Human Resource Management in Eresource Erp

8/4/2019 Human Resource Management in Eresource Erp

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© 2010 eresource Infotech Private Limited. A

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Release 2.8

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3 © 2010 eresource Infotech Private Limited. All rights reserved

Copyright

© Copyright 2011 ERESOURCE. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purposewithout 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 registeredtrademarks of Microsoft Corporation.

HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C ® , World WideWeb Consortium,

eresource, eresource Logo. Eresourceerp.com are trademarks or registered trademarks of eresourceInfotech in India and several other countries all over the world. All other products mentioned aretrademarks or registered trademarks of their respective companies.




Table of Contents

1 Introduction ............................................................................................................................ 6

1.1 Manpower Recruitment: .................................................................................................. 7

1.2 Training: ............................................................................................................................ 7

1.3 Payroll ............................................................................................................................... 8

2 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

3 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

4 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

5 Recruitment ........................................................................................................................ 121

5.1 Resume Posting ............................................................................................................ 121 5.2 Resume Evaluation ....................................................................................................... 129

5.3 Compare resume .......................................................................................................... 133

5.4 Manpower .................................................................................................................... 135




6 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




1 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.) Manufacturing Department

2.) Sales and marketing Department

3.) Finance Department

4.) 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 followin

It is divided into 3 major parts, e

1.1 Manpower Recruit

Manpower recruitment is pred

anything related to evaluating

particular post, hiring new empl

1.2 Training:

Once the Employees have been

in the domain in which they hav


Workflow:

ach part having its own purpose and function:

ent:

minantly concerned with man management.

and short-listing the resumes of potential

yees, issuing appointment letters to the candi

absorbed into the organization, they are subj

e to work. This is primarily done so that all th

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This can include

andidates for a

dates, etc.

ected to training

employees who




start working are at the same level knowledge-wise, and there is no discrepancy between one

person who may be better knowledgeable than the other. Also, the training does not have to

be imparted to new joinees alone, it can also be used to upgrade the existing knowledge of

employees who are already working for quite some time, and who have to upgrade themselves

and learn new skills. Training request, Training Attendees, Training Evaluation can all be

captured and monitored in eresource.

1.3 Payroll

The Payroll section is completely devoted to the financial remuneration which each employee

receives at the end of each month. It involves the attendance record of the employee, his salary

structure, anything concerned with employee loans, etc.

Thus, as we can see, the HR module is totally employee centric and has been devised so that

there is a feeling of complete satisfaction amongst each and every employee, and at the end of

the day he feels that his needs are being taken care of, and thus delivers his maximum outputto the welfare of the organization as a whole.




2 HR MANAGEMENT

An organization's Human Resource (HR) management strategy should maximize return on

investment in the organization's human capital and minimize financial risk. Human Resources

seeks to achieve this by aligning the supply of skilled and qualified individuals and the

capabilities of the current workforce, with the organization's ongoing and future business plansand 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.) Select the “HR Management” icon on the top left corner of the screen

ii.) 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 detail

Module Image 1.00)

Enter the personal particular de

cancel the information entered,

A second form is displayed w

employee (Refer to HR Module

New Row” icon at the top left-

Module Image 1.01)


the “Personal Particulars” of the employee.(R

HR Module Image 1.00

ails of the employee and then click the “Save”

click the “Cancel” button.

ich delves further into the “Performance S

Image 1.01). To add a new row to the table,

hand corner of the Performance Standards ta

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fer to HR

button. To

andards” of the

lick on the “Add

ble (Refer to HR



11

Enter the details and click the “S

“Cancel” button.

A form is displayed which essen

Performance”. To add a new ro

hand corner of the Factors table



ave” button. To cancel the information entere

ially details any “Factors That Have Helped An

to the table, click on the “Add New Row” icon

(Refer to HR Module Image 1.01).

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, click the

/Or Hindered

at the top left-



12



A form detailing an “Assessmen

the table, click on the “Add New

Module Image 1.03).




Of The Past Performance” is displayed. To add

Row” icon at the top left-hand corner of the ta

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, click the

a new row to

ble (Refer to HR



13



A form is displayed which give

new row to the table, click on t

(Refer to HR Module Image 1.04




the details about the “Aptitude Of The Emp

e “Add New Row” icon at the top left-hand co

).

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, click the

loyee”. To add a

rner of the table



14

Click the “Save” button. To canc

A form is displayed which detai

employee on par with the curre



l the information entered, click the “Cancel” b

ls any training which may be have to be impa

t requirement standard (Refer to HR Module I

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utton.

rted to bring the

age 1.05).



15

Click the “Save” button. To canc

A form detailing the employee’

to HR Module Image 1.06).


.


l the information entered, click the “Cancel” b

“Performance & Appraisal Interview” will be

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utton.

displayed (Refer



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Personnel Particulars Details Fi

General Details:

Period

Employee Name

Department/Division/Location



lds Table:

ACTION

<<Drop Down, To be selected

using Date Selector >>

<<Drop Down, To be selected

from Employee Master,Mandatory Field >>

<<Free Text, Read Only>> Depends on

ll rights reserved the Employee




Name selected

Employee Number <<Alphanumeric, Read Only

>>

Depends on the Employee

Name selected

Present Grade <<Free Text, Editable >>

Present Position <<Free Text, Read Only >> Depends on the Employee

Name selected

Date of Birth <<Numeric, Read Only>> Depends on the Employee

Name selected

Date of joining the Co. <<Numeric, Read Only>> Depends on the Employee

Name selected

Effective Date <<Numeric, Drop Down, To

be selected using DateSelector >>

Prepared By <<Free Text, Read Only >>

Performance Standard Details:

Priority <<Free Text, Editable>>

Key Areas <<Free Text, Editable>>

Performance Standards <<Free Text, Editable>>

Appraisee’s Name and Date <<Numeric, Drop Down, To

be selected using Date

Selector >>

Appraiser’s Name and Date <<Numeric, Drop Down, To


Selector >>

Prepared By <<Free Text, Read Only>>

Factors that have

helped/hindered performance




Status <<Drop Down, To be selected

using Date Selector >>

External View <<Free Text, Editable>>

Internal View <<Free Text, Editable>>

Assessment of past

performance

Appraisee’s Comments <<Free Text, Editable>>

Appraiser’s Comments <<Free Text, Editable>>


Appraisee’s Views

Appraisee’s likes and dislikes <<Free Text, Editable>>

Appraiser’s Comments <<Free Text, Editable>>


Functional Area, Skill-

Technique, Engineering

<<Check Box>>


Performance & Appraisal

Interview:

Overall rating <<Check Box>>

Personal Qualities/Potential <<Free Text, Editable>>

Other Details:

Date of Interview <<Numeric, To be selected




using Date Selector,

Mandatory Field>>

Remarks <<Free Text, Editable>>

Appraisee’s name and date <<Free Text, Numeric, To beselected using Date Selector,

Mandatory Field>>

Appraiser’s name and date <<Drop Down to be selected

from User List, Numeric, To


Selector, Mandatory Field>>

Comments by Appraiser’s Boss <<Free Text, Editable>>

Prepared By << Free Text, Read Only>>

After entering the requisite information, and checking the appropriate check-boxes, Click the

“Save” button to save the information or the “Cancel” button in case any of the information

entered has to be reset (Refer to HR Module Image 1.06).

Detailed and relevant information about the employee is gathered. The employee name, his

performance standard, the 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, theemployee’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

impact over his appraisal (Refer

The Employee appraisal details

information has been incorrectl

in the form will be reset (Refer t

In case any change has to be

information entered in the for

change has been made, click th

click the “Cancel” button (Refer

To delete the particular employ

1.07).


bove is used in the analysis of the employee a


will be added to the HR Appraisal file. In c

entered, click on the “Cancel” button. All info

o HR Module Image 1.07).

made to a certain field without having t

, click the “Edit” button present in that field

e “Save” button. In case the change made has


e details, click the “Delete” button (Refer to


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d has an overall

se, some of the

rmation entered

o cancel all the

detail. Once the

to be cancelled,

R Module Image



21

2.1.1 Search/Edit Appraisa

Appraisal details of employee c

the “Search/Edit” icon. The sear

Present Grade Code Wise:

The search is done using the cur

Grade Code of the employee an

Employee Name Wise:

The search can also be done usi

and click the “Search” button.


l Information:

an be directly accessed using the Search/Edit

ch can be done in two ways (Refer to HR modul


rent Grade Code of the employee in question.

click the “Search” button.

ng the name of the employee. Enter the name

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facility. Click on

e Image 1.08).

nter the current

of the Employee



22

To view/list all grade records, cli

options.

A list of all the employees as we

given in the list to access all the

To add a new Appraisal Form to

top left-hand corner of the table

2.2 Shift Master

In any organization, there is al

happens a lot in the manufactu


ck the “Search” button without entering any d

ll as their current grades is obtained. Click on

details (Refer to HR Module Image 1.09).


the existing list, click the “Add New Row” icon l

(Refer to HR Module Image 1.09).

ways the possibility of people working roun

ring and production sector, or even in the BP

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ta in the search

ny of the names

ocated at the

the clock. This

sector (such as



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Call Centers) where there is no l

there are also given time-period

known as “Shifts” and they are

who works in the morning for

followed by the night, the follo

others have three shifts.The Shift Master gives the detail

other details such as lunch-time,

Add:

To access the Shift Master form:

i.) Select the “HR Mana

ii.) Select the “Shift Mas


let-up in the production. Thus, the employees

s at which they have to report for work. These

ot constant but keep rotating from time to ti

one month will thus work in the afternoons

ing month. Also, some companies have only

s about a particular shift, such as in-time and o

etc.

gement” icon on the top of the screen

er” icon, and then the “Add” icon


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ho are working

time-periods are

e. An employee

the next month,

two shifts while

ut-time, and any




Shift Master Details Fields Table:

ACTION

General Details:

Name of Shift <<Free text, Editable,Mandatory Field>>

In Time <<Numeric, Drop Down to be

selected from Fixed List,

Mandatory Field>>

Out time <<Numeric, Drop Down to be

selected from Fixed List ,

Mandatory Field>>

Other Details:

Lunch Time <<Numeric, Drop Down to be

selected from Fixed List,

Mandatory Field>>

Fill in all the details in the form including all the Mandatory fields. Once the details of the

particular shift have been entered, click the “Save” button. The Shift Details are saved in the

Shift Master file. To cancel any detail entered, click the “Cancel” button. The information

entered is reset (Refer to HR Module Image 1.10).

