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HOW HRIS HELPS IN

INDUCTION PROCEDURE OF
A COMPANY


HRIS STRUCTURE ???

I MPLI CATI ON OF
HRI S I N REAL
LI FE SCENARI O

NOW LET US START…..

1. Employee Performance
Management (EPM)

→ Employee Appraisal
→ 360 degree evaluation
→ Goal setting & Tracking.
→ Training & Development.
→ Performance linked bonus.

2. Recruitment Portal

→ Applicant tracking
→ On Boarding
→ Off Boarding
→ Transfer Management

3.Human capital management
→ Employee Self Service
→ Manager Online
→ Compensation Planning
→ Employee Database
→ Payroll
4. Strategic HR Tools
→ Organization Alignment
→ Succession Planning
→ Manpower Planning
→ Leadership Effectiveness Survey
→ Employee Satisfaction Survey



1. Employee Performance Management


Employee Performance Management (EPM) in context to HRIS is a set of web-based
tools that enables an organization to develop employees by focusing on competencies,
goals, training, performance evaluation and pay-for-performance.
EPM Suite provides more than just an efficient means of performance evaluation. It
helps implement HR best practices such as empowerment, engagement, objectivity,
transparency, on-going skill development and performance based rewards. It contains
five modules to help in all aspects of Performance Management:

a) Employee Appraisal
Easy to use, Configurable and Quick to setup

eAppraisal is a web based tool to accelerate the employee evaluation process and
enhance employee engagement. It includes measurement on goal achievement,
competency evaluation, identification of development needs, performance potential and
multi-rater review workflows.
eAppraisal enables the HR Manager to continuously track the status of the appraisal
process and use analytics to manage employee increments, bonus, promotions and
training.

Benefits

 Pre-configured templates: eAppraisal module provides many predefined templates for
use in appraisals and these include Self Assessment, Goal Based Evaluation,
Competencies, Development Plan, Relative Ranking, 360 degree evaluation.

 Competency library: Competencies are available for employees of different departments
such as Sales, IT, HR, Manufacturing, Healthcare, Services, Finance and many others.

 Configurable: We can define new forms, ratings and workflows. Number of options are
available for dynamic ratings, weights and calculation methods. It can be accurately
mapped to our existing paper based forms.

 On-line help: Templates includes writing assistants and online help to assist employees
and managers to fill in forms quickly and correctly.

 Workflows: Different workflows available based on our existing processes. Appraisal
can be conducted multiple times on criteria such as calendar year, employee
anniversary, next appraisal date, out-of turn appraisal, project completion and other
career events.

 Reporting and analytics: Significant analytics available for all levels. Helps track status
at a glance and other reports.

 Multiple employee relationships: Supports multiple reporting levels such as Line
Manager, Reviewer, HR Manager, Dotted Manager and Head of Dept.

b) Multi-rater (360 degree) Feedback
Get feedback from multiple sources for self development
This module allows employees to solicit feedback from their subordinates,
peers and seniors to know how they are perceived by other employees they
interact with. This feedback helps an individual to identify areas of
improvement and thus prepare a self development plan. The management can
utilize this module for 360 degrees appraisal of the employees.

FEATURES

 Feedback form is fully customizable.
 Contains a configurable workflow that allows HR Managers to initiate the
process and specify the minimum and maximum number of peers,
subordinates and seniors an employee can select while initiating the feedback.
 Employees can choose from whom they desire to obtain the feedback.
 Management can nominate employees for 360 degree appraisal.
 The compiled feedback is shared without revealing respondent's identity.
 Provides a number of customizable reports including real time status
monitoring of the process.
 Provides spell-check and writing assistant.
 Can be used by HR consultants to manage 360 degree feedback for their
clients
BENEFITS

 Employee can select different ratees every time the feedback is
collected.

 Additional ratees for an employee can be added by HR.

 Confidentiality can be provided for any information.

 Helps an employee to understand his “Self - Development Needs”
based on how others view him.

c) Goal Setting & Tracking
Each employee contributes to Organization Goals
 Goal Allocation and Tracking module is a workflow based tool that facilitates the goal
allocation process for all employees at the start of the year.
 Module helps enhance employee productivity, adds objectivity & transparency to task
allocation and helps organizations become more competitive and aligned.

