[Type the document title]

FINAL PROJECT REPORT ON

SMART HCM
(A COMPLETE HIRE TO RETIRE SOLUTION)

SUBMITED TO
HUNAIN JAWED

SUBMITED BY
ANEES AHMED (FA17-MBAG-0045)
AYESHA (SP17-MBAG-0005)
MUHAMMAD MOHSIN ALI NAQVI (SP18-MBAG-0030)
MUHAMMAD MUSAB AHMED (SP17-MBAG-0045)
SADIA ABDUL RAZAK (SP18-MBAG-0002)

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Smart HCM
Human Capital Management

Smart HCM is a modern software solution for management and development of Human
Capital. It covers every aspect of HR from automation of core HR & Payroll to the complex and
strategic process of managing the crucial resource of any enterprise.
Smart HCM provides the best HR & Payroll practices & a comprehensive solution to overcome
the human capital management related challenges for an organization of any size, region and
industry. It is developed in the most advance and secure technologies.

Smart HCM is based on modern architecture of Web 2.0 powered by Oracle 12C Database,
ASP.Net, EXT .Net and Hibernate. Its application is also available in multi languages.

1.1. EXISTENCE
Smart HCM has offices in Pakistan, Saudi Arab, UAE and Turkey.
2.1. INTRODUCTION
In fact, Human Resources have become a focal point of modern enterprise and have given the
company functions a strategic role in acquiring, grooming and retaining the tale necessary to an
increasingly competitive market.
The largest enterprises in this field have set the standard for enabling such a strategic HR role
by leveraging software to streamline transactional and tedious tasks. Recently, smaller
companies is also on the rise by catching up, thanks to new innovative HR Software designed to
empower the HR function at small and medium-size organizations.
As a result most organizations are now struggling to adapt to this new technology in HR and are
asking themselves how to prepare the HR department for the new role. Progress in a cross-
channel for a seamless employees’ satisfaction effectively adopt mobile technologies to
improve operations, leverage prior investments with a future proof solution or develop
differentiation strategies to stay competitive and achieve the expected growth.
3.1. SMART HCM APPLICATION
Designed with the individual in mind, Smart HCM offers the most innovative and intuitive user
experience with the flexibility to meet your exact needs. With Smart HCM modern and

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immersive Employee Self Service, every employee can effectively engage with organization to
be more productive and innovative.
The Smart HCM application is the best solution for organizations of any size to succeed in the
new technology age, enabling them to
 Increase the effectiveness of workforce.
 Drive higher organizational productivity.
 Leverage strategic investments in Human Capital Management.
 Enable HR to take a bigger role in driving growth.
4.1. FUNCTIONAL SCOPE
Organizations will benefit from the Smart HCM by:

 Achieving real time fully automated HR management with single click payroll.
 Executing HR operations seamlessly with dashboard for employees and managers.
 Providing a seamless integration experience across department via integrated
portals & apps.
 Gaining accurate enterprise management control.
 Getting full visibility of the employee’s performance with reporting and analytics.
 Being ready for today and future employee switching challenges.

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Following sections describe the solution scope.

5.1. SMART HCM - EMPLOYEE SELF SERVICE (ESS)

Smart ESS is a comprehensive, web-based, fully customized web portal, developed to organize
and maintain human capital in an effective, efficient and intelligent way. While using Smart
ESS, you will gain a total control over the entire human resource management cycle. From
requisition generation to employee performance management systems to planning, scheduling
and separation of employee, your enterprise will have full insight into every aspect of
employee management.
It provides a web-based Employee Module solution that helps you manage staff from the date
of hire and separation. Secure database stores vital information about employees so sensitive
data can keep safe.

5.1.1. Smart-ESS Dashboard

By using Smart-ESS Dashboard Employees and managers can perform so many tasks which
enable organization being paperless and automated. This also reduces the workload from HR
department and increase the productivity of HR officials.

Key Functions:

 Organogram & my team details.