Search/Edit:

In case the shift details are already present in the Shift Master file, then the details can be

directly accessed using the Search/Edit facility. Click on the “Search/Edit” icon. The shift details

are displayed. Click on any one of the shifts displayed to access its details (Refer to HR Module

Image 1.11).



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Once the modifications are do

remove the shift details, click t

“Cancel” button (Refer to HR M



ne on the time slots, click the “Save” butto

he “Delete” button, and to cancel the data e

dule Image 1.12).

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. To completely

ntered, click the



26

2.3 Holiday Master

The Holiday Master file stores

relevant to the company. A poin

firm, and it is not the same for a

“Parsi New Year”, for which the

will be functioning during this

holiday. The “From Date” and “

HR Module Image 1.13).

Add:

To access the Holiday Master fo



all the details pertaining to any holidays

t to be noted here is that the list of holidays va

ll. E.g. Companies which have a Parsi backgrou

employees will be given a holiday. Non-Parsi o

day. The Holiday Master gives the details a

o Date” are the dates for the holiday has bee

m:

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hich have been

ries from firm to

nd will celebrate

wned companies

out a particular

n given (Refer to



27

i.) Select the “HR Mana

ii.) Select the “Holiday

Holiday Master Details Fields T

Holiday Master:

Description

From

To


gement” icon on the top of the screen

aster” icon, and then the “Add” icon


ble:

ACTION

<<Free text, Editable,

Mandatory Field>>

<<Numeric, To be selected


Mandatory Field>>



Mandatory Field>>

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28

Fill in all the details in the for

particular holiday have been en

the Holiday Master file.

To cancel any detail entered, cli

To delete a particular holiday, cl

Search/Edit:

In case the holiday details are

directly accessed by using the S

list is displayed. To add a new

icon at the top left-hand corner

Click on any one of the holida

1.14).

To make any updates to the Holi

“Update” button.


including all the Mandatory fields. Once t

tered, click the “Save” button. The Holiday De

k the “Cancel” button The information entere

ick the “Delete” button (Refer to HR Module I

already present in the Holiday Master file, i

earch/Edit facility. Click on the “Search/Edit” i

ow to the Holiday Master table, click on the

of the list (Refer to HR Module Image 1.14).

s displayed to access the details (Refer to H


day details given, make the modifications and

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e details of the

tails are saved in

is reset.

age 1.13).

s details can be

con. The holiday

“Add New Row”

R Module Image

hen click the



29

To cancel any updates done, clic

To delete the Holiday given alto

1.15).

2.4 Leave Year

The Leave Year Master file st

particular year. The details in t

year when the leave was take

whether the leave that has beebe done the following month.

leave as there is a reduction in s


k the “Cancel” button

ether, click the “Delete” button (Refer to HR


res all the details of the leave taken by a

e Leave Year Master file may range from the

n, the end date of the year when the leave

taken is to be considered in the salary calcularom this, we can deduce that the leave is ba

alary for the leave taken.

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odule Image

employee in a

start date of the

was taken, and

ion which wouldsically an unpaid



30

Add:

To access the Leave Year Maste

Select the “HR Management” ic

Select the “Leave Year Master” i

Leave Year Details Fields Table:

Leave Summary:

Start Date of Leave Year

End Date of Leave Year

Whether the current month


form:

n on the top of the screen

con, and then the “Add” icon


ACTION



Mandatory Field>>


using Date Selector,Mandatory Field>>

<<Drop Down box to selected

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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 theparticular 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.



32

To add a new row to the Leavecorner of the table (Refer to HR

Search/Edit:

In case the leave details are alr

button. A list of Leave Year Da


In case any updating is to be do

Leave Year information, and tupdated. To cancel any detail

reset. To delete the record itsel

is deleted (Refer to HR Module I



ist table, click on the “Add New Row” icon atModule Image 1.17)..

ady present in the Leave Year Master file, clic

es is displayed. Click on any of the dates to

).

e on a particular leave year, click the “Edit” b

en click the “Update” button. The Leave Yentered, click the “Cancel” button. The infor

, click the “Delete” button. The entire informa

mage 1.18).

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he top left-hand

the Search/Edit

access its details

tton, modify the

r information isation entered is

ion for that year



33

2.5 Leave Master

The Leave Master file stores all

details in the Leave Master file

leave taken, the maximum leav

(in case of vacation not taken, e

To access the Leave Year Maste

Select the “HR Management” ic

Select the “Leave Master” icon



the details related to the leaves allowed for a

ay range from the year when the leave was t

that can be allowed, whether the leave can

c).

form:


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n employee. The

ken, the type of

e Carry Forward



34

Leave Master Details Fields Tab

Leave Master:

Select Year

Leave Type

Max Days Allow



le:

ACTION

<<Drop Down to selected

from Leave Year Master,

Mandatory Field>>

<<To be selected from Date

Selector, Mandatory Field>>

<<Free text, Editable,

Mandatory Field>>

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Whether Leave can be Carry

Forward


from Leave Year Master>>

Other Details:

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).



36

To carry forward a leave to the

effect is displayed. Click on the

carry forward (Refer to HR Mod



next year, click the “Carry Forward” button. A

“OK” button to continue or the “Cancel” but

le Image 1.20).

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message to this

on to cancel the



37

Once all the information has be

is carried forward successfully fr

message is accordingly displaye

2.6 Weekly Off The Weekly off Master form is c

a Full Day or a Half Day, etc. is r

To access the Weekly Off Maste

Select the “HR Manageme

Select the “Weekly Off “ ic



n successfully entered and saved, the leave m

om the Previous Leave Year to the Current Lea

to this effect (Refer to HR Module Image 1.21

oncerned with the holidays in a week. Whethe

corded in the Weekly Off Master file.

form:

t” icon on the top of the screen

n

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nagement data

e Year, and a

.

r the day off was



38

Weekly Off Details Fields Table:

Weekly Off:

Select Row

Week Days

Full/Half Day

Weeks

Check the appropriate week dabeen entered, click the “Save”

Master file (Refer to HR Module



ACTION

<<Check Box>>

<<Free Text, Auto-

Generated>>

<<Drop Down to be selected

from Fixed List>>

<<Check Box>>

s in the form. Once the days in the Weekly Off button. The Weekly Off details are saved in

Image 1.22).

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Master file havethe Weekly Off



39

To cancel any detail entered, c


2.7 Daily Attendance

The Daily Attendance Master

attendance record. Factors su

reporting for work, the employ

the In Time, etc. are considered.

To access the Daily Attendance

i.) Select the “HR Managem

ii.) Select the “Daily Attenda


lick the “Cancel” button. A message is display

).


form is used to store the details of an

h as the time zone of the country where

e code, the date at which the employee is re

aster form:

ent” icon on the top of the screen

nce” icon

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ed to this effect

mployee’s daily

the employee is

orting for work,




Daily Attendance Details Fields Table:

ACTION

Daily Attendance Details:

STD Time <<Numeric, Drop Down toselected from Shift Master>>

Employee Code <<Alphanumeric, Drop Down

to selected from Employee

Master, Mandatory Field>>

Date <<Numeric, to selected using

Date Selector, Mandatory

Field>>

Time <<Numeric, to selected using

Date Selector, Mandatory

Field>>

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).



41

2.8 Change Shift

The Change Shift Master file sto

Details such as to which employ

“End Date” of that particular sh

3rd Shift”, etc. are stored in the

Add:

To access the Change Shift Mast


ii.) Select the “Change Shift”



res all information about the change of shift fo

ee the particular shift was assigned to, the “St

ift routine, as well as the Shift List such as “1s

Shift Change Master file.

er form:


icon

ll rights reserved

r the employees.

rt Date” and the

t Shift, 2nd

Shift,



42

Shift Details Fields Table:

Change Shift:

Assigned To

Start Date

Finish Date



ACTION


from Shift Master, Mandatory

Field>>


using Date Selector>>



ll rights reserved




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).



44

Search/Edit:

In case the shift details are alre

be directly accessed by using th



dy present in the Change Shift Master file, the

Search/Edit facility.

ll rights reserved

n the details can



45

Click on the name given in the t

in Shift, click on the “Add New

Module Image 1.27).

2.9 Leave Application

In case any urgent work has c

arbitrarily at the drop of a hat.

employee accesses any privilege

being one of them. Unless the e

other genuine reason for whic

employee has to apply for leav

advance to the HR Departmentthe Leave End Date.



able to access the Change Shift details. To add

ow” icon at the top left-hand corner of the t

me up and the employee has to take leave,

In any organization, there is a certain proced

or facility that the organization provides, the

ployee has been stricken with fever, there is

he is not in a position to give a prior leav

via the official channel This Leave Applicatio

detailing the reason for taking leave, the Leav

ll rights reserved

any new Change

ble (Refer to HR

he cannot leave

ure by which an

equest for Leave

casualty, or any

intimation, the

is submitted in

e Start Date and



46

Add:

To access the Leave Application


ii.) Select the “Change Shift”


Master form:


icon and then the “Add” icon


ll rights reserved




Leave Application Details Fields Table:

ACTION

Leave Application:

General Details:

LA/OD No. <<Free text, Editable>>

LA/OD Date <<Numeric, To be selected


Mandatory Field>>

Employee <<Drop Down to be selected

from Employee Master,

Mandatory Field>>

Department <<Auto-generated, Read Only,

Mandatory Field>>

Generated automatically

depending on the Employee

chosen

Designation <<Free Text, Editable>>

Type of Leave <<Drop Down to be selected

from Leave Master,

Mandatory Field>>

From Date <<Numeric, To be selected


Mandatory Field>>

To Date <<Numeric, To be selected


Mandatory Field>>

Leave/Out Door <<Drop Down to be selected

from Leave Master>>

Reason <<Free Text, Editable>>




Leave Details:

Leave OD/Name <<Free Text, Auto-

Generated>>

Days Allow <<Numeric, Auto-Generated>>

Leave/OD Taken <<Numeric, Auto-

Generated>>

Balance <<Numeric, Auto-

Generated>>

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.