FEATURES
 Allows setting of SMART (Specific, Measurable, Achievable, Reviewable and
Trackable) goals.
 Supports goal allocation based on:
– Organization Objectives (Top - down approach),
– KRAs (as per Job Description of the employee),
– Manager's Priority Tasks,
– Self assigned goals by an employee and
– KRAs of Dotted Manager, Reviewer and Head of Department.
 Provides Configurable workflows.
 Allows goal allocation to multiple employees (team goals).
 Provides cascading and supports alignment across the organization.
 Supports auto escalation, notifications and messaging.
 Automatically integrates with the appraisal module and transfers goals into the
appraisal form.
 Allows tracking of performance for each goal.
d) Training & Development

Growing organizations consider employee training as a strategic requirement.


Identification of training needs and developing skills &
competencies of employees is an important part of Talent
Management . It involves managers in creating a training
schedule for each employee ensures empowerment.

Training & Development module helps in meeting all the training
requirements. It can be customized to the specific needs of the
organization.
e) Performance Linked Bonus (Pay-for-performance)

Pay for performance is used by many leading companies as a performance driver.
Calculation and compilation of this component of remuneration (often called PLB) is a
time consuming and complex task that requires collossal effort by the HR. Performance
Linked Bonus module automates the management process based on the allocated
budgets .

FEATURES

 This module facilitates setting up of performance indicators and their measurements.
 Provides a number of pre-defined measures to assist in setting up of performance
indicators and allows addition of new measures.
 Provides a mechanism to create performance sheets for each employee or target group
(team).
 Sends messages to employees to view their variable pay performance targets.
 Allows input of achievements for each performance indicator. Calculates employee
score based on the performance sheets.
 Can integrate with appraisal scores, employee attendance, training, and other employee
related issues which may impact performance pay.
 Automatically calculates performance bonus for each employee
 Enables export of the bonus details into the payroll software. If Payroll software is used,
the PLB details are transferred on approval automatically.
 Provides management reports & a tool for on-line analysis of financial impact.

2. Recruitment Portal
Selecting the right people is the only strategic option

Software Recruitment Portal provides a powerful approach to
select the best fit talent for your company and also helps complete
on-boarding formalities. Some highlights of different modules are
as under:

a) Applicant Tracking
Track Applicants: Select the best talent
How do you cut recruiting costs and increase your ROI? Target
the best candidates. Collect CVs online and save weeks searching
and pre-screening the resumes. Manage your recruitment process
in line with the strategic needs of business.
FEATURES


 Receives recruitment requests from the departments and managers.
 Links each demand with a Job Description.
 Creates a comprehensive vacancies list which contains Job Position , Approving
authority, Start & closing date, Job Description reference,
Qualifications/skills/experience required, Number of vacancies, location, remuneration
details, etc.
 Enables posting of vacancy list on the company job portal (provided by existing HRIS
software if not already available).
 Supports creation & maintenance of records of recruitment agencies & contractors.
 Allows internal candidates to submit their CVs (obtaining Manager's approval is an
optional feature).
 Tracks all CVs including 'Reject' cases
 Automatically generates acknowledgment letters, interview invitations etc.
 Enables scheduling of assessment events like written tests and interviews. Informs
interviewers on test panel about the schedules.
 Enables recording of results & short listing of candidates as per the rules.
 Provides a psychometric test capture tool.
 Provides facility to record verification checks for selected candidates.
 Supports issue of Offer letters to candidates on select panel.
 Enables archiving of CVs of candidates not considered suitable for the Jobs.
 Provides a dashboard to track efficiency of the recruitment process.

b) On-boarding
On-line enrollment for new hires can save upto 6 hours per hire

HRIS software On-boarding & Off-boarding module manages the processes related
to induction and exit of employees.
The web based structure allows new entrants to fill in their joining Forms from any
location before they report to the organization. These Forms get automatically
routed to the HRIS.
Induction process is tracked to ensure employee's orientation & initial training.
Exit management supports three types of exits namely:Voluntary with notice,
Voluntary without notice, and Termination.

FEATURES

 Permits customization of available Forms in support of joining formalities
 Permits addition of new Forms as per organizational requirement
 Has built-in editing and data validation facilities
 HR Edit of primary fields in employee details is restricted.
 Probation period is incorporated at the time of joining.
 Confirmation letters are printed by the system.
 Provides a customizable Exit Feedback and Interview process.
 Exit Dashboard provided to the HR manager.

c) Off-boarding

On-line enrollment for new hires can save upto 6
hours per hire


Features are all same as On-boarding
d) Transfer Management

70% of employee development is through Transfers, balance comes from training

Transfer of employees within the organization helps in employee growth and
helps in multi -skilling of employee by providing experience in different jobs.
Impact of transfers on HR is in terms of the change of Job Description,
initiation of Appraisals for the period served in the prior job, setting of KRAs
in the new position, making changes in the Personal data and so on. These
activities need specific attention by the HR Department.

