HRMS

Comprehensive Human Resources Integrated Solution

There was a time when businesses and organizations hired people to fill vacant positions. Aside from trying to match skill sets with skill needs, employers gave scant thought to how each employee contributed to the organization’s high-level strategic objectives. Your organization is positioned to optimize its human capital in many different ways, from consistently hiring the most qualified candidates to retaining the best and brightest employees. In a multitude of ways, large or small, Cluster solutions can add strategic value to your workforce and your organization. Besides helping you hire a top-quality, highly productive workforce, our Human Resource Management solutions can transform tedious, time-consuming everyday tasks into processes.

The HR Management module takes care of the activities from the recruitment till the retirement of an employee. The framework has feature which covers the administrative activities that come under the HR Department in a corporate. Customization can be done to incorporate more features to cater the needs of the customer.

The application includes the following sub modules.

Recruitment management

• Resource planning
• Resource requisitions
• Vacancy details
• Media Advertisements
• Candidate CV Entries
• Interview plan
• Interview Call Letter
• Candidate Assessment
• Preparation of Offer Letters

Employee Information management

• Employee Register
• Residential status Details
• Family Member Details
• Employee Service History
• Employee Training
• Employee general Information
• Employee document/photo storage
• Assigning leave types to employee
• Driving License control / reminders

Employee Performance Evaluation

• Employee Service record
• Management Appraisal
• Department Appraisal
• Service Termination
• Employee performance appraisal
• Appraisal form
• Monthly performance review

Visa / Passport control

• Passport control
• Visa Details
• Visa status updation
• Visa / Passport expiry reminders
• Emigration details
• Request for Exit Permit
• Updation of Exit Permit

Employee Amenities

• SIM Card Allocation/De-allocation
• Mobile allocation/De-allocation
• Quarters Allocation
• Accommodation management
• Leave Package
• Holiday allowances
• Leave Type
• Leave Application
• Paid Vacation
• Employee Paid vacation Request
• Yearly Leave planner approval (Paid vacation)Leave Approval
• Duty Resumption
• Paid Vacation Approval
• Paid Vacation Extension
• Exit Permit
• Employee air ticket details
• Employee Overtime / Permission Request
• General Insurance details
• General Insurance claims

Attendance / Shift management

• Time office (Biometric/Manual)
• Define shift timing
• Shift register management
• Overtime
• Wages management
• Absenteeism monitoring

Pay bill processing, Loans & Advances

• Define Earning/Deduction types
• Define designation wise Earning/Deduction
• Pay Bill Processing and Pay Bill
• Preparation of Pay slip
• Overtime allowances
• Shift allowances.
• Other company allowances
• Paid vacation salary updation
• Salary revision
• Gratuity Calculation
• Employee gratuity statement
• Loan types
• Employee Loan Application
• Employee Loan Approval
• Extension of loan recovery period
• Loan ledger
• One time Loan Settlement/part payment

Regulations & Corporate Relations management

• Trade Certificates
• Fire Certificate
• Health certificate
• Guest's Official Visit
• Chamber of Commerce Registration
• Municipality Permits
• Commercial Registrations
• Security Passes

General administration

• Vehicle Allocation/De-allocation Details
• Vehicle Documents management
• Vehicle document Reminder
• Vehicle meter reading updation
• Fuel card Allocation Details
• Vehicle Service Details
• Penalty on vehicles
• Sign Boards
• Building Rental
• Building Allocation
• Rental Building master
• Rental Building Allocation details

Brief descriptions of the processes covered:

Proposals for new posts
Time to time there will be requirement of new posts in Organization. HR Department is informed about the new requirement by the other departments / sections. They inform the Management regarding the new post. After sanctioning by the management the HR Department starts the recruitment process.

Recruitment & Maintenance of recruitment data
The HR Department is in charge of the recruitment of employees to various posts in the Organization. When the concerned section observes vacancy for a particular post, the concerned section informs the HR Department regarding the vacancy. HR Department after sanction from the management, issue notification or advertisement for the purpose of recruiting. The minimum & maximum age requirements, educational qualifications required for the post are mentioned. After receiving the application forms from the candidates, they are scrutinized. Any disqualified applications or applications that are not eligible, are rejected. An interview board is formed with experts in the particular field and the interview date is fixed. The interview date is intimated to all the eligible candidates. After interview, the interview board brings out the rank list. The rank list is submitted to the Management, along with the details of the candidates in the rank list. This data can be used for future requirements when there is more vacancy.