 My request and my approval widgets with real time alerts
 My leave balances with detail
 Time office detail of employee himself/ herself with attendance summary
 Important dates with alerts and details
 My appraisal/ employee appraisal summary
 Announcements & Policy documents

5.1.2. Smart-HCM Employee File

Employee File provides various information about employee himself which is cannot be edit by
the employee except the contact information of employee.
Key Functions:

 My information
 Contact information
 Document information (NIC, Passport, License)
 Job information

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 Qualification

5.1.3. Smart-ESS Leave

Smart ESS – Leave provides freedom to apply, approve, forward or reject any kind of leave. This
will reduce the main leave management load from HR department employees as all employees
will now apply for leave through Smart ESS – Leave. System will also take care of leave balances,
its defined workflows and leave status. So no one need to contact other for taking updates
regarding his/ her applied leaves, instead all information is available at Smart ESS – Leave
module.
Key Functions:

 Leave application
 All type of leave with its balances
 Daily and hourly leaves
 List of leave request for employees and managers
 My leave details
 Ability to attach file with leave application

5.1.4. Smart-ESS Payments

Payments screen provide various information about payment to employees. This screen is only
for “information display” screen which provide the following information.

Key Functions:

 Current / previous salary slips with all allowances and deduction detail
 Current/ previous Loan information
 Deputation funds information
 Overtime information

5.1.5. Smart-ESS Request Management System (RMS)

Request Management System (RMS) is suited to handle all your requests from one interface.
Bring in all requests into one common system, prioritize and categorize based on the
requirement and linked them with different workflows based on your work process. It can
handle all these needs, especially when the system is easily configured to behave in a way that
meets department and organizational requirements. You can create your own request type
categories, dynamic fields of different data types (Number, Text, Date, Attachment, List etc.)
RMS can be linked with different workflows that enable preset business rules and ensure that
requests are received by the exact person/ department to handle them. It offers the industry's

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best drag and drop process designer, allowing even novices to build process workflows quickly
and the level of complexity. Alerts (Email / SMS, Dashboard & mobile app notifications) can be
configured to indicate that a new request has been submitted, forwarded, rejected, canceled,
approved or finally preceded. This prevents the need for emails and phone calls to follow up on
request status. It provides a personalized request management that allows users to submit and
track their requests in real-time.

Key Functions:

 Easy setup and personalized form for each type of request

 Linked with workflows with possibility to defined nth level
 Apply, cancel, forward, approve and proceed options
 Real time information for user
 Email, SMS and in app notification on different events

Here's an example of a process designed that allows employees to request contract approvals:
To manage all the incoming requests, your employees need a consistent, easy-to-use employee
self-service portal. RMS provides a personalized request that allows users to submit and track
their requests in real-time. They can see which requests are completed, pending, or in-progress.

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5.1.6. Time Office Management

Once any organization is going to automate its HR process, time office management is the first
and very critical step toward it. That’s the reason Smart-ESS provides very comprehensive
reporting tool for time office management.

Key Functions:

 Daily attendance report with each and every detail for managers
 Attendance location on Google map if marked by mobile App.
 Attendance summary report with all details for department heads and HR
 Ability to approve late, fill missing and mark unmarked attendance for managers
 Ability to mark manual attendance

Overtime approval screen for Managers with automatic suggestion from system

5.1.7. Office Support

Smart-ESS Office Support provides seamless working experience for getting sort of support
from any department. It can be technical, HR or some other support tickets and reaches
directly to concern department as per defined setups. Managers can assign these tickets to
their team member while team member also can take any ticket to work on it themselves.
Employee also can assign the priority of ticket and can monitor the progress on it.

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Key Functions:

 Create ticket of any type

 Ability to choose from item category, item and sub item from dropdown
 Description and attachment option
 List of support ticket
 Ability to assign the ticket and change look into history

5.1.8. Interactive Appraisal

Smart HCM interactive appraisal provides you 100% paperless and hassle free appraisal
management. It saves your time, cost and resources. It is equipped with 360 degree appraisal
phenomena. Employees, managers and peers can appraise as per their role by using Smart-ESS
interactive appraisal module.
Key Functions:

 Manager Appraisal for employees

 Employee self-appraisal
 Peers to peers appraisal
 Appraisal summary and detail for employees and managers
 Performance of personnel & objective appraisal by choosing from dropdown list
 Objective assign option by managers for employees

5.1.9. Smart-ESS Communication System

Smart HCM Communication System aims to provide seamless communication between
departments and employees. It also record and archives all letters and documents used during
internal or external correspondence. It already has all the detail about organization hierarchy,
departments, employees, groups and categories, thus it will be very easy to use it and all
required information about department, employees, categories and groups will be available in
dropdown list.