HRIS Software EmpXtrack- 'Transfer Management' module automatically
initiates employee's Appraisal process by sensing a change in reporting
relationship based on either of the following:
Transfer of the Manager: Appraisal of all subordinates is needed.
Transfer of the subordinate: Employee's appraisal to be completed, if due.


Features

 Enables HR to make changes in reporting relationships.
 Issues notifications to the employees to initiate the Appraisal &
Goal setting process.
 On transfer of a Manager, it tracks initiation of Appraisals of all
the employees reporting to the manager.
 Provides overriding facility to the HR administrator if
Appraisal of an employee is not to be initiated.
 Handles sudden exit of Managers by enabling HR to nominate
an interim manager till a relief is posted. Is linked with
Employee Self Service & Manager on-line modules to track
transfer requests.
 Provides workflows to obtain approvals for employee transfers.
 Enables HR Manager to generate Transfer orders.
 Tracks compliance of all transfers.
 Enables auto-update of experience profile of employees (HRIS
module).
 Provides a number of management reports.

3. Human Capital Management

Making personnel administration paperless &
interactive

Human Capital Management in context to HRI S
SOFTWARE includes modules that manage
employee data and provide work flows to
automate paper based HR services. An Employee
Portal allows single-click access to all the policy
documents as well as personal records of an
employee .


a) Employee Self Services
Completely paper-less employee services. A satisfied workforce.

HR department employees spend significant time in
managing employee requests which are typically paper
based. This is an extremely expensive, error prone, time
consuming and repetitive mode of personnel
administration. Automation results in savings in time,
effort and a qualitative improvement in the HR services.
The end result is speedy decision making, enhanced
employee satisfaction and significant savings.

FEATURES

 Allows employees to view their personal details & update their data. This includes
uploading of digital photograph, dependents information, contact address update,
training details and certifications, experience profile etc. Includes an approval workflow
which allows HR to verify the updates before accepting the same.
 Contains workflows to manage HR transactions related to:
– Leave requests,
– Expenses,
– Application for open positions,
– Time sheet and attendance,
– Request for training and seminars,
– Conference room bookings,
– Transport requests,
– Travel approvals,
– Complaint & Ticket logging and
– Facilities requisition.
 Allows employees access to company policy documents.
 Allows employees to view past salary slips.
 Allows access to company directory.
 Provides multiple-help desks (such as Leave Help Desk, Complaints Help Desk, Travel
Help Desk, Accounts Help desk etc.) to efficiently steer all employee related processes.

b) Manager Online
Know the people you lead and manage them effectively.


EmpXtrack 'Manager on-line' module provides rich set of features that help managers
get relevant data about the employees who report to them. Easy availability of employee
data allows managers to take effective decisions.

FEATURES

 The module contains different kinds of workflows:
– Nominate for Seminars & Conferences.
– Grant compensatory leave
– Set up a spending account
– Nominate for rewards or recognitions
– Enter critical incidents
– Store Counseling notes for subordinates.
– Request for additional team members
– Nominate an employee for an open position within the company
– Initiate transfer process for an employee.
– Authorize visitors access
– Request for team events
– Authorize travel for team members.
– Delegate work & responsibility
FEATURES

A Manager can view personal data of team members
which includes:
– Personal Records: Employee Details, Qualifications,
Experience Summary, Resume, Dependent Details, Salary
Details etc.
– Training imparted.
– Performance Reports
– Rewards and recognitions.
– Critical Incident record

The manager can initiate mid-term appraisal, training
and compensation review process for the team
member.


c) Compensation Planning
Allowing line managers to participate in compensation planning
process encourages empowerment.

This module contains workflows to gather feedback from managers
about the suggested increments for each of their team members.

