Post on 26-Aug-2018
OJT Management System User Manual
Designed & Developed by ESO MIS, HCL Infosystems Ltd, Hyderabad
1. New Candidate Approval & Joining Letter Processing
a. New Request
Navigation Path ���� Login ���� Request For Letter ���� New Request
• New Letter request process is allowed from RO login from 20’th of a
month to 10’Th of next month.
• The request will be blocked from 11’th to 19’th of every month
• A new joinee can be taken against
For ESO Core
a. Vacancies are based on approved quantity
b. Against a new approval created by HR
c. Against a resigned employee
d. Against a vacancy created by Transfer (Will always start with “TR”)
For ESO – SD FM & SI Projects
a. Vacancies are created as per approval from Service Order Tracking
System (SOTS)
b. Vacancies gets expired based on the project expiry
c. The vacancies are based on the approved amount & not approved
quantity
• Maximum stipend rule has been set by the HR. (click here to view the
maximum stipend rule)
To update the personal details
To update academic details and work experience
b. Uploading of Scanned Documents
Navigation Path: Login ���� Request For Letter ���� Upload Documents
All the documents related to the recruitment of the candidate need to be
uploaded into the system.
a. The file should have the same name as the generated “ROREF Code” of
the candidate.
b. The file should be in “TIF” format
c. Request Status
Navigation Path: Login ���� Request For Letter ���� Request Status
Use this link to view the status of Entered requests
• To view request pending under each login click on the corresponding
Tabs.
• Orders which are returned to RO login will be available under the Retuned
Tab. After clarification and correction the same can be moved again to
RCEM and then to HO
d. Acknowledgment of Cleared Letter
Navigation Path: Login ���� Request for Letter ���� Request Status ����
Cleared
• All letters cleared by the HR will be available under Cleared Tab
• Select the project, Letter Ack date and acknowledged by.
• Only once the letters are acknowledged will the employee be available in
employee master.
e. Searching & Editing New Request Data
Navigation Path: Login ���� Request For Letter ���� Search
• Only Request which are pending at RO can be edited
• Enter the employee name or Roref Code for searching
f. Request / Document Flow through the System
The document flow for the Candidate is different for ESO Core & SD.
• ESO Core
• ESO SD FM & SI – Projects
2. Renewal Letter Processing
• List of candidates letter that need to be renewed will be displayed under
the RO tab of renewals 30 days before the letter expiry period.
• The site will be blocked if the renewal letter request is not moved to the
next level, even after 15 days of letter expiry.
• Enter the Increment recommended and forward the request
• Once the equipment is moved to RCEM / Zonal Head the same need to be
moved to HOSD/ HOHR.
• Once the HR clears the letter the same will be shown under “Cleared” Bin
• The RO user can acknowledge the receipt of letter from here.
• Renewal history is shown as below
3. Attendance Processing
a. Attendance Entry
Navigation Path: Login ���� Attendance ���� Attendance Entry
• Attendance processing will be open only on 16 & 17’th of every month
• The attendance processing will be for the period 16’th to 15’th
• For ESO SD & SI Projects the attendance processing of employees will be
based on the project expiry date and the letter validity of the candidate.
• If the letter of a candidate is expired , the attendance processing of that
employee will be disabled.
• The attendance processing for that employee will be enabled only upon
the renewal of letter.
• The RO User can select the attendance by selecting the month and CE
location.
• CL – Casual Leave, PL – Privilege Leave, RH – Restricted Holiday, LWP –
Loss of Pay.
• STR � Select here “N” if the attendance need not be processed now and
will do the same later.
• Addl Days Payable � If any additional days need to be paid , ex: if last
months salary was not processed , or any such additional pays are
required fill the same here.
• LWP Dates � Enter all dates for LWP if any
• Click on submit for process the attendance
b. Movement of Attendance
Navigation Path: Login ���� Attendance ���� Attendance Report
• The attendance once entered by RO need to be moved to RCEM, from
RCEM the same need to be moved to HR.
• Select the Month for which the attencene need to be moved
• Verify the attendance and click on “Move to RCEM”.
• This is move the attendance from RO to RCEM
• The RCEM / Zonal Head can verify the attendance and move the same to
HR for processing.
c. Pending Attendance
Navigation Path: Login ���� Attendance ���� Pending Attendance Report
This will give the pending attendance report for the selected month
4. Transfer Processing
Navigation Path: Login ���� Transfer
a. Transfer from one project to another within same region and
division/department
• Search using Name , HO Code or RO Ref Code
• Click on the Roref Code
• Select the required project code from the list
b. Bulk transfer from one project to another
• Give the Source WBS number in the WBS Number field and search
• This will display the employees under the wbs number.
• Enter the target WBS number and click on submit to transfer the complete
manpower
c. Transfer from region to region or division to division
• Send the transfer request form to HOHR in the prescribed format
• The format can be downloaded from
http://151.2.10.230/OJTMS/transfer.xls
5. Master Data Maintenance
a. Employee Master
• Search
This option will allow you to search for desired employee, update the
resignation detail
• List
• Download (Complete List)
• Download (COG Wise)
b. Reporting Manager List
• Search for the Employee
• Update the designation type as “MGR” for manager and “RH” for
RCEM and zonal heads
6. Reports
a. Category Vs Summary
b. Manpower Summary
c. SLA Incentive Summary
d. Vacancy Report
e. Replacement Employee Details
f. Approval Details
For any query / issues please mail to sdmis@hcl.com;ssomis@hcl.com