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Customer Success Story

HRPLUG helps GHCL to streamline and centralized


multi-location hr and payroll process

About GHCL

The Problem

Solution

Result

INDEX

About GHCL
Challenges

GHCL
Limited

GHCL LTD was promoted in 1987


The company is manufactured

industrial chemicals and textiles.

Has 4 locations across India


Employees 10,000 + workforce
Learn more at ghcl.co.in

Valliappan M
Head IT - Textile Division - GHCL

All location has different desktop based payroll solutions


- Difficult maintenance, reconciliation nightmare
Disconnected desktop based attendance system - Error
Prone
Physical and manual application approval for leave ,
travel application and claim reimbursement - Non
scalable & Time consuming

Goals

Single point unified cloud based HR and payroll platform


Online integrated attendance system without manual
intervention
Streamline application approval work flow with hierarchy
based approval

Result

Payroll processing of corporate office done in single day


Traveling employees can punch attendance through
employee ESS portal
Manager can check employee leave balance and approve
application online
HR department has improve 20% in operational
efficiency
Employee queries has been reduced by 50%

Problem - Different Solutions @ Different Locations

GHCL has 4 location across India and all have


different desktop based payroll solution so processing payroll and compliance with
statutory authority on time was challenge
Location 1

Location 2

Location 3

Solution A

Solution B

Solution C

Location 4

Solution D

Challenge
Each new regulatory rule or every HR policy needs to be configured in each system at
each location so it is headache and time consuming.
Each system provide different reporting output so reconciliation is time taking and
difficult.

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Problem - Disconnected Attendance System

Traveling employee submit attendance through mail to their respective HR than In


month end HR upload attendance manually in system for salary process.

Off-site/
Traveling
Employee

Mail own Attendance


Every Month

HR person manage and


verify attendance data
manually

HR upload attendance
data in Payroll every month

Generate
Salary

Challenge
Manual intervention during downloading, reconciliation and uploading attendance every
monthly is error prone and inaccurate.
Every traveling employee has to mail their attendance data every month. If they forgot to
do so they will be marked absent which will reduce employee satisfaction

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Problem - Manual Application Approval

In GHCL off-site or traveling employee submit their expense claim application and
proofs to respective hr through mail or through courier then hr verify their proofs
and claim amount and submit to account department for payment

Off-site employee use


cash for business
expense

Manage bills and


receipt

Mail or Courier
expense proof to HR

Time Taken 2 - 5 Days

End
Account department
process payment

HR reconcile and verify


amount proofs and send to
account department

Challenge
Every time off-site employee has to manage bills and receipts till they mail or courier to
HR than HR has to manually verify claim amount and proofs and submits to accounts for
payment. So manual intervention is process is error prone and inefficient
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Solution - Modules Implemented


GHCL has evaluate many HR platform available in market and choose
HRPLUG on cloud to streamline and centralize their HR and payroll activities
GHCL has implemented below modules available in HRPLUG platform and unified their end
to end HR and payroll activities

Travel

Attendance & Leave

Payroll

Audit-able evidence for payment


to employees other than salary

Brings discipline and


punctuality in organization

One click salary generation solution


with all benefits calculation

Travel Application
Payment Batch
Claim Detail
Claim Summary
Medical / LTA
Eligibility Checking
Mobile, Driver, Fuel
Email Mobile Approval

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Attendance / Leave
Application
Submission of
Attendance
Leave Balance
Time sheet Entry
Attendance / Leave
Report
Time sheet Report
Bio-Metrics Machine
Work Schedule

Salary Process
Payroll JV
Final Settlement
Leave Encasement
Statutory
Compliance
Loan Eligibility
Loan Rule
Configuration
Ad-hoc
Arrears Calculation

Solution - Unified HRPLUG platform on cloud


How unified integrated HRPLUG improve work efficiency during payroll cycle
Attendance captured
from integrated
Bio Metric machine

Employee leave balance


updates from approval
work-flow

Expense Claim
Automatically captured
from work flow

HR Location 1
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Off-site employee
leave updates through
ESS portal

HR Location 2

HR Location 3

HR Location 4

Solution - Attendance through ESS portal

How Employee can register expense claim online and get approval instantaneously

Off site Employee

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Attendance
Employee register
attendance online
through ESS portal

Attendance will be consider


automatically for payroll
process

Solution - Leave Application Work-flow


How Employee can register expense claim online
and get approval instantaneously

Employee

10
10

Application

Employee apply for


leave application
through ESS portal

Recommend

Managers view and


recommend
application to higher
authority

APPROVE

HOD view and


approve leave
recommended by
manager

Solution - Expense Claim Work-flow

How HRPLUG Leave & Travel module simplifies


application approval process for GHCL

Spend

Employees spend for


Business Purpose

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11

Send

They take photos or


scan bills and upload
online instantaneously

Approve

Managers view and


approve expenses
instantly

Verify

Consider to Payroll
Processing System

Benefits to GHCL
HRPlugs Best Practices, Integrated modules and User friendly interface
helped us to create centralized platform for our organization to automate
end to end processes from on-boarding till retirement of all employees.

Valliappan M Payroll process completed within hours. Easy to maintain unified single solution.

GHCL - Head IT Textile


Division

Gives same reporting out which is easy to understand and reconcile

All payroll related data are updated for payroll processing through integrated attendance, leave and payroll system.
Any update in rule or policy applied to all location with one click.Payroll process has been reduced from days to hours

Leave and Travel application and approval done online through ESS portal. Paperless
and streamline approval process
Employee login to their ESS portal and apply for leave or travel application. Manager can view employees past leave
and remaining leave balance and can approve or reject it. HRPLUG admin can set hierarchy as per companies
organization chart and reporting structure

Employee upload claim amount and proofs online. Approval happen sanctimoniously
and considered for payment automatically
Employee login to their ESS portal and can upload expense claim application with proof. Manager can view claimed
amount, proofs and either self approve or recommend to finance team to process payment. HRPLUG admin can set
limits on how much amount particular category of employee can claim for particular expense type

Off-site employees mark attendance through ESS portal. No need to maintain own
attendance.
Off-site/ traveling employee can use their ESS portal to mark attendance. Attendance is automatically considered for
payroll with out manual intervention

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Visit us at http://hrplug.com

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