FEATURES

 Allows the administrator to start an increment cycle synchronized
throughout the company.
 Involves line managers in helping decide increments for their
employees.
 Allows setup of rules by the HR (compensation planners) to define the
increment bands, bonus criteria etc.
 Encourages real time feedback to managers and a collaborative
framework to allow full participation of both managers and HR to take
decisions about the increments.
 Generates annual increment award letters for the employees.
d) Employee Database (HRIS)

Use a high Quality HRI S to improve organizational effectiveness
EmpXtrack: HRIS is a comprehensive employee database. As a part of the
integrated HR solution, it also facilitates auto-update of employee records by other
EmpXtrack modules. As a web based administrator tool, it allows the tracking of
personal & professional information of all employees in the organization. Instant
access to data and a variety of reports make HRIS as an invaluable decision
support system for any organization.


FEATURES

Employee personal details (statutory
information, address(es), photographs,
personal documents etc..)
Qualifications Profile
Job Rotation data (in present
organization)
Training Records
Leave Records
Rewards and Recognitions
Bonus Records
Exit Interview Record
Expenses Details

Dependants details & Nominations
Salary details and Payroll records
Advances and Loan related data.
Applicable Benefits schemes
Past Employment Records
Promotion Records
Pending Leave status
Disciplinary Proceedings Records
Performance Profile
Final Clearances
Benefits
Provides an Org Charting tool to view organization
structure, vacancies and employees
Empowers each employee to view & update personal
data by using the 'Self Service' portal.
Management dashboards enable manpower planning,
recruitment, placements, job rotations, promotions
and other HR functions.
Being an integrated data base, it helps in improving
the quality of management decisions.

e) PAYROLL


Automatically capture data from different sources.

 Organizations support multiple applications and databases to manage
employee payroll records, performance rewards, expense
reimbursements, loans & advances and attendance records.

 EmpXtrack Payroll is a composite package which facilitates efficient
administration of employee remuneration and supports complex
taxation requirements for many countries and regions.
FEATURES

 Includes a rule engine that can handle the most complex payroll
requirements.
 Includes customizable tax tables, calculations and forms
 Supports multiple State and City Tax structures, as applicable.
 Tracks vacation, sick & holiday pay in addition to regular bonus and
commissions.
 Maintains Payroll history for each employee.
 Pays by hourly, weekly & monthly schedules, as applicable.
 Can manage employees engaged on salary or commission basis and also
non-employee contract workers.
 Maintains a Checks issue register. Generates Cost Accounting Reports,
Wage reports (monthly, quarterly & annual) and Management dashboards.
 Provides a Custom Report Builder: create your own reports
 Issues Pay slips to each employee
 Maintains all statutory records such as Tax deducted at Source, Provident
Fund contributions.
 Generates all year end and quarterly reports for electronic filing (NSDL).
 Generates all statutory forms such as Form 16, Form 12, Form 6, Form
24Q, Form 24 etc. required for filing quarterly and yearly returns.

Cost Based Valuation
ACCUMULATION OF ASSETS
EXPENSES vs. INVESTMENT
4. Strategic HR Tools


HRI S Strategic Tools enable the management to align the
organization to corporate objectives, create talent pools to
man key positions and conduct periodic surveys to get a feel of
the organizational climate.

a) Organization Alignment

Create a focused organization: All looking in the same direction

 Organizational alignment is a strategic HR process which
enables all employees to contribute to the accomplishment of
Corporate Objectives. This module works as an interface
between employee performance & organizational
performance.

FEATURES

 'Organizational Alignment' module from HRIS’s point of view,
has the following main features:
 Enables setup of Initiatives Master.
 Links each Initiative with Corporate Objectives related to
Finance, Customer, Internal improvements & other strategic
parameters.
 Facilitates allocation of initiatives to departments / teams/
individual employees.
 Enables automatic transfer of initiatives based goals to the
'Employee Goal Sheet'
 Integrates with the Goal Allocation & eAppraisal modules to
assess progress on each strategic initiative.
 Generates Management reports to monitor alignment.

b) Succession Planning

Manage key positions to mitigate corporate risks
Good organizations plan for the development of their people to occupy key positions.
Succession planning focuses on building pipelines of employees for each key position.
FEATURES

 Allows identification of key positions in the organization and their mapping to
required skills, competencies, job descriptions, qualifications and experience
profiles.
 Facilitates identification of employees who meet the requirements for these key
positions. Sophisticated search mechanisms are available for this.
 Allows management to create three succession pipelines for each Key Position
viz. short-term, medium term and long-term.
 Maps employees to the succession pipelines with a development plan (with
milestones) for each employee in each pipeline.




