Human Resource Management Management

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

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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.

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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

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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

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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.

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The HR module has the following Workflow:

It is divided into 3 major parts, each part having its own purpose and function:

1.1 Manpower Recruitment:
Manpower recruitment is predominantly concerned with man management. This can include anything related to evaluating and short short-listing the resumes of potential candidates for a mes particular post, hiring new employees, issuing appointment letters to the candidates, etc.

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

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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.

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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 organization’s 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)

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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 employee’s “Performance & Appraisal I mployee’s Interview” will be displayed (Refer to HR Module Image 1.06).

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HR Module Image 1.06

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

Present Grade Present Position

Date of Birth Date of joining the Co. Effective Date

<<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 Appraisee’s 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>>

Appraiser’s Name and Date

Prepared By Factors that have helped/hindered performance

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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 Appraisee’s Comments Appraiser’s Comments Prepared By Appraisee’s Views Appraisee’s likes and dislikes Appraiser’s 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>>

<<Free Text, Read Only>>

<<Check Box>> <<Free Text, Editable>>

<<Numeric, To be selected © 2010 eresource Infotech Private Limited. All rights reserved

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using Date Selector, Mandatory Field>> Remarks Appraisee’s 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>>

Appraiser’s name and date

Comments by Appraiser’s Boss Prepared By

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 appraiser’s name and his details, the factors which have helped or hindered the employee’s performance at work, the employee’s past performance record, the employee’s opinions of the work environment, the employee’s role in different work environments, the employee’s performance during the appraisal interview, the employee’s personal qualities, and finally, the opinion of the employee’s 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).

HR Module Image 1.07

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2.1.1

Search/Edit Appraisal Information Information:

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

2.2 Shift Master
In any organization, there is always the possibility of people working round the clock. This happens a lot in the manufacturing and production sector, or even in the BPO sector (such as appens

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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

HR Module Image 1.10

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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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HR Module Image 1.11

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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HR Module Image 1.12

2.3 Holiday Master
The Holiday Master file stores all the details pertaining to any holidays which have been relevant to the company. A point to be noted here is that the list of holidays varies from firm to firm, and it is not the same for all. E.g. Companies which have a Parsi background will celebrate “Parsi New Year”, for which the employees will be given a holiday. Non-Parsi owned companies Parsi will be functioning during this day. The Holiday Master gives the details about a particular holiday. The “From Date” and “To Date” are the dates for the holiday has been given (Refer to HR Module Image 1.13). Add: To access the Holiday Master form:

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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

HR Module Image 1.13

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).

HR Module Image 1.15

2.4 Leave Year
The Leave Year Master file stores all the details of the leave taken by an employee in a by particular year. The details in the Leave Year Master file may range from the start date of the year when the leave was taken, the end date of the year when the leave was taken, and whether the leave that has been taken is to be considered in the salary calculation which would considered be done the following month. From this, we can deduce that the leave is basically an unpaid leave as there is a reduction in salary for the leave taken.

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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

End Date of Leave Year

Whether the current month

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leaves are to be considered in the next month’s salary calculation

from Fixed List,>>

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 1.18

2.5 Leave Master
The Leave Master file stores all the details related to the leaves allowed for an employee. The details in the Leave Master file may range from the year when the leave was taken, the type of leave taken, the maximum leave that can be allowed, whether the leave can be Carry Forward leave (in case of vacation not taken, etc). To access the Leave Year Master form: Select the “HR Management” icon on the top of the screen Select the “Leave Master” icon

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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

Max Days Allow

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Whether Leave can be Carry Forward Other Details:

<<Drop Down to selected from Leave Year Master>>

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).

2.6 Weekly Off
The Weekly off Master form is concerned with the holidays in a week. Whether the day off was a Full Day or a Half Day, etc. is recorded in the Weekly Off Master file. To access the Weekly Off Master form:
Select the “HR Management” icon on the top of the screen Select the “Weekly Off “ icon

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HR Module Image 1.22

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).

HR Module Image 1.23

2.7 Daily Attendance
The Daily Attendance Master form is used to store the details of an employee’s daily attendance record. Factors such as the time zone of the country where the employee is reporting for work, the employee code, the date at which the employee is reporting for work, the In Time, etc. are considered.

