- Solving Business Challenges with Technology
Case Study of HRMS – Onboarding & Payroll
The Client
The client is a business process management solution and service provider with presence across India having clients from all over the globe. They combine industry experience, process expertise with technology to deploy innovative solutions creating compelling value for their clients, end users and prospects. They have a team of over 6000 employees across India serving multiple domains such as Telecom, Media, E-Wallet, E-Commerce, Logistics, Tax Service, Health Care, Aviation and Government-to-Citizen Service/Helplines.
Pre Implementation Scenario
The management wished to have an integrated web application for their On-Boarding, HR and Payroll and Off Boarding/Exit of their human resources across India which is the main ingredient for their future growth.
Challenges
✓ In an average onboarding is 1000 candidates per day across India
✓ The manual effort of the document collection process by the HR team is time-consuming
✓ The monotonous process of filling up repeated forms makes the process of onboarding boring
✓ Lack of candidate engagement throughout the onboarding process
✓ Disorganized data collection and data management
✓ Bio-metric attendance integration with HR and Payroll
✓ Attendance from Log-sheet integration with HR and Payroll
✓ Leave management of employees
✓ Integration of On-Boarding and Off Boarding (Exit with Full and final settlement) with HR and Payroll
✓ Multiple salary structure for same designation
✓ Daily wages salary as per Govt. skilled rate
✓ Offer letter generation and emailing from recruitment
✓ Appointment letter generation and emailing from on boarding
✓ Simplification for bulk data entries like Confirmation from Apprentice to Business Process Associates, salary structure, increment, overtime and arrear salary etc
✓ Maintenance of employee other information like detail address, nominee details, dependent (family member) details and bank information etc.
✓ Error free pay processing
✓ Hold and release salary on monthly basis
✓ Salary disbursement on time
✓ Off Boarding/Exit of employees with Full and final settlement
✓ Sending Pay-slip to employees
✓ Statutory reports generation like EPF, ESI, Gratuity and Professional Tax
✓ Service book details of each employee
✓ MIS reports for Top Management
✓ Maintaining conducive work culture with satisfied employees
The Solution
After completing the client’s background and needs assessment, our team of experts immediately begin crafting ideas for a complete cloud based On-Boarding, HR and Payroll and Off Boarding (Exit with Full and final settlement) web application.
The key attributes of the proposed cloud based On-Boarding, HR and Payroll and Off Boarding/Exit are as follows:
✓ Elaborate User Management Interface defining the rights to access data for various levels of Users depending on their responsibilities
✓ Paperless Onboarding Platform (POP) to replace the manual onboarding process
✓ The Paperless Onboarding Platform (POP) is a unique web cum mobile-based digital onboarding and document submission platform that enables users to onboard new hires with zero paperwork, significantly lesser effort in form filling and less than half the original time that it required earlier to complete the entire process
✓ Candidate engagement and reducing the time consumption of onboarding were the key objective of the proposed model
✓ HR team document verification process would be simplified
✓ Document submission would be carried out through mobile application and the document verification done through the web portal
✓ The proposed solution would reduce the pay processing error
✓ Offer letter generation and emailing from recruitment
✓ Data flow from Onboarding to the HR and Payroll
✓ Appointment letter generation from on boarding
✓ Data flow from Off Boarding/Exit to the HR and Payroll.
✓ Bio-metric attendance integration with HR and Payroll from various locations
✓ Attendance from excel sheets o weekly/monthly basis from various locations
✓ Leave management
✓ Auto confirmation from Apprentice to Business Process Associates
✓ Multiple salary structure for same designation
✓ Salary on daily wages basis as per Govt. Skilled Rate
✓ Excel porting provided for bulk data entries like salary structure, increment, overtime and arrear salary etc.
✓ Various check list prior to pay processing
✓ Error free pay processing
✓ Hold and release salary on monthly basis
✓ Emailing of Pay-slip to employees
✓ Generation of Salary Payment Sheet
✓ Generation of Bank Statement
✓ Various statutory reports generation like PF/ESI statement
✓ Off Boarding/Exit of employees with full and final settlement of employees
✓ Service Book details maintained through HR and Payroll application
✓ Maintenance of employee other information like detail address, nominee details, dependent (family member) details and bank information etc.
✓ Generation of MIS for Top Management like Cost to Company (CTC) Report
Post Implementation Scenario
✓ Entire onboarding is done through Paperless Onboarding Platform (POP)
✓ Onboarding time has been reduced through candidate engagement by the web-based onboarding
✓ The cost incurred in onboarding has been slashed by 80%
✓ Documents submitted by the candidates are stored in a common repository and easy accessible
✓ Onboarding is integrated with offer generation and other modules like HR and payroll with seamless data flow
✓ Appointment letter generation from on boarding
✓ Dash board with real time data for Management
✓ Weekly attendance from excel sheets for business process associates to minimize data manipulation with approval and final approval
✓ Attendance from Bio-metric systems for back office staffs
✓ Attendance from employees log sheet for business process associates
✓ Multiple salary structure for same designation
✓ Salary on daily wages basis as per Govt. Skilled Rate
✓ Excel porting provided for bulk data entries like increment, overtime and arrear salary etc.
✓ Various monthly checklist like overtime, incentive and variable salary etc. prior to pay processing
✓ Leave management with generation of Leave Status Report
✓ Error free pay processing
✓ Hold and release salary on monthly basis
✓ Generation of Salary Payment Sheet
✓ Generation of Bank Statement
✓ Emailing of Pay-slip to employees every month.
✓ Generation of various statutory reports like EPF, ESI, Gratuity and Professional Tax
✓ Off Boarding/Exit of employees with full and final settlement of employees
✓ Generation of various MIS reports like Cost to Company (CTC) Report
✓ Maintenance of service book of employee from HR and Payroll module
✓ Maintenance of employee other information like detail address, nominee details, dependent (family member) details and bank information etc.
✓ Conducible working environment by bridging the gap between Management and Employees