Key Functions:

 Inbox and outbox option

 CC and BCC option in all communication
 Previous messages, associate message and history for any communication
 Automatic document archiving
 Ability to mark any communication as archive
 Barcode generation for all communication and letters

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5.1.10. Smart-ESS Send Notification

Smart-ESS sends Notification facilitate managers to send text notification to employees on
Smart HCM mobile application.
Key Functions:

 Option to choose employees department, location, grade, category etc.

 Delivery status summary for sent notification.
 Delivery status details for sent notification.
 Resend option for failed notification.
 Pending, failure and sent notification status.
5.1.11. Smart-ESS Others

5.1.11.1. Admin News

Admin news provide option for HR or administration department to announce news for
employees and these news will be delivered to all employees on ESS and mobile application.
Announcement authority has ability to attached one or multiple images with any news.
5.1.11.2. Electronic Directory
Electronic directory provides all contact details of organization staff, this include telephone
numbers, mobile numbers and email IDs. The electronic directory can be shared/ hide by rights
with employees and managers.

5.1.11.3. Letter
In every organization employees need some letter issued by their employer time by time.
These letters include introduction letter etc. which are not highly confidential but asking for
letter by so many employees can irritate HR department and affect their routine work. For this
purpose Smart-ESS provides self-access to employees for some specific letters which can be
printed with electronic signature and stamp.

5.2. SMART HCM – MOBILE APPLICATION

Empower your employees with real-time visibility and control of their work life anytime and
anywhere, increasing engagement and satisfaction with Smart HCM Mobile App. With Smart
HCM Mobile App, your staff will have the tools they need to perform a wide range of HR
activities in real time – including payroll information, leave requests and approvals, corporate
metrics, and more – all on a mobile device. The mobile app will remove bottle neck in work
process as manager will be free to approve / reject/ forward leave request while they are out
of office.

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Smart-HCM mobile application also facilitates employees marking their attendance from mobile
device. Yes now no need or legacy attendance device instead each employee can use his own
mobile as attendance machine with full security against fraud. Smart-HCM mobile works with
two security layers against fraud, IMEI number, registration for each device and GPS location
registration with defined diameter. Any employee will not be able to mark his attendance from
other device and, only if he is available with in defined diameter. We are sure no one will take a
risk to give his personal device to other for just marking fraud attendance as personal devices
save your all personal and financial information. Enjoy it with full security.

The application is available on platforms like android and apple and can be downloaded from
following links:

1. https://play.google.com/store/apps/details?id=com.Smart HCM
2. https://itunes.apple.com/us/app/Smart HCM/id1188304725
Key Functions:
 Ability to mark attendance from mobile application
 Salary detail with history
 Leave request with ability to cancel, approve, forward or reject
 Employee attendance summary and detail
 Team attendance summary and detail
 Department wise attendance detail
 Loan detail and history
 News
 Available in multi languages

5.3. SMART HCM – E-RECRUITMENT PORTAL

An online presence is essential for all organizations looking to recruit staff. Not only it enhance
your image with candidates as an employer of choice, but also provides candidates with a
simple method to search your vacancies, apply online across the globe and receive updates on
their progression through the recruitment process, underlining your organization’s
professionalism.
Smart HCM E-Recruitment Solution ensures that you are always online, always ready to hire,
and always searching for people who have the talent, skills and attributes that you are looking
for. It allows you to upload vacancies to your corporate website and careers page. E-
Recruitment Portal allows applicants to apply for vacancies which have been opened in your
organization. It also facilitates recruiters to develop sophisticated talent strategies to reach and
secure the very best candidates before your competitor.

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Key Functions:
 Job publishing with single click.
 Tightly integrated with Smart HCM.
 Ability to download CVs in core Smart HCM.
 Full user management for candidates.
 Admin panel for recruiter to design announcement.

5.4. SMART HCM – CORE HR

Smart HCM Core HR is approx. 30% of Smart HCM application. It provides core functionality and
all the basic setups which are required to run HR application smoothly. This includes core setup,
job, employee, company, temporary job, notification, increment, promotion/ demotions,
succession planning, manpower budgeting and separation management.

5.4.1. Core Setups

Smart HCM Core setups include all the setup related to employee’s personal detail, job and
designation or related to company or location information.
Key Functions:
 Title.
 Country, provinces and cities.
 Marital status.
 Religion.
 Category, position, type, grade, status, sponsor and guardian setups.
 Personal detail related to education, skills, courses, languages, membership etc.