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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HR Module Image 1.24

2.8 Change Shift
The Change Shift Master file stores all information about the change of shift for the employees. Details such as to which employee the particular shift was assigned to, the “Start Date” and the “End Date” of that particular shift routine, as well as the Shift List such as “1st Shift, 2nd Shift, 3rd Shift”, etc. are stored in the Shift Change Master file. Add: To access the Change Shift Master form: i.) ii.) Select the “HR Management” icon on the top of the screen Select the “Change Shift” icon

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HR Module Image 1.25

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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Shift Details: Shift List <<Radio Button from Shift Master>>

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).

2.9 Leave Application
In case any urgent work has come up and the employee has to take leave, he cannot leave arbitrarily at the drop of a hat. In any organization, there is a certain procedure by which an there employee accesses any privilege or facility that the organization provides, the request for Leave being one of them. Unless the employee has been stricken with fever, there is a casualty, or any other genuine reason for which he is not in a position to give a prior leave intimation, the employee has to apply for leave via the official channel This Leave Application is submitted in advance to the HR Department detailing the reason for taking leave, the Leave Start Date and the Leave End Date.

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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

HR Module Image 1.28

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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

Designation Type of Leave

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

2.10 Leave Approval/Rejection
Once an employee has sent an application for leave, it is forwarded to the HR for approval. The HR department evaluates the grounds on which the employee has taken leave, and if the reason is valid, as to how many leaves are pending for that employee, and also whether he can avail of the leave officially or not. In case the leave can be availed of officially, then the company will reimburse the salary of that employee for that particular day when he has taken leave. This is called as Paid Leave. In case there is no leave pending for the employee, then the eave. salary for that particular day when the employee has taken leave is deducted. This is called as Unpaid Leave or more informally, Leave Without Pay.

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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). :

HR Module Image 1.31

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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).

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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HR Module Image 1.36

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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To cancel the details entered, click the “Cancel” button button.

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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3

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.

3.1 Professional Tax
Professional Tax Rule Master: Professional tax or employment tax is a state-based tax. It is allowed as a deduction from the gross income before computing the tax. Accordingly, there is a legislative charge for allowing the credit for professional tax from the direct tax payable by the employee, The Professional Tax Rule master file stores all the information as to the salary slab on which the Professional Tax should be calculated, the State where this is going to be imposed (in this case, it would be the state where the employee is working), and the time period for which this tax would be valid. To access the Professional Tax Rule Master form: i.) ii.) Select the “Rules” icon on the top of the screen Select the “Professional Tax Rule” icon

A state-wise list of Professional Leaves is displayed (Refer to HR Module Image 1.39).

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HR Module Image 1.39

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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HR Module Image 1.41

3.2 Provident Fund
Provident Fund (PF) Rule Master Master: Provident Fund is the fund which is composed of the contributions made the employee during the time he has worked along with an equal contribution by his employers. It is calculated as a percentage of his salary, and is returned to him on his retirement. The provident fund was The originally set up in a bid to provide monetary security to employees when they retire. Too often, people find that the golden years of their life are years marked by financial inadequacy and dependency on relatives or children. The provident fund is designed to provide the retiring provident individual with dignity and security. To access the Provident Fund Rule Master form: i.) Select the “Rules” icon on the top of the screen

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ii.)

Select the “Provident Fund (P.F) Rule” icon

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

PF Limit(Salary limit applicable <<Numeric, Editable,

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for PF) Employees Contribution

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

Pension Fund Contribution

Whether ESIC Applicable

Salary limit of ESIC

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.

3.3 Labour Welfare Fund
L.W.F. Rule Master: Labor welfare refers to all the facilities provided to labor in order to improve their working conditions, provide social security and raise their standard of living. Majority of labor force in India is working in unorganized sector. In order to provide social security to such workers, Government has introduced Labor Welfare Fund to ensure assistance to unorganized labors. Five different welfare funds, which are governed by different legislations, are administered by Ministry of Labor.