Posting Order & Probation declaration
After the selection, posting order is given the selected candidate and he joins Organization in the particular post. He will be under probation for a specified period of time. When the probation period ends he will be made permanent employee of organization and a service book will be opened for him.

Maintenance of Service book
A service book is maintained for every permanent employee working in Organization. The service book contains all the personal information of the employee like Employee code, employee name, address, name of father or guardian, name of spouse, nationality, Religion & caste, date of birth in date & words, date of retirement, details of certificate produced to certify date of birth, educational qualifications, departmental tests passed, identifying marks etc. to certify date of birth, educational qualifications, departmental tests passed, identifying marks etc. Tracking of Promotions, Increments, deputations, transfers, suspensions, awards System generates Employees service history containing promotions, increments, deputations, transfers, and suspensions and awards details. It clearly specifies the periods on which these events happened.

Leave maintenance
Employee can have a specific number of leave in a year. For taking leave he can give application to his head of department. After sanctioning the leave like half pay leave, earned leave, loss of pay, the details are sent to establishment section for entry in the service book. When we select the employee code, system displays the balance leaves details.

Attendance Maintenance System (Biometric - Optional)
This software can be integrated with the biometric access control devise or reader for marking the attendance of the employees in the organization.

Leave reports
System should generate leave reports contains employee code, name, designation, leave type, date or date period, number of days leave.

Pay bill processing
After monthly modifications to the pay bill are done, the system should process the pay bill of each employee. It calculates all the deductions & allowances applicable to each employee and updates the salary table for the month

Payment of employee salary to bank
System generates a list containing the details of each employee’s code, name, bank account number & net salary. System also generates a list containing the details of each employee’s code, name, bank account number, pension or family pension amount.

Pay slips printing
System generates salary distribution certificate with detailed information.
Salary reports
System can generate Salary reports of a month or a period.

Family benefit scheme
In this optional module, every month organization collect a fixed amount from each employee.
This amount is deposited in bank.
After retirement this amount is refunded to the employee by add the government contribution.
Government contribution is calculated as per rules set.

Employee insurance
If the company has the policy of extending insurance to the employees, the same can be monitored and managed through this module with details on premium.

Loans and recovery
An employee can avail different type of loans say Personal Loan , Vehicle Loan House loans, etc. The loan amount is deducted from the salary every month. The employee can also request to increase or decrease of the loan amount deduction based on the balance loan amount to be deducted.

Visa & passport details
The software has the provision to store the visa and passport details of the employees at the time of joining. The system keeps track of the expiry date of the documents and creates alerts to the HR department regarding the renewal of the same. The details of the permit visa, nationality vise visa allocations, and visa allocated by the company site wise can be handled in this module.

Driving license & health card registration
After enrolment of the employee, before allocating vehicle, the system can update the driving license details like license number, Issue date & Expiry date etc. System can alert the user on the expiry of the driving license. After the Government issues the Health card, the HR department can update the information from the employee health card, containing details of employee and family members.

Accommodation facility allocation & management
Organization may have housing quarters for providing accommodation facility to employees. The system can store and update all quarters details with individual apartment details. System provides information about total quarters available, allocation details, quarters vacancy details.

Family member details
HR Department can store the family member details of the employee like Father, mother, wife/husband, Children, brothers, sisters etc. in the system.

Employee amenities management
The option is used to enter the different facilities provided by the organization, such as fuel card, canteen, uniforms, transport, etc., to the employees. User can update the amenities details and cost details to the system. User can define all amenities allocated to each employee.

Employee appraisal
Management can update the appraisal points to each employee working in the organization.
Exit permit Based on vacation approval system can alert the user for submitting the request for exit permit to the government.

Air ticket management
The Air Ticket is allocated to the employee when he is required to go overseas on training/tour/vacation. Based on the eligibility of the employee, the ticket charges are managed in the system.

Phone & mobile connections
User can update the connection details to the system. The user can update the allocation/De- allocation details to the system based o the criteria fixed by the organization.

Gratuity calculation
The gratuity is calculated every year and updated in the database. In the current system the gratuity is calculated as three weeks basic pay. User can process the gratuity for the year and update to the system. System has the provision for updating the outstanding amounts for the previous year. System can generate the gratuity statement of any employee. The statement reflects yearly amount and total outstanding gratuity amount.

Over time work and allowances
The overtime allowance calculation of the employees are handled in this module.

Leave applications and processing
The leave application related processes could be controlled centrally through this module. If an employee wants a leave he can apply through the system for approval. The application will be forwarded to his superior and after approval, to the HR department. Once it is sanctioned from the HO, the system will update his leave records which will be used for the pay bill processing at the HO.