5.4. 2. Job
Smart HCM Job is actually the vertical column in Smart HCM for organizing employee’s details.
It is also control fake and fraud employee’s addition in application. The control of jobs creation
and management is normally reserves with CEO department or HR Director. There is need to
create separate job for every employee which can be empty upon termination of such
employee and could be assign to new comer on his place. Also so many rules and regulation,
location and department information is linked with job which is transferred to new employees
upon assigning him this job. So when adding new employee there would not be need to
defining its location, department, reporting line etc. instead assigning him vacant job for which
he was hired will assign him automatically with all these information.

Key Functions:

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 Job information screen.

 Job(s) transfer screen.
 Job basic salary editing option.
 Ability to store all the history.

5.4.3. Employee
This module provides full information about employees and its relevant detail. This includes
employee personal, bank, perks, confirmation and contract renewal details.

Key Functions:
 Employee full information including basic information, e file, education, experience, skills,
course, languages, address, referee, signature, assets, membership, criminal record,
checklist, additional information, and flexi field.
 Employee data export with ability to choose field of your own will for exporting in excel
 Bank and branches Grade wise perk setup and Perk setup category.

5.4.4. Company
This module provides facility to manage HR news and company documents. All the company
related documents can be uploaded here with defining their expiry date and reminder setup.
Although HR news are managed by Smart-ESS but all the information and management is also
available here.

Key Functions:

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 Ability to upload all company documents

 Ability to send alerts on defined time period before expiry of any documents
 Highlight in different color to differentiate between expired, nearly expiring and active
documents.
 Filter option to sort our documents with different status.
 Option to mark old document as archived
 Option to show documents in ESS or not.

5.4.5. Temporary Job

This module provides facility to assign some vacant job to other employee on temporarily basis.
This means one employee working on some job will now be taking care of other vacant job
responsibilities as well.
Key Functions:
 Ability to assign job and location(S) on temporary basis with expiry date define
 Transfer of all responsibilities upon assign job e.g.: leave, late other approval etc.
 Full history record of previous and current assignment.
 Auto job assignment upon selecting employee as alternative employee while applying leave
from ESS.
5.4.6. Notification

Notification is one of the best features available in Smart HCM. It provides you full management
of notification throughout the application. It include multiple type of auto generated
notification plus customer date notification. It gives end user automatic alerts/ notification on
dashboard of Smart HCM and ESs and also it has full notification calendar where end user can
see the timeline and future overview of coming notification.
Key Functions:
 Ability to define recipient of your choice
 Employee leave & separation related notification
 Office support and time office management related notification
 Systems date notification e.g. Company doc expiry, NIC expiry etc.

5.4.7. Increment & Promotion/ Demotion

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More talented workers are usually more productive higher up in organizational hierarchies.
Promotions assign workers to jobs better suiting their abilities and quickly move up talented
workers.
Smart HCM enables processing of employee salary increments. You can compute both annual
and promotional increment through360 degree interactive appraisal system .Smart HCM will
also give you automatic increment advice based on bell curve method after the annual/ bi
annual appraisal is done. You can implement the same advice in system or do of your own
choice.
Key Functions:
 Employee increment and automatic bell curve increment advice based on appraisal
 Employee promotion with job change ability
 Employee increment and promotion list.
5.4.8. Succession Planning & Manpower Budgeting

Succession planning models represent an integral part of successful succession planning.

Broadly defined, corporate succession planning is a process that allows firms to identify and
develop internal candidates with a clear objective to fill senior-level positions. In other words, if
well executed, corporate succession planning becomes part of a risk management strategy,
which aims to minimize a company's exposure to skills shortage - especially in times of crisis,
such as the sudden departure of a top executive. Minimizing the potential risk of personnel loss
through carefully planned and executed succession planning models is crucial to an
organization's continued success.

Manpower Planning & Budgeting serves as the foundation for managing an organization’s
Human Resources. It enables organizations to plan strategically to meet current and future
manpower needs, and prevents unnecessary surprises in maintaining steady-state manpower.
Manpower planning further assists organizations by ensuring positions is filled by the right
employees with the needed competencies, and appropriate planning is conducted to align the
manpower to meet future organizational goals. The more effective the development and
execution of the manpower plan, the more the organization is able to leverage its Human
Resources for the accomplishment of its strategic goals.