49

After selecting the particular s

Module Image 1.29).

A list of Leave Application Date

Leave Application No, Employe

Image 1.30).



earch criterion, click on the Search/Edit butt

s is displayed which contains all the Leave D

Name, Start Date, To Date, Status, etc (Ref

ll rights reserved

on (Refer to HR

tails such as the

r to HR Module



50

Click on any of the names in t(Refer to HR Module Image 1.28

To add any new leave applicatio

corner of the table (Refer to HR

2.10Leave Approval/Reje

Once an employee has sent an

HR department evaluates the

reason is valid, as to how many

avail of the leave officially or

company will reimburse the salleave. This is called as Paid Leav

salary for that particular day w

Unpaid Leave or more informall



he list to view the details of that particular l).

ns to the list, click the “Add New Row” icon at

Module Image 1.30).

tion

pplication for leave, it is forwarded to the HR

grounds on which the employee has taken l

leaves are pending for that employee, and als

not. In case the leave can be availed of of

ry of that employee for that particular day we. In case there is no leave pending for the e

en the employee has taken leave is deducted

, Leave Without Pay.

ll rights reserved

eave application

he top left-hand

or approval. The

eave, and if the

whether he can

icially, then the

en he has takenployee, then the

. This is called as



51

To access the Leave Approval M


ii.) Select the “Leave Approv

i.) Pending:

The leave application is still un

Leave Application which has b

select the “Pending Icon”. The

options (Refer to HR Module Im

Employee Name Wise: The sear

Employee Code Wise: The searc

LANo.Wise: The search can be d


aster form:


al” icon

der consideration and is pending approval. T

en pending, follow steps i.) and ii.) as given

ending approval status can be searched based

ge 1.31):

ch is done based upon the name of the employ

h is done based upon the ID number of the em

one on the basis of the LANo (Leave Applicatio


ll rights reserved

o search for the

above, and then

upon 3 possible

ee.

loyee.

No).



52

Once the particular search opti

Wise, or LANo. Wise), and the


To get a list of all the leaves ava

given, simply click on the “SearModule Image 1.32).

Click on any of the names disp

Module Image 1.33).


on has been selected (Employee Name wise,

etails have been entered, click on the Search

iled of, without entering any information in th

ch” button. A list of Pending Leaves is displa


layed to get the details of that leave applicat

ll rights reserved

Employee Code

button (Refer to

e search options

ed (Refer to HR

ion (Refer to HR



53

To update the details in the lea

“Save” button.

To delete the entire leave applic

To cancel any information ente

Image 1.33).

ii.) Approved:

Once the Leave Application has

avail of the leave requested. As

application, the same procedurapplication as well.



e application, make the appropriate changes a

ation, click the “Delete” button.

ed in the form, click the “Cancel” button (Ref

been approved of by the persons concerned, t

has been mentioned before while searching a

has to be followed while searching for an “

ll rights reserved

nd then click the

er to HR Module

e employee can

“Pending Leave”

pproved Leave”



54

To search for the status of all th

without selecting any option (R

click the “Cancel” button.

A list of the Approved Leave A

employee name, the applicatio

of days for leave, etc (Refer to H


approved leave applications, click the “Searc

efer to HR Module Image 1.34). To cancel the

HR Module Image 1.34plications is displayed detailing the Leave Ap

date, the “From Date” and “To Date”, the le

R Module Image 1.35).

ll rights reserved

” button directly

details entered,

plication No, the

ve type, the no.



55

Click on the particular leave app

1.36).



lication in the table to get its details (Refer to

ll rights reserved

R Module Image



56

iii.) Rejected:

The Leave Application has be

requested. As has been mentio

same procedure has to be foll

well.

To search for all the rejected l

option (Refer to HR Module Ima



en rejected, and the employee cannot av

ed before while searching a “Rejected Leave”

wed while searching for an “Approved Leav

aves, click the “Search” button directly with

ge 1.37).

ll rights reserved

il of the leave

application, the

” application as

ut selecting any



57

To cancel the details entered, cli

A list of Leave Applications is d

names displayed to get the deta


ck the “Cancel” button.


isplayed (Refer to HR Module Image 1.38).Cli

ils of that leave application.

ll rights reserved

k on any of the



58

To reject any Leave Application,

1.36).



click the check box next to “Reject” (Refer to

ll rights reserved

R Module Image




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 andnet 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.) Select the “Rules” icon on the top of the screen

ii.) Select the “Professional Tax Rule” icon

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



60

Click on any of the state name

that state (Refer to HR Module I



in the list displayed to access the profession

mage 1.40).

ll rights reserved

al tax details for



61

Professional Tax Details Fields T

General Details:

State Name

From Date

To Date



able:

ACTION


from State Master ,

Mandatory Field >>


using Date Selector,Mandatory Field>>


ll rights reserved





Mandatory Field>>

Professional Tax Details

Fields Table:

From <<Numeric, Editable>>

To <<Numeric, Editable>>

Amount <<Numeric, Editable>>


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 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).



63

3.2 Provident Fund

Provident Fund (PF) Rule Maste

Provident Fund is the fund whic

the time he has worked along

percentage of his salary, and i

originally set up in a bid to pr

often, people find that the gold

and dependency on relatives or

individual with dignity and securTo access the Provident Fund Ru

i.) Select the “Rules” icon o



r:

h is composed of the contributions made the

ith an equal contribution by his employers. It

returned to him on his retirement. The pro

ovide monetary security to employees when

en years of their life are years marked by fina

children. The provident fund is designed to pr

ity.le Master form:

the top of the screen

ll rights reserved

employee during

is calculated as a

vident fund was

they retire. Too

ncial inadequacy

vide the retiring



64

ii.) Select the “Provident Fu

PF Rules Details Fields Table:

PF Rule Details:

PF Establishment Code No

PF Account Group No

PF Limit(Salary limit applicable


d (P.F) Rule” icon


ACTION

<<Alphanumeric, Editable,

Mandatory Field>>

<<Alphanumeric, Editable,

Mandatory Field>>

<<Numeric, Editable,

ll rights reserved




for PF) Mandatory Field>>

Employees Contribution <<Numeric, Editable,

Mandatory Field>>

Employer Contribution <<Numeric, Editable,Mandatory Field>>

Pension Fund Contribution <<Numeric, Editable,

Mandatory Field>>

Whether ESIC Applicable <<Drop Down to be selected

from Fixed List , Mandatory

Field>>

Salary limit of ESIC <<Numeric, Editable,Mandatory Field>>

ESIC Percentage <<Numeric, Editable,

Mandatory Field>>


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.



66

The L.W.F Master File stores all

and the corresponding contribu

make.

To access the Provident Fund Ru

i.) Select the “Rules” icon o

ii.) Select the “Labor Welfar


the details pertaining to the salaries that the

ion towards the Labor Welfare Fund that the

le Master form:

the top of the screen

Fund Rule” icon


ll rights reserved

employees draw

mployee should




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

Employee’s Contribution


Mandatory Field>>

Employer’s Contribution


Mandatory Field>>

Salary greater than Rs. 3000

per annum

Employee’s Contribution


Mandatory Field>>

Employer’s Contribution <<Numeric, Editable,

Mandatory Field>>

Frequency <<Drop Down to be selected

from Fixed List>>

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).





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:


ii.) Select the “Bonus Rule” Master icon



69

Bonus Details Fields Table:

Bonus Rule:

General Details:

Percentage of Bonus

Salary Head

Other Details Fields Table:

Bonus Date

Maximum Amount of Bonus



ACTION


Mandatory>>

<<Check Box>>



Mandatory Field>>


ll rights reserved




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 aresaved in the Bonus Rule Master file (Refer to HR Module Image 1.45).


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 foreach 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:


ii.) Select the “Attendance Management” icon



71

Attendance Management Detai

Attendance Details:

General Details:

Time Limit (Late Arrival or

Early Departure) in one day

Buffer for Short/Late

attendance



ls Fields Table:

ACTION


from Fixed List, Mandatory

Field>>


Mandatory Field>>

ll rights reserved




Maximum No. of days in a

month


Mandatory Field>>

Half day consideration if

latecoming exceeds maximumlimit allotted



Field>>

Salary Calculation <<Drop Down to be selected


Field>>


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 ModuleImage 1.44).


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 tocountry and between different economic sectors.



73

The Overtime (OT) Rule Maste

Overtime rule has to be enforc

the minimum time to consider b

overtime salary, etc.

To access the Overtime (OT) Rul

i.) Select the “Rules” ico

ii.) Select the “Overtime


r file stores all the details pertaining to the

d, the maximum amount of overtime permis

efore billing it as overtime, whether there is a

e form:


(OT) Rule” icon


ll rights reserved

Date when the

ible in a month,

ixed or a flexible




Overtime (OT) Rule Details Fields Table:

ACTION

Overtime Rule Details:

Overtime Implementation

Date



Mandatory Field>>

Maximum Overtime per

month


Mandatory Field>>

Minimum time to be

considered for Overtime


Mandatory Field>>

Extra Hours to be consideredto calculate Overtime

<<Numeric, Editable,Mandatory Field>>

Amount for Overtime <<Drop Down to be selected

from Fixed List>

Yes/No option to be selected

Salary for Multiples of

Overtime


Mandatory Field>>


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).