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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

HR Module Image 1.43

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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>>

Employee’s Contribution

Employer’s Contribution Salary greater than Rs. 3000 per annum Employee’s Contribution Employer’s 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>>

Maximum Amount of Bonus

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Mandatory Field>> Bonus Applicability <<Radio Button>> Yes/No option to be selected

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.

3.5 Attendance Management
Attendance Management: Any employee in organization is allowed a maximum number of chances as to how late he can come to work. Most firms have a maximum late-coming record of 3 times, following which for each extra late attendance, the employee may be penalized in accordance to the rules and regulations of the organization. Also, in the case of a late attendance, a buffer time is usually allowed within which if the employee arrives to work, then he is not marked late, in case he exceeds the buffer time, he is marked late for work. The same applies to early departure as well, as the employee is usually allotted a fixed number of times where he can avail of the early departure facility, following which he may be given the salary only for half the day. The Attendance Management essentially stores any details pertaining to the attendance of an employee. It stores details such as maximum late arrival or early departure for work, buffer time for late attendance (in minutes), maximum no. of late days allowed, etc. To access the Attendance Management form: i.) ii.) Select the “Rules” icon on the top of the screen Select the “Attendance Management” icon

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HR Module Image 1.44

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>>

Buffer for Short/Late attendance

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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>>

<<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.

3.6 Over Time
Overtime (OT) Rule Master: Overtime is the amount of time someone works beyond normal working hours. Most nations have overtime laws designed to dissuade or prevent employers from forcing their employees to work excessively long hours. These laws may take into account considerations other than humanitarian, such as increasing the overall level of employment in the economy. One common approach to regulating overtime is to require employers to pay workers at a higher hourly rate for overtime work. Companies may choose to pay workers higher overtime pay even if not obliged to do so by law, particularly if they believe that they face a backward bending supply curve of labor. Overtime pay rates can cause workers to work longer hours than they would at a flat hourly rate. Overtime laws, attitudes toward overtime and hours of work vary greatly from country to country and between different economic sectors.

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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

HR Module Image 1.46

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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

Salary for Multiples of 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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4.1 Grade Master
In any Organization, there are a large number of employees working towards the common goal of making the organization grow, reach, and exceed its full potential. The employees are however not in the same league or grade, we can say. As any organizational follows a certain hierarchy, there is always going to be a difference in the levels of the employees working there. Depending on the position of a particular employee in the hierarchy, he is allotted a certain grade. Thus, a CEO will be at the very top, i.e. an “A” grade employee, while a trainee or a clerk will be at the “D” grade in the same hierarchy. Now, according to his grade, as employee will be paid a certain salary, and the perks or add-ons such as allowances, taxes, overheads, etc. will also be different. The Grade Master file stores all the details pertaining to the perks which are to be given or to be deducted depending on the grade of the employee, at different hierarchical levels of the organizational hierarchy. Add: To access the Grade Master form: i.) ii.) Select the “Payroll” icon on the top of the screen Select the “Grade Master” icon and then the “Add” icon

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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>>

OT Formula Salary Details: Code No. Salary Head

<<Numeric, Auto generated>> <<Numeric, Editable>>

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Amount/Formula

<<Numeric, Editable, Mandatory Field>> <<Check Box>>

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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HR Module Image 1.48

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).

4.2 Employee Master
In any large organization having a huge number of employees, it becomes a humongous task to track down the details related to any particular employee. Now, it is for this reason that an Employee Master file is maintained. The Employee Master file stores information relevant to all information the Employees working in the Organization. When an employee joins any company, he is given an Employee Code and a file is made with this code which contains all the relevant details about that particular employee. his demarcation in the employee structure helps to identify and obtain all the data if need be about that particular employee. The details may include the Employee Code, Company and Branch Details, Department, Designation, Appointment and

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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:

HR Module Image 1.50

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Personal Details:

HR Module Image 1.50(a)

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Bank Account Details:

HR Module Image 1.50(b)

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Salary Details:

HR Module Image 1.50(c)

Qualification Details 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>>

Employee Salary Details Fields Table: ACTION Employee Salary Details:

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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>>

Education Rate Per Day Consider attendance for Salary Calculation

<<Numeric, Editable>> <<Check Box>>

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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HR Module Image 1.53

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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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).

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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HR Module Image 1.59

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).

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).

