OJT Management System User Manual

Designed & Developed by ESO MIS, HCL Infosystems Ltd, Hyderabad

1. New Candidate Approval & Joining Letter Processing

a. New Request

Navigation Path ���� Login ���� Request For Letter ���� New Request

• New Letter request process is allowed from RO login from 20’th of a

month to 10’Th of next month.

• The request will be blocked from 11’th to 19’th of every month

• A new joinee can be taken against

For ESO Core

a. Vacancies are based on approved quantity

b. Against a new approval created by HR

c. Against a resigned employee

d. Against a vacancy created by Transfer (Will always start with “TR”)

For ESO – SD FM & SI Projects

a. Vacancies are created as per approval from Service Order Tracking

System (SOTS)

b. Vacancies gets expired based on the project expiry

c. The vacancies are based on the approved amount & not approved

quantity

• Maximum stipend rule has been set by the HR. (click here to view the

maximum stipend rule)

To update the personal details

To update academic details and work experience

b. Uploading of Scanned Documents

Navigation Path: Login ���� Request For Letter ���� Upload Documents

All the documents related to the recruitment of the candidate need to be

uploaded into the system.

a. The file should have the same name as the generated “ROREF Code” of

the candidate.

b. The file should be in “TIF” format

c. Request Status

Navigation Path: Login ���� Request For Letter ���� Request Status

Use this link to view the status of Entered requests

• To view request pending under each login click on the corresponding

Tabs.

• Orders which are returned to RO login will be available under the Retuned

Tab. After clarification and correction the same can be moved again to

RCEM and then to HO

d. Acknowledgment of Cleared Letter

Navigation Path: Login ���� Request for Letter ���� Request Status ����

Cleared

• All letters cleared by the HR will be available under Cleared Tab

• Select the project, Letter Ack date and acknowledged by.

• Only once the letters are acknowledged will the employee be available in

employee master.

e. Searching & Editing New Request Data

Navigation Path: Login ���� Request For Letter ���� Search

• Only Request which are pending at RO can be edited

• Enter the employee name or Roref Code for searching

f. Request / Document Flow through the System

The document flow for the Candidate is different for ESO Core & SD.

• ESO Core

• ESO SD FM & SI – Projects

2. Renewal Letter Processing

• List of candidates letter that need to be renewed will be displayed under

the RO tab of renewals 30 days before the letter expiry period.

• The site will be blocked if the renewal letter request is not moved to the

next level, even after 15 days of letter expiry.

• Enter the Increment recommended and forward the request

• Once the equipment is moved to RCEM / Zonal Head the same need to be

moved to HOSD/ HOHR.

• Once the HR clears the letter the same will be shown under “Cleared” Bin

• The RO user can acknowledge the receipt of letter from here.

• Renewal history is shown as below

3. Attendance Processing

a. Attendance Entry

Navigation Path: Login ���� Attendance ���� Attendance Entry

• Attendance processing will be open only on 16 & 17’th of every month

• The attendance processing will be for the period 16’th to 15’th

• For ESO SD & SI Projects the attendance processing of employees will be

based on the project expiry date and the letter validity of the candidate.

• If the letter of a candidate is expired , the attendance processing of that

employee will be disabled.

• The attendance processing for that employee will be enabled only upon

the renewal of letter.

• The RO User can select the attendance by selecting the month and CE

location.

• CL – Casual Leave, PL – Privilege Leave, RH – Restricted Holiday, LWP –

Loss of Pay.

• STR � Select here “N” if the attendance need not be processed now and

will do the same later.

• Addl Days Payable � If any additional days need to be paid , ex: if last

months salary was not processed , or any such additional pays are

required fill the same here.

• LWP Dates � Enter all dates for LWP if any

• Click on submit for process the attendance

b. Movement of Attendance

Navigation Path: Login ���� Attendance ���� Attendance Report

• The attendance once entered by RO need to be moved to RCEM, from

RCEM the same need to be moved to HR.

• Select the Month for which the attencene need to be moved

• Verify the attendance and click on “Move to RCEM”.

• This is move the attendance from RO to RCEM

• The RCEM / Zonal Head can verify the attendance and move the same to

HR for processing.

c. Pending Attendance

Navigation Path: Login ���� Attendance ���� Pending Attendance Report

This will give the pending attendance report for the selected month

4. Transfer Processing

Navigation Path: Login ���� Transfer

a. Transfer from one project to another within same region and

division/department

• Search using Name , HO Code or RO Ref Code

• Click on the Roref Code

• Select the required project code from the list

b. Bulk transfer from one project to another

• Give the Source WBS number in the WBS Number field and search

• This will display the employees under the wbs number.

• Enter the target WBS number and click on submit to transfer the complete

manpower

c. Transfer from region to region or division to division

• Send the transfer request form to HOHR in the prescribed format

• The format can be downloaded from

http://151.2.10.230/OJTMS/transfer.xls

5. Master Data Maintenance

a. Employee Master

• Search

This option will allow you to search for desired employee, update the

resignation detail

• List

• Download (Complete List)

• Download (COG Wise)

b. Reporting Manager List

• Search for the Employee

• Update the designation type as “MGR” for manager and “RH” for

RCEM and zonal heads

6. Reports

a. Category Vs Summary

b. Manpower Summary

c. SLA Incentive Summary

d. Vacancy Report

e. Replacement Employee Details

f. Approval Details

For any query / issues please mail to sdmis@hcl.com;ssomis@hcl.com