In nutshell more successful planning and budgeting will give more ease of mind for HR officials.

Key Functions:
 Key position list
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 Employee succession planning

 Position succession planning
 Position successor planning
 Recruitment and head count budget
 Recruitment expense budget
 Training expense budget
5.4.9. Separation & End of Service Calculator
“Separation of employment” refers broadly to the process of managing the termination of
employment, whether involuntary (such as discharge, layoff, plant closure, disability or death)
or voluntary (such as resignation, job abandonment or retirement). This required so many
calculation and requirement to check receivable from employee such as loans payable,
gratuity, end of service benefits etc. Smart HCM separation management tackles all these
things.
Key Functions:
 Employee separation with exit interview
 Automatic calculation for allowance and deduction
 Set up based management for allowance of EOS
 Runtime end of service calculator for any employees
 Stopped employee list
5.5. SMART HCM – LETTER MODULE
Smart HCM letters module provides freedom to make any time of letter/ contract or
documents with zero efforts. Yes it is possible with it now. We need to define template for all
letter in Smart HCM and system will take all the required information from Smart HCM
application and generate your required letter. The access of this module can be with HR/
admin department and rights for specific letter can be granted to some/ all employees on ESS.
Key Functions:
 Letter templates
 Letter setup
 Letter tag setup
 Location wise letter tags
 Letter reports

5.6. SMART HCM – LEAVE MANAGEMENT

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Leave management is one of the simplest yet crucial HR activities that often consume a
significant portion of the HR team’s time. HR personnel have to ensure compliance with leave
policies, guarantee the availability of sufficient staff at all times and also make sure that
employee satisfaction is retained. To succeed as an organization, having a reliable leave
management system is important. Research has shown that poor leave management practices
may negatively affect employee performance. It can also affect employee morale and
therefore impact project deliverables.

Smart HCM leave management facilitate both, employee and HR officials. It take care of all
rules and regulation automatically and inform all event detail to HR officials. Thus the most
crucial part is done with more easy way.

Key Functions:
 Leave request by employee or HR department.
 Leave balance screen for HR and employees.
 Lave balance adjustment screen for HR.
 Leave action remarks setup.
 Leave type with variety of rules to implement on it.
 Leave location and grade setup with same or different rules.
 Leave balance generation daily/ monthly or annually.
 Easy way to link different workflows for each leaves type or based on location and grade.
 Automatic lave balance update after approval.
 Leave encashment and its setup.
 Consolidated leave card for each employee.
5.7. SMART HCM – TRAINING MANAGEMENT

In order to maintain a competitive edge in the marketplace, your company must invest in the
training and development of your employees. Human Resources Development (HRD) focuses
on both, training employees for their current jobs and developing skills for their future roles
and responsibilities
Smart HCM offers you full support managing training for your company staff. From making
plane to seeing its results, Smart HCM helps you managing all stuff. You can plan training in
advance or Smart HCM 360 degree performance management can suggest you training courses
based on lacking areas of employees and you can follow it.
Key Functions:
 Training plan.
 Employee training.
 Training course result.
 Training institute, category, expense and course details.

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 Trainer and institution detail.

5.8. SMART HCM – APPRAISAL MANAGEMENT

Employee performance management with Smart HCM helps you to plan, assess, improve, and
analyze the performance of your workforce from end to end. You can align individual
objectives with corporate goals by cascading your enterprise strategy; assess and manage
performance through feedback, development, and appraisals; and reward your employees
accordingly. The solution is highly adaptable, allowing you to tailor both the content of your
performance feedback documents and processes to the needs of your organization. 360
degree feedback, also known as “multi-rater feedback”, is the most comprehensive appraisal
where the feedback about the employees’ performance comes from all the sources that come
in contact with the employee on his job.

360 degree respondents for an employee can be his/her peers, managers (i.e. superior),
subordinates, team members, customers, suppliers/ vendors - anyone who comes into contact
with the employee and can provide valuable insights and information or feedback regarding
the "on-the-job" performance of the employee.

Self-appraisal gives a chance to the employee to look at his/her strengths and weaknesses, his
achievements, and judge his own performance. Superior’s appraisal forms the traditional part
of the 360 degree performance appraisal where the employees’ responsibilities and actual
performance is rated by the superior. Subordinates appraisal gives a chance to judge the
employee on the parameters like communication and motivating abilities, superior’s ability to
delegate the work, leadership qualities etc. Also known as internal customers, the correct
feedback given by peers can help to find employees’ abilities to work in a team, co-operation
and sensitivity towards others.

