSS This is the role in which user will have all the access for every query designed in BW for HR analysis. AEGIS Ltd. Manager Location/Company Code Wise: This is the role which will give permission to access the data location wise. Client View Only: This is the end user role. AEGIS Ltd. Decision 1 2 3 4 5 6 7 8 AEGIS Ltd. Once in a Day (Preferably Midnight) Users and Roles 1. This role allows user to view the data. Confidential Between EITL & Aegis HRSS Page 14 . Who will upload the external data (HRSS/EITL/Talent Service Team) Quotation of each solution proposing to implement this system Which Solution to be used No. 2. delete. save. 3. By this role user can edit. EIT Ltd. and analyze the data from queries for the department / location he belongs to. view the query. Every manager (MIS) can only be able to view. run the query and save the output as his choice. change. EIT Ltd. Role has to be created based on Company code. download the reports. Department.

SLA for Query resolution Signoff Sheet Reviewer’s Name Reviewer’s Title Reviewer’s Signature Approver’s Name Approver’s Title Approver’s Signature Aegis Approver’s Name Aegis Approver’s Title Aegis Approver’s Signature Confidential Between EITL & Aegis HRSS Page 15 .