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 payrolland 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

ii.) 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.




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.) Select the “Payroll” icon on the top of the screen

ii.) Select the “Grade Master” icon and then the “Add” icon



77

General Details Fields Table:

General Details:

Grade Name

OT Formula

Salary Details:

Code No.

Salary Head



ACTION

<<Free Text, Editable,

Mandatory Field>>

<<Free Text, Editable>>

<<Numeric, Auto generated>>

<<Numeric, Editable>>

ll rights reserved




Amount/Formula <<Numeric, Editable,

Mandatory Field>>

Include <<Check Box>>

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).



79

A list of all the Grade Names pr

Image 1.49).



sent in the Grade Master file is displayed (Ref

ll rights reserved

er to HR Module



80

Click on any of the Grade Name

1.47).

4.2 Employee Master

In any large organization having

track down the details related

Employee Master file is maintai

the Employees working in the O

an Employee Code and a file is

that particular employee. hisobtain all the data if need be

Employee Code, Company and



s displayed to access all the details (Refer to H

a huge number of employees, it becomes a hu

to any particular employee. Now, it is for thi

ed. The Employee Master file stores informati

rganization. When an employee joins any com

ade with this code which contains all the relev

emarcation in the employee structure helpsabout that particular employee. The details

Branch Details, Department, Designation, A

ll rights reserved

R Module Image

mongous task to

s reason that an

on relevant to all

pany, he is given

ant details about

to identify andmay include the

pointment and



81

Resignation Date (in case he is n

Permanent),Family Details, Bank

Add:

To access the Employee Master

i.) Select the “Payroll” icon

ii.) Select the “Employee Ma

A single form is displayed which

Employee Details:


o longer n service),Telephone No, Address (bot

Account Details, Salary Details, Qualification e

orm:

on the top of the screen

ster” icon and then the “Add” icon

stores all the details of the employee. These ar


ll rights reserved

h temporary and

tc.

e as follows:



82

Personal Details:


HR Module Image 1.50(a)

ll rights reserved



83

Bank Account Details:


HR Module Image 1.50(b)

ll rights reserved



84

Salary Details:

Qualificat


HR Module Image 1.50(c)

ion Details:

ll rights reserved



85

Employee Details Fields Table:

Employee Details:

Employee Code :

Company Employee Code

Employee Name

Alias

Branch

Category

Photo

Department


HR Module Image 1.50(d)

ACTION

<<Alphanumeric, Editable>>






Employee ph

uploaded


ll rights reserved

to to be




Date of Joining <<Numeric, Editable>>

Designation <<Free Text, Editable>>

Probation Period <<Numeric, Editable>>

Local Address <<Free Text, Editable>>

Date of Appointment <<Numeric, Editable>>

Resignation Date <<Numeric, Editable>>

Permanent Address <<Free Text, Editable>>

Leaving Date <<Numeric, Editable>>

Leaving Reason <<Free Text, Editable>>

Phone No. 1 <<Numeric, Editable>>

Phone No. 2 <<Numeric, Editable>>

With Effect from Date <<Numeric, Editable>>

Email Address <<Alphanumeric, Editable>>

Personal Details Fields Table:

ACTION

Personal Details:

Gender <<Free Text, Editable>>

Cast <<Free Text, Editable>>

Date of Birth <<Numeric, Editable>>

Birth Place <<Free Text, Editable>>




Blood Group <<Free Text, Editable>>

Languages <<Free Text, Editable>>

Marital Status <<Free Text, Editable>>

Anniversary Date <<Numeric, Editable>>

Family Details:

Father's Name <<Free Text, Editable>>


Mother's Name <<Free Text, Editable>>


Spouse Name <<Free Text, Editable>>


Bank Account Details Fields Table:

ACTION

Bank A/c Details:

Bank Name <<Free Text, Editable>>

A/c No <<Numeric, Editable>>

ATM Card No. <<Numeric, Editable>>

Credit Card No. <<Numeric, Editable>>

P. F. No. <<Alphanumeric, Editable>>

E. S. I. C. No. <<Numeric, Editable>>




Company Name <<Free Text, Editable>>

P. A. No. <<Numeric, Editable>>

Renewal Date <<Numeric, Editable>>


Mediclaim No. <<Alphanumeric, Editable>>



Gratuity No. <<Alphanumeric, Editable>>



G.I No. <<Numeric, Editable>>



E.D.L.I No. <<Alphanumeric, Editable>>


Last Medical Checkup Date <<Numeric, Editable>>

Next Medical Checkup Due

Date


Employee Salary Details Fields Table:

ACTION

Employee Salary Details:




PF.A/C No <<Alphanumeric, Editable>>

Grade <<Alphanumeric, Editable>>

Conveyance Rate Per Day <<Numeric, Editable>>

OT Formula <<Free Text, Editable>>

Minimum Wages <<Numeric, Editable>>

Washing Rate Per Day <<Numeric, Editable>>

Education Rate Per Day <<Numeric, Editable>>

Consider attendance for

Salary Calculation

<<Check Box>>

Qualification Details Fields Table:

ACTION

Qualification:

Details <<Free Text, Editable>>

Total Experience <<Numeric, Editable>>

Last Employer:

Name <<Free Text, Editable>>

Address <<Free Text, Editable>>

Phone No <<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).



90

To cancel any detail entered; cli

Search/Edit:

The search can be carried out o

Image 1.51):

Employee Code Wise: The searc


To search for all the employees,



k the “Cancel” button. The information entere

n the basis of three types of Leave Status (Ref

h is done based upon the ID number of the em



click the “Search” button directly without sel

).

ll rights reserved

is reset.

er to HR Module

loyee.

ee.

cting any option



91


A list of all the Employees prese

Image 1.52).

Click on any of the Employee


To add any new employee to th

table.

There is also an “Edit” button w

is used to make any sort of up

make the appropriate changes,



ck the “Cancel” button.

nt in the Employee Master file is displayed (Ref


ames displayed to access all the details abou

).

list, click the “Add New” icon at the top left h

ich has been provided throughout the form. T

ates to the fields present in the form. Click t

and then click the “Save” button to save th

).

ll rights reserved

er to HR Module

t that employee

nd corner of the

his “Edit” button

e “Edit” button,

e changes made



92

To delete the employee details

to this effect (Refer to HR Modu



ltogether, click on the “Delete” button. A mes

le Image 1.54).

ll rights reserved

sage is displayed



93 © 2010 eresource Infotech Private Limited. A


ll rights reserved



94

4.3 Payroll

The payroll facility is concerned

the attendance record of the e

taxes in to consideration.

Generate Salary:

The generate salary facility has

given month.

To access the Payroll form:


ii.) Select the “Payroll” icon


with generating the salary at the end of each

ployee, and also taking into account any perks

been provided to generate the salary of the e


and then the “Generate Salary” icon

ll rights reserved

month based on

, overheads, and

mployee for any



95

The salary generation can be car

Month Wise: The salary generat

Employee Name: The name of t

.

Select the appropriate options

“Generate Salary” button (Refer

The list of employees, their sala

and deduction for the month is



ried out as follows:

ion is done based upon the month.

e person who is generating the salary

or the “Month” and the “Employee Name”, a


ries, the month and year, leaves taken, as wel

isplayed (Refer to HR Module Image 1.56).


ll rights reserved

d then click the

l as total earning



96

Click on any of the employee

employee for the month (Refer

the list, click the “Add New” ico

Any sort of modification which

made here (Refer to HR Mod“Recalculate” button, and then

on the “Edit” button. A messa

Module 1.58).


names given to get the complete salary br

o HR Module Image 1.57). To add any new em

at the top left-hand corner of the table.


may be required to recalculate the employ

le 1.58). Once the modifications have beenclick the “Save” button. To migrate to the pa

e is displayed to this effect, which is as follo

ll rights reserved

akdown of that

ployee payroll to

e salary can be

made, click theroll screen, click

ws (Refer to HR



97

The updated details are saved

changes made to the form.

To delete the payroll record of

Image 1.59).



in the Payroll table. Click the “Cancel” butt

that employee, click the “Delete” button (Ref

ll rights reserved

n to cancel any

r to HR Module



98

Salary Register:

The Salary register maintains th

in the year.

To access the Payroll form:


ii.) Select the “Payroll” icon



e entire records of the Salaries of all employe


and then the “Salary Register” icon

ll rights reserved

s for all months



99

To search for the Salary Regist

name of the employee and then

details entered, click the “Canc

simply click the search button1.60).

A list of all the employees, th

earning and deduction for all t

1.61).


er of a particular employee for a particular

select the month in question from the month l

el” button. If, in case, no search parameter i

ithout entering any information (Refer to H


ir salaries, the month and year, leaves taken

e months of the year is displayed (Refer to H

ll rights reserved

onth, enter the

ist. To cancel the

to be selected,

R Module Image

, as well as total

R Module Image



100

Click on any of the employee

particular month (Refer to HR M

4.4 Loan Management

4.4.1 Loan Request Entry

Firstly, what is a loan?

A loan is a type of debt

financial assets over tim

In a loan, the borrower

principal, from the lendmoney to the lender a

installments, or partial r

The loan is generally p



names given to get the complete salary br

odule Image 1.57).

. Like all debt instruments, a loan entails the

, between the lender and the borrower.

initially receives or borrows an amount of m

r, and is obligated to pay back or repay ant a later time. Typically, the money is paid

payments, in an annuity, each installment is t

ovided at a cost, referred to as interest on

ll rights reserved

akdown for the

redistribution of

oney, called the

qual amount of back in regular

e same amount.

the debt, which




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:


ii.) Select the “Loan Request” icon and then the “Add” icon



102

Fill in the form details in

the details of the Loan R

To cancel the details en

1.62)

Loan Request Details Fie

Loan Application:

Loan Request Details:

Loan Requirement ID



luding all the Mandatory Fields (marked by re

quest file have been entered, click the “Save”

tered, click the “Cancel” button. (Refer to H

lds Table:

ACTION

<<Free Text, AutoGenerated,

Mandatory Field>>

ll rights reserved

asterisks). Once

utton.