Self-assessment is an indispensable part of 360 degree appraisals and therefore 360 degree
Performance appraisal have high employee involvement and also have the strongest impact on
behavior and performance. It provides a "360-degree review" of the employees’ performance
and is considered to be one of the most credible performance appraisal methods. 360 degree
performance appraisal is also a powerful developmental tool because when conducted at
regular intervals (say yearly) it helps to keep a track of the changes others’ perceptions about
the employees. A 360 degree appraisal is generally found more suitable for the managers as it
helps to assess their leadership and managing styles. This technique is being effectively used
across the globe for performance appraisals.

Key Functions:
 Interactive performance, personal and objective based appraisal.
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 One time appraisal plan generation and single click publish.

 Employee objective by managers.
 Appraisal results and auto bell curve increment advice.
 Auto training course recommendation for week areas found in appraisal.

5.9. SMART HCM – DEPUTATION MANAGEMENT

Smart HCM provide comprehensive deputation management solution. When any employee
moves from one department to another or to an external location for some official work, Smart
HCM takes care of all the matters during this transaction.
Key Functions:
 Employee deputation.
 Deputation category setup.
 Deputation location setup.
 Deputation process.
 Deputation rate on allowance.
 Deputation payment registers.
5.10. SMART HCM – PAYROLL MANAGEMENT

Smart HCM Payroll is a high-performance, graphical, rules-based payroll management system

designed to keep pace with the changing needs of your enterprise and workforce. Smart HCM's
approach to payroll management allows you to reduce administration, lower setup costs and
errors while improving your reporting, analysis capabilities and responsiveness.

It has power to generate payroll and payments on a single click with complete payroll history
records. Create, maintain and manage allowances, deductions, overtime, bonus
disbursements, various kinds of funds, loans, gratuity, EOBI and etc. Generate your payment
plan monthly, fortnightly or weekly and execute provisional run before finalizing the salary.
Smart HCM deals with all major complicated parts of any payroll like income tax including e-
filing/all regulatory reports, tax marginal relief, funds taxable, rebate, exemption and etc. It
also provides typical arrears calculations, monthly data uploading and much more, you ever
wanted in a Human Capital Management System.

Key Functions:
 Single click payroll.
 Data uploading facility in case TOM is not integrated.
 Monthly payroll remarks for each employee.
 Payroll parameters.
 Employee payroll attendance and back dated attendance.
 Simple payroll process.

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5.11. PAYROLL ALLLOWANCE AND DEDUCTION

Allowances and deduction are highly parameterized setup where you can define any payment
or deduction of your desire, its mean you are not bound to the system instead you can design
your own allowance and deductions. Then you can apply different rules and regulation on these
newly defined allowances and deduction based on location and grades, thanks to the Smart
HCM application which provide variety of rules and all are setup based. Whenever you register
new employee system automatically apply all these rules on it based on his location and grade
until and unless you do not over write it by using monthly payment deduction (code wise and
employee wise) screen.
Key Functions:
 Monthly payment deduction employee wise.
 Employee allowance and deduction.
 Allowance & deduction setup.
 Allowance basic salary range setup.
 Allowance deduction location grade setup.
5.11.1 Payroll - Income Tax

Calculating income tax for employee is crucial part of payroll specially where it involve slab base
calculation based on total number of salary per taxable year. Smart HCM facilitate its user for
calculating automatically complex and crucial part of this part. It works with both cases, one
time and slab based full yearly projected deduction cycle.

Key Functions:

 Tax slab.
 Senior citizen tax slab.
 Perk taxable income.
 Employee tax adjustment.
 Employee other tax.
 Tax slip, direct taxes and income taxes as per the statement.

5.11.2. Payroll - Separation management

Smart HCM helps to execute separation process smoothly without the separating employee
feeling harassed. Initiation of process, automated calculations, smooth transitions, return of
company property with proper clearance from all concerning department is ensured. Valuable
insights about the organization from departing employee are received through exit interviews
that help the organization reduce future attrition.