4.4 Loan Management
4.4.1

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 employee’s 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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Loan Request Date

<<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

Period of Service Requested Loan Amount Proposed Disbursement Date

<<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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HR Module Image 1.66

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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Generated>> Forward <<Free Text, AutoGenerated>>

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

Forward in next Month

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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HR Module Image 1.70

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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HR Module Image 1.71

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>>

Advance Amount Date on which the Advance Amount was taken

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):

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.

5.1 Resume Posting
The Resume Posting Master file stores all the details of a candidate resume, which includes details about the candidate’s Education, Employment Details (Previous and Present), Other details such as family, Health, Criminal Record (if any),etc. Add: To access the Resume Posting Master form: i.) ii.) Select the “Recruitment” icon on the top of the screen Select the “Resume Posting” icon and then the “Add” icon

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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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Application for the post of

<<Drop Down to be selected from User List,>>

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>>

Address (With Pin Code) Email Address

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.

Duty details of post held at present Previous Employment: From Date

<<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

Employer’s Name and Address Post held and Main Function Reason for Leaving

Education Details: From Date

<<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

Title & Nature of course Membership of Professional Institutions/Societies: Admission Date

<<Numeric, To be selected using Date Selector>>

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Name of Institution

<<Free Text, Editable>> <<Free Text, Editable>>

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

Email

Phone No.

Interview Date: Future Date Details <<Numeric, To be selected using Date Selector>> <<Numeric, Editable>>

Weekly hours of work

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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5.2 Resume Evaluation
When a number of Resumes are sent to an organization for a certain number of vacancies, not all the resumes are shortlisted for an interview. The resumes are evaluated so as to ascertain which of the resumes are the best. This is known as “Resume Evaluation”. Every company has a string of parameters with which it evaluates whether that particular candidate is a potential suitor for that particular post and whether it is feasible to call him for a written test and subsequent interview. The parameters may include the candidate’s Educational Qualification, his Work Experience, any other Extra Qualification (like say, certifications, etc.) which may add to his potential suitability for the job at concerned, These criteria help the HR department to judge the candidate’s potential suitability and thus arrive at a logical conclusion. Ultimately, based upon the candidate’s suitability for the particular post, the candidate is assigned a Grade. The scale of the Grades as well as the conditions in which it is awarded is left to the discretion of the policies which have been set up by the organization in question. Add: To access the Resume Evaluation Master form: i.) ii.) Select the “Recruitment” icon on the top of the screen Select the “Resume Evaluation” icon and then the “Add” icon

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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).

5.3 Compare resume
Let us consider what Resume Comparison with the help of an example. Suppose there are 10 candidates who have been shortlisted for 5 posts in an organization. Now, it would be not be possible to consider the resumes of all the 10 candidates for just 2 posts. So, what does the just organization do? It compares the Resumes of the candidates with on another based on various criteria such as the Grade obtained, his performance in the Written Test as well as the Personal Interview, etc. Finally, after consid considering all these factors, the candidate is finally selected or s rejected.

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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>>

Evaluation Details: Rejected <<Check Box>>

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

Requested for the post of No. of Persons

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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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.

6.1 Training Master
Almost all organizations throughout the world hire new recruits. Now, these new recruits have differing levels of competencies and plus-points, as well as knowledge which would most definitely be not at par with each other. In other words, each individual has a core competency at which he excels, but this core competency will not be at the same level as another individual who is also working along with him. To bring all these new recruits to a level playing field, i.e. to see that almost all of the competencies of all the new entrants are at the same level, trainings are held. The other objective of training is to see that the new entrant is made thoroughly competent to handle any challenge which he may face when working, and is adequately equipped to face any task with courage. In simpler terms, he is thought everything that is related to what he is supposed to do on the job. Training is not only for new recruits, but also for existing employees who have to be at their competitive best to face any new challenges. This is possible only when their existing skills are being continuously upgraded to the highest level. Training plays a very important role in imparting this knowledge and keeping the employees updated with all the current trends and technologies. The Training Master file stores all relevant information related to a training schedule, such as Training Category, Training Name, Description of the training to be imparted, etc.

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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

<< Free Text, Editable>>

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.