Module Image




Loan Request Date <<Numeric, To be

selected using Date

Selector, Mandatory

Field>>

Employee Name <<Drop Down to be

selected from

Employee Master,

Mandatory Field>>

Employee Code <<Drop Down to be

selected from

Employee Master,

Mandatory Field>>

Department <<Drop Down to be

selected from

Employee Master,

Mandatory Field>>

Designation <<Drop Down to be

selected from

Employee Master,

Mandatory Field>>

Basic Salary <<Numeric, Editable,Mandatory Field>>

Period of Service <<Numeric, Editable>>

Requested Loan

Amount


Proposed

Disbursement Date

<<Numeric, To be

selected using Date

Selector, MandatoryField>>

Prepared By <<Drop Down to be




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 employeii.) 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 cancelthe search, click the “Cancel” button



105

A list of all the

Module Image 1.64).



loans requested by the employees is display

ll rights reserved

ed (Refer to HR



106

Click on any of the nam

that particular loan appli

To add any new loan re

above the Loan Request

Image 1.64).

4.4.2 Loan Approval

Once the loan has been

by the higher authoriti

different organizational

approval has been o

disbursements of the lowhich interest will be ch

from the monthly salar

retrieved by the organ


HR Module Image1.64

s displayed in the loan list to access all the in

cation (Refer to HR Module Image 1.62).

uest to the existing list, click the “Add New”

list at the top left hand corner of the table (Re

sanctioned by the HR Department, it is submi

s in the organization. This hierarchy varies

policies and thus cannot be the same for eve

tained, the HR department gets busy

n. The loan will be given in a lump sum maarged on the loan taken, the amount of capita

y, and the time period in which the entire

ization, is calculated. Each loan request is

ll rights reserved

formation about

icon located just

er to HR Module

ted for approval

ccording to the

ryone. Once the

ith the actual

ner. The rate atl to be deducted

loan has to be

given a unique



107

Identification Number (L

be made to loan reques

loan details whenever r

made to the employee.

The Loan Approval form

Request ID, the name of

the rate of interest on t

the loan (whether pendi

the loan details, click the

click the “Done” button

saved in the Loan Reque

4.4.3 Loan Management

Since any organization c

facility, it becomes a h

employee. The Loan ma


oan Request ID), and whatever changes or mo

, it is done using this ID. This also helps in eas

quired. Once all the paper-work is done, the

HR Module Image 1.65gives all the details about the loan taken in

the Employee who has availed of the loan, t

e loan, the person who has sanctioned the lo

ng, approved, or rejected), etc. To make any

Loan ID number, and once the modifications

(Refer to HR Module Image 1.65). The update

t File.

ntains a number of employees, a lot of whom

umongous task to manage all of the loan

agement facility does exactly this task. It ma

ll rights reserved

difications are to

ily retrieving the

loan payment is

luding the Loan

e Loan Amount,

an, the status of

modifications on

ave been made,

loan details are

avail of the loan

details for each

ages the details




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 amountof information about the loans taken becomes a cakewalk.

Add:

To access the Loan Management form:


ii.) Select the “Loan Management” icon and then the “Add” icon



109

Loan Management Detai

Loan Details:

General Details:

Employee Name

Loan Request ID



ils Fields Table:

ACTION

<<Drop Down to be

selected from

Employee Master,Mandatory Field>>

<<Drop Down to be

ll rights reserved




selected from

Employee Master,

Mandatory Field>>

Interest Rate on Loan <<Numeric, Editable>>

Amount of Loan

sanctioned


Description <<Free Text,

Editable>>

Date on which Loan is

sanctioned

<< Numeric, To be

selected using Date

Selector, Mandatory

Field>>

Type of Deduction <<Drop Down to be

selected from Fixed

List, Mandatory

Field>>

Deduct amount for

Installment


No. of Installments <<Numeric, Editable>>

Month from which theInstallment is going to

start

<<Drop Down to beselected from Fixed

List , Mandatory

Field>>

Installments:

Month-Year <<Free Text, Auto-

Generated>>

Installments <<Numeric, Auto-Generated>>

Paid <<Numeric, Auto-




Generated>>

Forward <<Free Text, Auto-

Generated>>

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.



112

In case a list of all thebutton without entering

To cancel the search, clic

A list of the employees

Amount taken, the Des

installments to be paid,

or Yearly) and the month



Loan details has to be obtained, then just clany information.

k the “Cancel” button (Refer to HR Module Ima

who have availed of the loan facility, alon

ription, the Sanction date, the amount dedu

he type of deduction( whether Monthly, Quar

of deduction is displayed (Refer to HR Module

ll rights reserved

ick the “Search”

ge 1.67).

g with the Loan

cted, the no. of

erly, Half-Yearly,

Image 1.68).



113

Click on any of the nam(Refer to HR Module Ima

4.4.4 Forward Instalment

The installment forward is a pro

forward to the next month of la

Let us consider in this case.

Rs.45000.The loan has to be p

month, an amount of moneytaken. However, if a situation a

current month (for e.g. May-201



s in the list to access the complete details of ge 1.66).

vision given so as to enable any installment ta

t installment.

Suppose that an employee, say “X” has

aid back in 12 months (May-2010 to Apr-20

s. 3750 with interest is to be paid back forises wherein “X” is not able to pay the said lo

0), then he can make the payment the next m

ll rights reserved

the loan availed

en to be carried

aken a loan of

11). Now, every

he loan “X” hasn amount in the

nth, i.e. the loan



114

installment will be carried forw

“Installment Forward”. Consequ

The Installment Forward Maste

Request ID, and the month to


Installment Details Fields Table

Forward Installment Det

General Details:


rd to the next month (i.e. May-2011). This pro

ently, the loan time-period will also be increas

file stores the details pertaining to the Empl

hich the current installment has to be forwa


:

ACTION

ails:

ll rights reserved

cess is known as

d to 13 months.

yee ID, the Loan

ded to (Refer to





selected from

Employee Master,

Mandatory Field>>

Loan Request ID <<Drop Down to beselected from Loan

Request Master,

Mandatory Field>>

Forward in next Month <<Drop Down,

Mandatory Field>>

Select the particular

month of the year

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).Tocancel the details entered, click the “Cancel” button. The information entered is reset.

4.4.5 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.

ii.) Setting off the installments or in other words, decreasing the balance loan

amount to be paid

iii.) Decreasing the interest rate as a whole

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



116

General Details Fields Ta

Additional Amount Deta

General Details:

Employee Name

Loan Request ID



ble:

ACTIO

ils:

<<Drop Down to be

selected from

Employee Master,

Mandatory Field>>

<<Drop Down to be

selected from Loan

ll rights reserved




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:


ii.) Select the “Loan Advance” icon and then the “Add” icon



118

Advance Details Fields Table:

Advance Details:

General Details:

Employee Name

Advance Amount

Date on which the Advance

Amount was taken

All the details in the form are

details have been entered, Click

Loan Management Master file (



ACTION


from Employee Master,

Mandatory Field>>


Mandatory Field>>



andatory fields and have to be filled. Once t

the “Save” button. The Loan Advance details

efer to HR Module Image 1.71).

ll rights reserved

e Loan Advance

are saved in the



119


Search/Edit:

The search for any existing adv(Refer to HR Module Image 1.72


Date Wise: The search is done

taken.


ck the “Cancel” button. The information enter

nce payment can be carried out on the basis):



based upon the time period during which t

ll rights reserved

d is reset.

of the following

ee.

he advance was



120

To search for the names of all

button directly without selectin

details entered, click the “Cance

A list of the employees who hav

the advance amount itself, is dis

also provided by means of the

table (Refer to HR Module Ima



he employees who have taken an advance, c

g any option (Refer to HR Module Image 1.7

l” button.


e taken an advance, the date when the amoun

played. A facility to add the details of any new

“Add New Job” icon located at the top left-ha

ge 1.73). Click on this icon to access the Loa

).

ll rights reserved

lick the “Search”

). To cancel the

t was taken, and

advance detail is

nd corner of the

n Advance form




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.) Select the “Recruitment” icon on the top of the screen

ii.) Select the “Resume Posting” icon and then the “Add” icon



122

Resume Posting Details Fields

Resume Post:

Reference No.