FEATURES


 Integrates with different HRIS modules to allow on-line viewing of various aspects of an
employee for entry into succession pipeline. Some examples are:

– eAppraisal module displays appraisal scores, relative grading, strengths in core
competencies, aspirations and development plans.
– Employee's Multi-rater (3600) feedback gives a view of his acceptability in the
environment.
– Training profile of the employee can be obtained from the Training and
Development module.
– Rewards and Recognition data can be viewed from the HRIS.
– Critical Incidents Diary displays observed behaviors of the employee during
unforeseen incidents.
– HRIS module provides information about employment history, promotions and
qualifications.

 Notifies the HR administrator of changes in employee's profile such as transfer,
promotion, exit etc to enable review of the succession pipelines.
 Provides a comprehensive set of management reports to allow analysis of Key Positions,
succession pipelines and development plans for each employee in the pipelines.
 Has the facility to capture inputs from the 'Assessment Center Reports' for an
employee.

c) Manpower Planning
Managing human assets effectively increases profitability

Manpower planning is a dynamic process which enables
growth of an organization through optimized used of its
most important asset - its employees. It is a process which
defines staffing requirements & maintains the same
through promotions & hiring of fresh talent.

HRIS software EmpXtrack 'Manpower Planning' module
provides tool to restructure organizations to meet the
requirements of business growth.
FEATURES

 Helps create organization structure through an intuitive and easy to use User
Interface.
 Enables mapping of 'Job Descriptions' on the structure and of employees onto
these Job Descriptions.
 Tracks creation of 'Job Descriptions' for new job positions.
 Enables review of staffing levels and identification of vacancies in any part of
the organization structure.
 Facilitates creation of new functional units through re-distribution of
available manpower.
 Various customization options include:
– Project based manpower allocations & control
– Management of contract manpower
– Structuring a matrix organization
 Allows comprehensive 'what-if analysis' with on-line reports.
 Creates Dashboards for management to enable planning of promotions,
recruitments & transfers
 Permits on line viewing by HR Manager of the Personal Records of employees
for manpower planning



d) Leadership Effectiveness Surveys


How employees view their Leaders? Do not ignore!

Good organizations consciously evaluate the quality of their
leadership at all levels. How employees view their Leaders & how open are
the Leaders in accepting their feedback are the twin conditions which help
in managing the Vision & Mission of an organization.

HRIS SOFTWARE EmpXtrack 'Leadership Effectiveness Survey'
enables the top management to get feedback from the employees on the
effectiveness of Senior Managers in managing various strategic initiatives
launched by the company from time to time. Employee perceptions help in
knowing the pulse of the organization and in planning various Leadership
Development Programs.
Features


 Ready to use surveys available to address the following Leadership
parameters:
– Strategy formulation & deployment
– Trust & Motivation
– Focus on employee development
– Operational Efficiency

 Addition/ deletion to the above parameters is permitted.
 Questionnaire is fully configurable & open ended.
 Rating scale & weights for each parameter are user selectable.
 Scope available to restrict the survey to one parameter at a time.
 Management can conduct survey on the attitude of specific leaders.
 Confidentiality of the respondent is ensured.
 Trend analysis available after multiple surveys.
 Integrable with your email system
e) Employee Satisfaction Surveys

A satisfied workforce yeilds higher growth and profits

Employee Satisfaction Survey module of EmpXtrack is a web
based survey tool which helps to periodically conduct on-line
internal surveys to gather perceptions of employees on the HR
environment of the company.
FEATURES
1. Employee Satisfaction is related to one or more of the following parameters:
1. HR Policies of the organization
2. Work environment & Infrastructure
3. Responsiveness of HR staff
4. Training & development
5. Performance Appraisals
6. Remuneration & incentives
7. Rewards & recognitions
8. Promotions & Career Development
9. Personal & Organizational Values
10. Motivation & Welfare
2. Provides a customizable feedback questionnaire
3. Parameters are user selectable
4. Permits allocation of weights to each parameter
5. Ensures anonymity of the respondent
6. Permits customization of algorithm to compute satisfaction Index
7. Allows multilingual questionnaires
8. Generates management reports on each parameter with drill down facilities up to
Department level
9. Integrates seamlessly with any email system to allow messages to be sent easily
CONCLUDING THOUGHTS…
WHAT IS DIFFERENT ??
Integrated model for HR data
Hierarchy of Jobs and Positions
Multiple fields for data contained in legacy
“position code”
Clear definitions (regular/temp, benefits
eligible)
Current, Future, and History dating
Shift from providing files to access to data