6.2 Training Plan Schedule
The Training Plan Schedule stores details pertaining to the schedule which has been planned for the training. Details such as the type of Plan, the month in which the plan is to be implemented, the category of the training which is to be imparted, etc. are stored in the Training Plan Schedule form. To access the Training Plan Schedule form: i.) ii.) Select the “Training” icon on the top of the screen Select the “Training Plan Schedule” icon

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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

Add Reference Details

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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6.3 Training Request/Suggest
In most organizations, training is not just given arbitrarily at the drop of a hat as any sort of training requires resources, training personnel, and availability of infrastructure at that point in time. Now, as various departments in a single organization share most of the resources available at their disposal, it is imperative that any sort of training be planned in advance and then scheduled in a proper manner. Also, the need of the hour is that the time of the existing manpower (read employees) is utilized effectively and the training is done with a particular objective or purpose in mind. This only adds to very useful knowledge which will be imparted and shared amongst the employees of that organization. Training has to be given only when it matters and not just haphazardly or in an arbitrary manner, so to speak. Thus, when a division head/Project Manager feels that the people who are working under him are deficient in a particular sphere of knowledge, he sends a request in advance for a training session, to the HR department, The HR department in turn arranges for all the facilities to be provided for the training session, so that it is conducted in a smooth and efficient without inconveniencing in any manner, the rest of the employees who are also a part of the organizational set-up. The Training Request/Suggest file stores all the details about the request for a particular training session. Each training session request is assigned a number. Details like the Date of training, the department concerned, the category in which the training is to be conducted, the name of the employee/s involved in the training session along with their designation, etc. are all stored in the Training Request/Suggest file. Add: To access the Training Request/Suggest form: i.) ii.) Select the “Training” icon on the top of the screen Select the “Training Request/Suggest” icon and then the “Add” icon

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HR Module Image 1.83

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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Add Reference Details: Approved By

<<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).

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).

6.4 Training Assign
Any training schedule is concerned with all the modalities which are relevant to assigning training. As we well know, any sort of training which is to be implemented takes a lot of planning, and it cannot be held on the spur of the moment, unless the training is so trivial that it does not require any pre-planning at all. A Training Plan usually includes information as to the planning Plan type of intended audience (whether clerk or executive level),the subject matter on which the training has to be imparted, a suitable date where the audience will be able to attend the training session, who the trainer is supposed to be, his details, etc. iner

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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

HR Module Image 1.88

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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

<<Auto generated, Read Only>>

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Duration

<<Auto generated, Read Only>>

Depends on the date given in the Training Master file

Required

<<Drop Down to be selected from Fixed List>> <<Free Text, Editable>> <<Free Text, Editable>> <<Free Text, Editable>> <<Check Box>>

Trainer Address Remarks Add Reference Details: Approved By

<<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).

6.5 Training Attendance
All trainings in any organization are usually to be taken by the employees very seriously, as these trainings are usually held for the benefit of the employees in question. Hence, it is mandatory that the attendance at these trainings is always maintained. Failure to attend any of these training sessions (unless there is an absolutely genuine reason for the absence) is usually construed as a negligent and lackadaisical attitude on the part of the employee, and this c could very well reflect on the appraisal of the employee in future. Add:

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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

<<Auto generated, Read Only>>

Duration

<<Auto generated, Read Only>>

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

Remarks Remarks Prepared By

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 client’s 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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7.1 Import Data
Import data facilitates to Import the attendance data retrieved from Attendance system to eresoure ERP. Import file should be in XLS format only. To access the Import Data form: i.) ii.) Select the “Bridging” icon on the top of the screen Select the “Import Data “ icon

HR Module Image 1.97

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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

Import Sheet Date

Attached Item Specification Employee Attendance Details: Employee Name

<<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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List>> Approved By <<Drop Down, To be selected from User List>>

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).

7.2 Import Work Days
The Import Work Days facility is used to import any data at the end of the month when the salary for that month is to be calculated. Any information such pertaining to the salary such as the number of days the employee was present, any conveyance days availed of, the number of minutes worked by the employee to calculate the over-time for that day, etc. is taken into consideration before calculating the monthly salary. To access the Import Work Days Details: i.) ii.) Select the Bridging icon from the top of the screen Select the Import Work Days icon

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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

Import Work Days Date

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Field>> Attached Item Specification <<Button>> File To be browsed for and then selected

From Date

<<Numeric, To be selected using Date Selector>>

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).