Date



able:

ACTION

<<Numeric,

Editable, Mandatory

Field>>

<<Numeric, To be

selected using DateSelector, Mandatory

Field>>

ll rights reserved




Application for the

post of

<<Drop Down to be

selected from User

List,>>

Personal Details:

Name and Title <<Free Text,

Editable>>

Address (With Pin

Code)

<<Alphanumeric,

Editable>>

Email Address <<Alphanumeric,

Editable>>

Phone(Res) <<Numeric,Editable>>

Phone(Work) <<Numeric,

Editable>>

Mobile <<Numeric,

Editable>>

Date of Birth <<Numeric, To be

selected using Date

Selector>>

Present Employment:

Post Held <<Free Text,

Editable>>

Date Appointed <<Numeric, To be

selected using Date

Selector>>

Salary(Per Month) <<Numeric,

Editable>>




Other Benefits <<Free Text,

Editable>>

Notice Required (in

Days)

<<Numeric,

Editable>>

Name and Address of

the Employer

<<Free Text,

Editable>>

Email of the HR Dept. <<Alphanumeric,

Editable>>

Duty details of post

held at present

<<Free Text,

Editable>>

PreviousEmployment:

From Date <<Numeric, To be

selected using Date

Selector>>

To Date <<Numeric, To be

selected using Date

Selector>>

Employer’s Name andAddress

<<Free Text,Editable>>

Post held and Main

Function

<<Free Text,

Editable>>

Reason for Leaving <<Free Text,

Editable>>

Education Details:From Date <<Numeric, To be

selected using Date

Selector>>





selected using Date

Selector>>

Name of Institution <<Free Text,Editable>>

Qualification obtained <<Drop Down to be

selected from User

List>>

Grade/Class <<Drop Down to be

selected from User

List>>

Training Details:


selected using Date

Selector>>


selected using Date

Selector>>

Name of Institution <<Free Text,Editable>>

Title & Nature of

course

<<Free Text,

Editable>>

Membership of

Professional

Institutions/Societies:

Admission Date <<Numeric, To beselected using Date

Selector>>




Name of Institution <<Free Text,

Editable>>

Class of Membership <<Free Text,

Editable>>

Driving Requirement:

Current Driving

License

<<Radio button>>

License Endorsed <<Radio button>>

Passport

Requirement:

Valid Passport Holder <<Radio button>>

Passport Number <<Alphanumeric,

Editable>>

Validity Period <<Numeric, To be

selected using Date

Selector>>

Additional

Information:

<<Free Text,

Editable>>

Health Information:

Medical Condition <<Radio button>>

Rehabilitation of

offenders act:

Conviction <<Radio button>>

Details of Conviction <<Numeric, To be

selected using Date

Selector>>




References:

Name and Capacity <<Free Text,

Editable>>

Address <<Free Text,

Editable>>

Email <<Alphanumeric,

Editable>>

Phone No. <<Numeric,

Editable>>

Interview Date:

Future Date Details <<Numeric, To be

selected using Date

Selector>>

Weekly hours of work <<Numeric,

Editable>>

Other Details:

Approved By <<Drop Down to be

selected from UserList>>


selected from User

List>>

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 completely delete the resume details, click on the “Delete” button.



128

Any extra additional informatio

button. The information in the t

To delete the records in

Search/Edit:

To search for a Resume from a

used. Click on the “Search” but

1.75).

Click on any of the Reference N

Image 1.74).

To add the details of any new re

hand corner of the table (Refer


(such as extra qualification, etc.) can be adde

bles can also be edited using the “Edit” functi

he tables, click the “X” button.

list of Resumes already present, the Search/E

ton. A list of Resumes is displayed (Refer to H


s. given to access that particular Resume (Ref

sume, click the “Add New Resume” icon locat

o HR Module Image 1.75).

ll rights reserved

using the “Add”

n.

it facility can be

R Module Image

er to HR Module

d at the top left-




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:


ii.) Select the “Resume Evaluation” icon and then the “Add” icon



130

Click on any of the Eval Nos. giv

Module Image 1.76)

Resume Evaluation Details Fiel

Resume Evaluation:

Candidate Details:



n to access that particular Evaluated Resume (

s Table:

ACTION

ll rights reserved

efer to HR




Eval No. <<Alphanumeric,

Editable>>

Name of Candidate <<Drop Down to be

selected from

Resume PostingMaster, Mandatory

Field>>

Profile of Candidate <<Free Text,

Editable>>

Designation <<Free Text,

Editable>>

Reference <<Free Text,Editable>>

Evaluation Details:

Evaluation Criteria <<Drop Down to be

selected from

Resume Posting

Master>>

Grade <<Drop Down to be

selected fromResume Posting

Master>>

Remarks <<Free Text,

Editable>>

Other Details:

Eval By <<Drop Down to be

selected fromResume Posting

Master>>




Approved By <<Drop Down to be

selected from

Resume Posting

Master>>

Date <<Numeric, To beselected using Date

Selector>>

Date <<Numeric, To be

selected using Date

Selector>>

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. Clickon the “Search/Edit” button. A list of Evaluated Resumes is displayed (Refer to HR Module

Image 1.77).



133

Click on any of the name

candidate (Refer to HR

resume, click the “Add N

to HR Module Image 1.7

5.3 Compare resume

Let us consider what Resume C

candidates who have been sho

possible to consider the resum

organization do? It compares th

criteria such as the Grade obtai

Interview, etc. Finally, after co

rejected.



s given in the list to access the details of that p

odule Image 1.76). To add the details of any n

ew” icon located at the top left-hand corner of

).

omparison with the help of an example. Supp

tlisted for 5 posts in an organization. Now, it

s of all the 10 candidates for just 2 posts. S

e Resumes of the candidates with on another

ed, his performance in the Written Test as we

sidering all these factors, the candidate is fi

ll rights reserved

rticular

wly evaluated

the table (Refer

ose there are 10

would be not be

, what does the

ased on various

ll as the Personal

nally selected or



134

Compare Resume Details Fields

Compare Resume

Details:

CR No.

CR Date

First Candidate

Second Candidate



Table:

ACTION

<<Alphanumeric,

Editable>>

<<Numeric, To be

selected using Date

Selector>>

<<Drop Down to be

selected from

Resume Posting

Master, MandatoryField>>

<<Drop Down to be

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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 thecandidate 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 andefficient manner.

Add:

To access the Resume Evaluation Master form:


ii.) Select the “Manpower” icon and then the “Add” icon



136

Manpower Details Fields Table:

General Details:

Number

Requested Date



ACTION

<<Alphanumeric,

Editable>>

<<Numeric, To beselected using Date

Selector>>

ll rights reserved





selected from

Resume Posting

Master, Mandatory

Field>>

Requested By <<Drop Down to be

selected from

Resume Posting

Master, Mandatory

Field>>

Requested for the

post of

<<Free Text,

Editable>>

No. of Persons <<Numeric,Editable>>

Qualification:

Sr. No. <<Numeric,

Editable>>

Education <<Free Text,

Editable>>

Experience <<Free Text,

Editable>>

Specialty <<Free Text,

Editable>>

Selection:

Upgraded existing

staff

<<Check Box>>

Selected from

available Resume

<<Check Box>>




data bank

Advertised <<Check Box>>

Others <<Check Box>>

Employed On <<Check Box>>

Head HRD <<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 delete any record completely, click the “X” button in the “Control” column. After adding the

new qualification details, click the “Save and Update” button. The new details are added to the

Qualification table (Refer to HR Module Image 1.79).

To add any new employee details, click the “Add New Employee” button located at the top left

hand corner of the Qualification table (Refer to HR Module Image 1.79).

Search/Edit:

To search the details of a particular Manpower Requirement, click the Search/Edit icon. A list of manpower requirements is displayed (Refer to HR Module Image 1.80). Click on any of the

numbers in the Numbers column to access the relevant information (Refer to HR Module Image

1.79).

To add any new manpower requirement details, click the “Add New Manpower Requirement”

icon located at the top left-hand corner of the Manpower Requirement list (Refer to HR Module

Image 1.80).





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6 TRAINING

The term training refers to the acquisition of knowledge, skills, and competencies as a result of

the teaching of vocational or practical skills and knowledge that relate to specific useful

competencies. In addition to the basic training required for a trade, occupation or profession,

observers of the labor-market recognize today the dire need to continue training beyond initial

qualifications. i.e. to maintain, upgrade and update the skills of an individual throughout his

working life. People within many professions and occupations may refer to this sort of training

as a professional development.

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 notbe 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.



141

Training Master Details Fields T

Training Master:

Training Category

Training Name



able:

ACTIO

<<Drop Down to be

selected from Training

Master>>

<<Free Text,

Mandatory Field>>

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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.


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.) Select the “Training” icon on the top of the screen

ii.) Select the “Training Plan Schedule” icon



143

Training Plan Schedule Details F

Training Plan

Schedule:

Planning Type

Plan Month


.


ields Table:

ACTI

<<Drop Down to be


Master>>

<<Numeric, To be

selected using Date

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N




Selector>>

Training Category <<Drop Down to be

selected from Userlist

>>

Training Name <<Auto generated,

Read Only>>

Depends on the name

given in Training

Master file.

Training Date <<Numeric, To be

selected using Date

Selector>>

Duration <<Numeric, Editable>>

Type <<Free Text,

Editable>>


Editable>>

Add <<Check Box>>

Reference Details <<Drop Down to be

selected from User

List>>


selected from User

List>>

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).




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.) Select the “Training” icon on the top of the screen

ii.) Select the “Training Request/Suggest” icon and then the “Add” icon



146

Training Request/Suggest Detai

Training Request /

Suggest:

TR No.



ls Fields Table:

ACT

<<Alphanumeric, Auto

Generated, Mandatory

ll rights reserved

ION




Field>>

TR Date <<Numeric, To be

selected using Date

Selector>>



Master>>



Master>>


selected fromEmployee Master>>


selected from

Employee Master>>

Requested By <<Drop Down to be

selected from

Employee Master>>

Training Name <<Auto generated ,Read Only>>

Depends on the namegiven in Training

Master file.

T Status <<Drop Down to be

selected from Fixed

List>>

Type <<Drop Down to be

selected from Fixed

List>>


Editable>>



148

Add

Reference Details:

Approved By

Prepared By

Fill in the details as mentioned

once the details have been filled


<<Check Box>>

<<Drop Down to beselected from User

List>>

<<Drop Down to be

selected from User

List>>

in the form (Refer to HR Module Image 1.83).

in (Refer to HR Module Image 1.84).


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A table pops up




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.


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.



150

In case a list of all the training

button without entering any inf



requested or suggested is to be displayed, c

rmation in the Search form (Refer to HR Modu

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lick the “Search”

le Image 1.85).



151

A list of all the trainings which

Training No, Date, Category, De

To add a new Training Request


Click on any of the names in the

Module Image 1.87).



ave been requested or suggested is displayed

artment, Employee Name, Requested By, etc.

to the list, click on the “Add New” icon at t

Module Image 1.86).

list to access the details of that Training Sche

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along with their

he top left hand

ule (Refer to HR



152

Once all the modifications have

would be modified accordingly i

To cancel the updating, click the

6.4 Training Assign

Any training schedule is conce

training. As we well know, an

planning, and it cannot be held

it does not require any pre-plan

type of intended audience (whtraining has to be imparted, a

training session, who the trainer



been made to the form, click the “Update” bu

the Training Request/Suggest file.

“Cancel” button (Refer to HR Module Image 1.

rned with all the modalities which are relev

sort of training which is to be implemente

on the spur of the moment, unless the trainin

ing at all. A Training Plan usually includes info

ther clerk or executive level),the subject matsuitable date where the audience will be ab

is supposed to be, his details, etc.

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tton. The details

87).

ant to assigning

d takes a lot of

is so trivial that

mation as to the

er on which thele to attend the



153

Now, the Training Assign sche

assigned, the Training Categor

training is to be started imme

imparted, etc.

Add:

To access the Training Assign for

i.) Select the “Training” ico

ii.) Select the “Training Assi


ule contains details of the date when the

and Status, Employee Names and Designati

iately or later, and the year in which the tr

m:


n” icon and then the “Add” icon


ll rights reserved

raining is to be

on, whether the

aining has to be




Training Assign Schedule Details Fields Table:

ACTION

Training Assign:

TAssign No. <<Alphanumeric, Autogenerated, Read

Only>>

TAssign Date <<Numeric, To be

selected using Date

Selector>>

Training Status <<Drop Down to be

selected from Fixed

List>>


selected from

Employee Master >>


selected from

Employee Master >>


selected from

Employee Master >>

Year <<Numeric, To be

selected using Date

Selector>>

Training Name <<Auto generated, Read

Only>>

Depends on the name

given in the Training

Master file.

Date <<Auto generated, Read

Only>>

Depends on the date


Master file.




Duration <<Auto generated, Read

Only>>

Depends on the date


Master file

Required <<Drop Down to be selectedfrom Fixed List>>

Trainer <<Free Text, Editable>>

Address <<Free Text, Editable>>

Remarks <<Free Text, Editable>>

Add <<Check Box>>

Reference Details:

Approved By <<Drop Down to be selected

from User List>>

Prepared By <<Auto generated, Read

Only>>

Fill in the Training Assign form and click the “Go” button (Refer to HR Module Image 1.88).



156

A table pops up which containsDuration, etc. and also the detai

well as the Check boxes (if nece

the “Training Assign” file.


Search/Edit:

In case the Training Assignment

details can be directly accessed

be searched based on the follo

i.)Employee Wise:



etails such as the Name of the Training, Statusls of the trainer such as his Name, Address, etc.

sary), and then click the “Save” button. The de

ck the “Cancel” button (Refer to HR Module Im

details are already present in the Training Ass

by using the Search/Edit facility. The Training

ing criteria.

ll rights reserved

, Type, Date,Fill the table as

tails are saved in

age 1.89).

ignment file, the

Assignment can




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.



158

A list of all the trainings which h

Category, Type, Employee Nam

names given to access the detail



ave been assigned is displayed along with their

e, etc. (Refer to HR Module Image 1.91). Cli

s.

ll rights reserved

Assign No, Date,

k on any of the



159

To add a new training assignme


6.5 Training Attendance

All trainings in any organizatio

these trainings are usually hel

mandatory that the attendance

these training sessions (unless t

construed as a negligent and la

very well reflect on the appraisa

Add:



nt to the list, click on the “Add New” icon at

Module Image 1.91).

are usually to be taken by the employees v

for the benefit of the employees in quest

at these trainings is always maintained. Failure

here is an absolutely genuine reason for the a

kadaisical attitude on the part of the employe

l of the employee in future.

ll rights reserved

he top left-hand

ery seriously, as

ion. Hence, it is

to attend any of

sence) is usually

e, and this could



160

To access the Training Attendan

i.) Select the “Training” ico

ii.) Select the “Training Atte

Training Attendance Details Fiel

Training Assign:

TAS No.


ce form:


dance” icon and then the “Add” icon


ds Table:

ACTION

<<Alphanumeric, Auto

generated, Read

Only>>

ll rights reserved




TAS Date <<Numeric, To be

selected using Date

Selector>>

Training Name <<Drop Down to beselected from Fixed

List>>


selected from

Employee Master >>


selected from

Employee Master >>

Int/Ext <<Free Text,

Editable>>

Trainer <<Auto generated,

Read Only>>

Depends on the name


Master file.

Date <<Auto generated,

Read Only>>

Depends on the date


Master file.

Duration <<Auto generated,

Read Only>>

Depends on the date


Master file

Required <<Drop Down to be

selected from Fixed

List>>

Trainer <<Free Text,Editable>>

Address <<Free Text,




Editable>>

Duration <<Auto generated,

Read Only>>

Attendance <<Auto generated,Read Only>>


Editable>>


Editable>>


selected from User List

>>

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.



163

A table pops up which contain

whether the training is Internal

table and then click the “Save” bcancel the details entered, click

Search/Edit:

In case a search has to be don

details, the Search/Edit facility c

the following criteria.

i.) Training Wise:

The training attendance is searc

ii.) Training TAS No. Wise:



s details such as the Name of the Employee,

External, the Address, Date, Duration, Attend

utton. The details are saved in the “Training Atthe “Cancel” button (Refer to HR Module Imag

or any updates have to be done to the Trai

an be used. The Training Attendance can be se

ed according to the name of the Training Sessi

ll rights reserved

his Designation,

nce, etc. Fill the

tendance file. To1.93)

ning Attendance

arched based on

on.



164


iii.) Date Wise:


In case a list of all the trainings a

entering any information in the

A list of the training attendance

etc. is displayed (Refer to HR M


ed according to the Training Assign (TAS) No.

ed according to the date when the training wa


ttended is to be displayed, click the “Search” b

earch form (Refer to HR Module Image 1.94).

consisting of the Assign No, Dates, Training Na

dule Image 1.95).

ll rights reserved

s imparted.

utton without

e, Remarks,



165

To add a new training attendan


Click on any of the names giv

training session (Refer to HR Mo



ce to the list, click on the “Add New” icon at

Module Image 1.95).

n in the list to access the attendance detail

dule Image 1.93).

ll rights reserved

he top left-hand

s of a particular



166

Once all the modifications have

would be updated accordingly i

To cancel the updating, click the



been made to the form, click the “Update” bu

the Training Attendance file.

“Cancel” button (Refer to HR Module Image 1.

ll rights reserved

tton. The details

96).




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 itsattendance 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, oran 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.



168

7.1 Import Data

Import data facilitates to Impo

eresoure ERP. Import file should

To access the Import Data form:

i.) Select the “Bridging” ico

ii.) Select the “Import Data


rt the attendance data retrieved from Atten

be in XLS format only.


icon


ll rights reserved

ance system to




Import Data Details Fields Table:

ACTION

Payroll Import Data:

General Details:

Import Sheet

Number

<<Auto-Generated,

Alphanumeric,

Mandatory Field>>

Import Sheet Date <<Numeric, To be

selected using Date

Selector>>

Attached ItemSpecification

<<Button>> File to be browsedfor

and then selected

Employee

Attendance Details:

Employee Name <<Free Text, Auto-

Generated,

Mandatory Field>>

Depends on the

import sheet

selected

Employee Code <<Alphanumeric,

Auto-Generated,

Mandatory Field>>

Depends on the

import sheet

selected

Punch Time <<Numeric,

Editable, Mandatory

Field>>

Work Day <<Free text,

Editable >>

Reference Details:

Prepared By <<Drop Down, To be

selected from User




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 asthe 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.) Select the Bridging icon from the top of the screen

ii.) Select the Import Work Days icon



171

Import Work Days Details Field

Payroll Import Workday

General Details:

Import Sheet

Number

Import Work Days

Date



Table:

ACTION

Data:

<<Auto-Generated,

Alphanumeric,

Mandatory Field>>

<<Numeric, To be

selected using Date

Selector, Mandatory

ll rights reserved




Field>>

Attached Item

Specification

<<Button>> File To be browsed

for and then

selected


selected using Date

Selector>>

Reference Details:

Prepared By <<Drop Down, To be

selected from User

List>>

Approved By <<Drop Down, To be

selected from User

List>>

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.) Select the “Bridging” icon from the top of the screen

ii.) Select the “Salary Configuration” icon and then the “Add” icon



173

Salary Configuration Details Fiel

Payroll Salary Configura

Month

Employee Code

Employee Name



ds Table:

ACTIO

ion:

<<Drop Down to be

selected from User

List>>



ll rights reserved




Grade <<Alphanumeric,

Editable>>

Month Days <<Numeric, Editable>>

CL <<Numeric, Editable>>

CO <<Numeric, Editable>>

PL <<Numeric, Editable>>

Holiday <<Numeric, Editable>>

C Days <<Numeric, Editable>>

Present Days <<Numeric, Editable>>

Paid Days <<Numeric, Editable>>

Incentive Hours <<Numeric, Editable>>

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).



175

.

Click on any of the names givemonth (Refer to HR Module Ima



n to access the Salary Configuration detailsge 2.03).

ll rights reserved

f that particular



176

Make the relevant modification

Salary Configuration details for t

To delete the Salary Configurat




s to the data and then click the “Update” butt

he employees.

ion details for the particular month, click the

).

ll rights reserved

n to update the

“Delete” button




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 datawhich 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.) Select the “Reports” icon on the top of the screen

ii.) Select the “Payroll Reports” icon

iii.) 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).