7.3 Salary Configuration
The Salary Configuration is used to denote the monthly attendance summary of an employee. The Salary configuration takes into account all the leaves availed by that employee, the days the employee attended office, overtime done by the employee, etc. and then the final salary is calculated. Add: To access the Salary Configuration: i.) ii.) Select the “Bridging” icon from the top of the screen Select the “Salary Configuration” icon and then the “Add” icon

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HR Module Image 2.01

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

Employee Code Employee Name

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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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HR Module Image 2.02

. 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”.

The reports in the Payroll Reports section are as follows:

8.1 Loan Statement
A Loan Statement is a document prepared by a lending institution (in the case of a company, it will the company itself which will be the lender), and presented to the management on monthly basis, showing the amount (Refer to HR Module Image 2.04).

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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).

8.2 Advance Statement:
If any employee avails of any advance on his salary, then that detail is stored in the Advance Statement file (Refer to HR Module Image 2.07).

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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).

8.4 PT Summary Statement
The PT Summary Statement simply gives the summary of no of employees for whom the professional tax has been deducted. The PT Summary report also gives the actual Professional Tax deducted for the corresponding number of employees based on the slab value, as well as the total amount obtained after the deduction of Professional tax (Refer to HR Module Image 2.13).

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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 employee’s 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

8.6 ESIC Statement
Employees State Insurance Scheme (ESIC) is a multidimensional social system tailored to provide socio-economic protection to worker population and their dependents covered under economic the scheme. Besides full medical care for self and dependents, that is admissible from day one of insurable employment, the insured persons are also entitled to a variety of case benefits in times of physical distress due to sickness, temporary or permanent disablement etc. resulting in loss of earning capacity, the confinement in respect of insured women, dependents of insured persons who die in industrial accidents or because of employment injury or occupational hazard are entitled to a monthly pension called the dependents benefit. zard

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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).

8.7 LWF Statement
Labor welfare refers to all the facilities provided to labor in order to improve their working conditions, provide social security and raise their standard of living. Majority of labor force in India is working in unorganized sector. In order to provide social security to such workers, Government has introduced Labor Welfare Fund to ensure assistance to unorga unorganized labors. Five different welfare funds, which are governed by different legislations, are administered by Ministry of Labor. The purpose of these welfare funds is to provide housing, medical care, educational and recreational facilities to workers employed in beedi industry and non-coal employed non mines and cine workers.

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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).

8.8 Leave Record
The leave record gives a complete analysis of the leave taken by the employee in the given year. In any organization, employees are given a fixed number of leaves, which they can avail. I If the employee exhausts the official quotas of leaves which have been allotted by the organization, then any extra leave that he avails of will result in a deduction of his salary for that day. The leave format in an organization can be classified as Paid Leave, Sick Leave, Casual Leave, Off Day, etc

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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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x.) xi.) xii.) xiii.) xiv.) xv.) xvi.) xvii.) xviii.)

Comp Off opening balance - The number of comp off’s initially f Comp Off consumed – The number of comp off’s availed of by the employee Comp Off Balance - The number of comp off’s 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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8.9 Salary Statement
When an employee receives his monthly salary, it is not given to him straight off the hat. The salary slip is issued to him after a whole gamut of additions and deductions are done on it. Again, different companies have their own fixed criteria as far as calculating the sa salary of an employee is concerned. The grade of the employee also plays a prominent role in this, as the higher the grade of the employee, the higher will be the perks he gets, and hence the higher will be the demarcation between the basic salary and the other remunerations associated along other with it.

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)

8.10 Salary Slip
The Salary Slip is basically a statement which is handed over to the employee at the end of each month and gives the details of his salary with regards to any add ons, deductions, taxes, etc. add-ons, This enables the employee to get a clear picture as to how the salary has had an increase or a decrease for that particular month, and leaves no room for any ambiguity. To access the Payroll Reports:

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i.) ii.) iii.)

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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HR Module Image 2.31

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