178

HR

The Loan Statement essentially

i.) Employee Name - The naii.) Date of Disbursement of

iii.) Last loan balance - Any b

iv.) Loan given during the m

selected,

v.) Total Bal - The total bala

vi.) Installment: The installm

vii.) Interest Rate(%): The rat

viii.) Interest Amount: The am

ix.) Tot. Ded : The amountthe loan

x.) Bal. Loan : The balance l


odule Image 2.04

isplays details such as:

me of the Employeethe loan - When the loan was given to the emp

alance left from the last loan

onth - The new loan amount given during the

ce of the loan

ent to be paid for the month

of interest on the balance loan amount

ount of interest in currency

educted from the monthly salary every mont

an remaining to be paid back after the current

ll rights reserved

loyee

particular month

for payment of

month



179

In a majority of cases, there is

due to this reason that a provi

Sheet from where it can be pri

button located at the bottom ri

In the message box displayed (r

Click the “Save” button to save t

Click on the “Open” button to o

sheet can be saved after openin


requirement that the loan statement be in p

ion has been made to export the loan state

nted easily. To enable this feature, click the

ht-hand corner of the form (Refer to HR Modul


fer to HR Module Image 2.05):

he Excel sheet to a file or directory.

en the Excel sheet directly without saving first

it.

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per format. It is

ent to an Excel

Export to Excel”

e Image 2.04).

. In this case, the



180

The Final Excel sheet format ca

2.06).

8.2 Advance Statement:

If any employee avails of any a

Statement file (Refer to HR Mod



n be filed away as a physical copy (Refer to H

dvance on his salary, then that detail is store

ule Image 2.07).

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R Module Image

in the Advance



181

The Advance Statement report c

i.) Employee Code – The co

ii.) Employee Name – The n

iii.) Salary Advance – The ad

To take a printout of the Advan

at the bottom right corner of th



ontains the following:

e number of the employee

me of the employee

ance amount that has been withdrawn from hi

ce Statement report, click the “Export to Excel

form (refer to HR Module Image 2.07).

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s monthly salary

” button located



182










i

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. In this case, the



183


2.09).

8.3 PT Statement:

The PT Statement gives details

employee for the month. As we

and depends on the monthly sa





of the Professional Tax that is deducted from

all know, the Professional Tax is not the same

lary of the employee. Hence, it differs for diff

).

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the salary of an

or all employees

erent employees



184

The PT Statement report contai


ii.) Name of Employee – The

iii.) Amount – The amount t

To take a printout of the PT Sta

bottom right corner of the form



s the following:


name of the employee

at has to be deducted as Professional tax for t

ement report, click the “Export to Excel” butt

(refer to HR Module Image 2.10).

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e month

n located at the



185










it.

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. In this case, the



186


2.12).

8.4 PT Summary Statem

The PT Summary Statement si

professional tax has been dedu

Tax deducted for the correspon

the total amount obtained afte

2.13).




ent

mply gives the summary of no of employee

ted. The PT Summary report also gives the ac

ding number of employees based on the slab

the deduction of Professional tax (Refer to H

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s for whom the

tual Professional

value, as well as

R Module Image



187

The PT Summary Statement rep

i.) No. of employees – Th

deducted

ii.) PT deducted – The actua

iii.) Amount – The amount t

To take a printout of the PT S

located at the bottom right corn



rt contains the following:

number of employees for whom professio

l professional tax deducted

at has to be deducted as Professional Tax for t

ummary Statement report, click the “Export

er of the form (refer to HR Module Image 2.13)

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al tax has been

e month

to Excel” button

.



188










it.

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. In this case, the



189


2.15).

8.5 PF Statement

The Professional tax (PF) state

deducted from the employee’s

employer also has to pay his m

statement for the same every m




ent is a report which gives the details of the

alary for that particular month. Not only the e

nthly Professional Tax, and hence the employ

onth (Refer to HR Module Image 2.16).

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professional tax

ployee, but the

er will also get a



190

The PF Statement gives all the d



iii.) Employee Contribution

Professional Tax

iv.) Employer Contribution –

Professional Tax

v.) Total – The contribution

To take a printout of theat the bottom right corn



tails pertaining to the following:


me of the employee

The contribution of the employee in the give

The contribution of the employer in the given

towards Professional Tax for the month

PF Statement report, click the “Export to Excer of the form (refer to HR Module Image 2.16).

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month towards

month towards

l” button located



191










it.

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. In this case, the



192


2.18

8.6 ESIC Statement

Employees State Insurance Sc

provide socio-economic protect

the scheme. Besides full medic

of insurable employment, the i

times of physical distress due t

in loss of earning capacity, th

insured persons who die in

occupational hazard are entitled




eme (ESIC) is a multidimensional social sy

ion to worker population and their dependen

l care for self and dependents, that is admissi

sured persons are also entitled to a variety o

sickness, temporary or permanent disablem

confinement in respect of insured women

industrial accidents or because of emplo

to a monthly pension called the dependents b

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tem tailored to

s covered under

le from day one

case benefits in

nt etc. resulting

, dependents of

ment injury or

enefit.



193

The ESIC statement gives detail




iii.) Employee Contribution

Insurance

iv.) Employer Contribution –

Insurance

v.) Total – The contribution

To take a printout of the ESIC St

bottom right-hand corner of the



s about the Insurance cover for the particula

).


me of the employee

The contribution of the employee in the give

The contribution of the employer in the given

towards Insurance for the month

tement report, click the “Export to Excel” butt

form (refer to HR Module Image 2.19).

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month selected

month towards

month towards

on located at the



194










it.

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. In this case, the



195

The Final Excel sheet format ca2.21).

8.7 LWF Statement

Labor welfare refers to all the

conditions, provide social secur

India is working in unorganize

Government has introduced La

Five different welfare funds, wMinistry of Labor. The purpos

educational and recreational f

mines and cine workers.




facilities provided to labor in order to impro

ity and raise their standard of living. Majority

sector. In order to provide social security

bor Welfare Fund to ensure assistance to un

ich are governed by different legislations, areof these welfare funds is to provide housin

cilities to workers employed in beedi indus

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e their working

of labor force in

o such workers,

rganized labors.

administered byg, medical care,

ry and non-coal



196

The Labor Welfare Fund (LWF)

employee towards Labor WelfaHR Module Image 2.22):


ii.) Employee Name - The n

iii.) Amount – The amount c

To take a printout of the LWF

the bottom right corner of the f



statement contains the details about the co

re. The LWF statement contains the following


me of the employee

ntributed by the employee towards the Labor

tatement report, click the “Export to Excel” b

rm (Refer to HR Module Image 2.22).

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tribution of the

details (Refer to

Welfare Fund

utton located at



197










it.

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. In this case, the



198


2.24).

8.8 Leave Record

The leave record gives a compl

year. In any organization, emplo

the employee exhausts the

organization, then any extra le

that day. The leave format in an

Leave, Off Day, etc




ete analysis of the leave taken by the emplo

yees are given a fixed number of leaves, which

fficial quotas of leaves which have been

ve that he avails of will result in a deduction

organization can be classified as Paid Leave, S

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yee in the given

they can avail. If

allotted by the

of his salary for

ick Leave, Casual



199

The Leave Record statement co

i.) Company Employee C

ii.) Employee Code – The

iii.) Employee Name – Th

iv.) CL opening balance –

v.) CL consumed – The n

vi.) CL Balance - The num

vii.) PL opening balance -viii.) PL consumed – The n

ix.) PL Balance - The num


.


tains the following details (Refer to HR Modul

de - The code of the employee as given by th

code number of the employee

name of the employee

he number of casual leaves initially

mber of casual leaves availed of by the employ

er of casual leaves remaining

he number of paid leaves initiallymber of paid leaves availed of by the employe

er of paid leaves remaining

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Image 2.25):

company

ee



200

x.) Comp Off opening bal

xi.) Comp Off consumed

xii.) Comp Off Balance - Th

xiii.) SL opening balance - T

xiv.) SL consumed – The nuxv.) SL Balance - The num

xvi.) OD opening balance -

xvii.) OD consumed – The n

xviii.) OD Balance - The num

In the message box displayed (R


ance - The number of comp off’s initially

The number of comp off’s availed of by the e

e number of comp off’s remaining

he number of sick leaves initially

mber of sick leaves availed of by the employeeer of sick leaves remaining

The number of off days initially

umber of off days availed of by the employee

ber of off days remaining



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ployee



201





2.27).




it.



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. In this case, the

R Module Image



202

8.9 Salary Statement

When an employee receives his

salary slip is issued to him afte

Again, different companies hav

employee is concerned. The gra

higher the grade of the employ

will be the demarcation betwee

with it.

The Salary Statement gives deta

i) Emp. Code - The

ii) Emp. Name – The

iii) Designation – The

iv) Leave Summary-


monthly salary, it is not given to him straight

r a whole gamut of additions and deduction

e their own fixed criteria as far as calculating

de of the employee also plays a prominent r

ee, the higher will be the perks he gets, and

the basic salary and the other remunerations


ils of the salary as follows (Refer to HR Module

ode number of the employee

ame of the employee

designation of the employee

he summary of the leaves taken by the employ

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off the hat. The

are done on it.

the salary of an

le in this, as the

ence the higher

associated along

Image 2.28):

ee




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 employeexi) 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 theemployee

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



204


2.29)

8.10 Salary Slip

The Salary Slip is basically a stat

month and gives the details of

This enables the employee to g

decrease for that particular mon

To access the Payroll Rep




ment which is handed over to the employee a

his salary with regards to any add-ons, deduc

t a clear picture as to how the salary has had

th, and leaves no room for any ambiguity.

orts:

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t the end of each

tions, taxes, etc.

an increase or a




i.) Select the “Reports” icon on the top of the screen

ii.) Select the “Salary Slip” icon

iii.) 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

iv.) Click the “Go” button to generate the report. To cancel the report generation, click

“Cancel”.



206

A facility is provided here to ge

based on the check boxes which

The Final PDF sheet for

Image 2.31).



erate the salary slips of an employee or a gro

have been selected.

at can be filed away as a physical copy (Ref

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up of employees

r to HR Module





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Human Resource Management in Eresource Erp

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