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5.11.3. Payroll – Inquiry & E-Bank file

In modern age where banks are fully involve in financial transaction, most of the companies
prefer to transfer salaries directly to the employee bank account. For this system provide them
E-Bank file as per the banking system template. This file can be designed by end user as per
bank given template. This mean there is no need of customization for generating E-Bank file of
your desire. Smart HCM also provide automatic integration with banking system in case bank is
providing APIs to its financial system. Also the inquiry screen givens payroll people to have a
immediate look to component of salary for specific employee with details and clear picture.
Key Functions:
 Downloadable excel E-Bank file.
 Payroll inquiry for current month and history.
 Easy template and change in it.
 All components need to be selected from dropdown list.

5.11.4. Smart HCM - Loan management

Smart HCM offers a comprehensive loan module to completely manage all aspects of loans
given to employees. It provides the flexibility required in creating, maintaining, and processing
various types of loan, and takes care of management with its comprehensive reporting facility.
Furthermore, since it is highly parameterized, the various control functions allow management
to design and immediately implement loan products to satisfy individual client markets.
Key Functions:
 Facility to create any number of loan types offered to employees like car loans, house loans,
and furniture loans, salary advance etc.
 Capture extensive information about a loan like loan amount, start and end date, interest
type, number of installments, etc.
 Online application and approval of loans through ESS.
 Facility for lump sum repayments outside of payrolls.
 Loans deductions automatically stop after total recovery.
 Automatically considered for recovery during final settlement.
 Various employee-wise and summary loan reports.
 Management of multiple of loan through single deduction from salary.

5.12. SMART HCM - FUNDS MANAGEMENT

Employers are required by law to offer their employees various type of funds which include
gratuity, EOSB etc. where sometime only employer contribute in these funds or sometime both,
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employee and employer, some specific percentage of employee salary. Offering a more
comprehensive benefits package can have lots of advantages to employers and Smart HCM can
offer a hassle free service to help you implement better benefits for your employees.

Key Functions:
 Funds contribution.
 Funds setups.
 Funds location and grade setups.
 Funds slab wise location grade setup.
 Fund yearly contribution (employer and employee) report.

5.13. SMART HCM - OVERTIME MANAGEMENT

Calculating overtime is an essential task when determining compensation for employees.
Overtime must be paid by law to certain employees who work more than eight hour in a day.
Overtime pay usually only applies to non-exempt workers, that is, workers who are not exempt
from regulations. Smart HCM offers automatic overtime calculation and with approval of
supervisors / manager.
Key Functions:
 Fixed Rate, User defined Overtimes rates, Special Overtime Scales Table.
 Advance Overtime (prior to start of work shift)
 Post Overtime (after the end of the work Shift).
 Actual overtime hour’s validation against approved overtime with lower value.
 Setup of minimum hour’s overtime and succeeding minutes thereafter.
 Generates Approved Overtime Sheet of employee per cost-center.
5.14. SMART HCM - TIME OFFICE MANAGEMENT
Our completely automated time and attendance solutions reduce labor costs by enforcing pay
and work rules – consistently and accurately – across the organization. Labor-intensive
timecard tracking, data entry, and approval processing are simplified. And that reduces the
administrative time associated with attendance exceptions and employee inquiries — all while
minimizing overpayments and compliance risk.
Time Office Management works by taking daily attendance, keeping late coming records,
overtime exceptions & approvals, roster templates, shift transfer and provide full support of
integration with all kind of attendance devices. With the Next Generation of Mobile app, we’ve
introduced mobile technology as an essential tool to mark attendance using smart devices for
entire workforce. Mobile app allows employees to check-in quickly and easily while they are in
office premises.

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Provide full support of integration with any kind of electronic attendance machine. Once the
raw data is uploaded into Time Office Management, it process considering all rules and
policies for any individual or group for any geographical or organizational location.

Key Functions:
 Integration with Attendance Machine
 Team Shift wise Roaster
 Overtime Exemption & Approval
 Leaves Sanction
 Absent Exception
 Late coming Records & Salary Deduction
 Monthly Attendance Processing
 Team Shift Transfer
5.15. SMART HCM - COMMUNICATION & ARCHIVING
Every company struggles to manage business processes that are evolving from paper to digital
documents. Internal Communication & Archiving leverages technology-enabled services to
bridge the gaps and smooth the transition. It is an end-to-end approach to manage both paper
and digital documents and covers the complete document lifecycle. This comprehensive
solution saves time and money, and enables your company to efficiently manage the move to
less paper. Isolate, single-purpose messaging systems, records-retention schemes and
inefficient search processes rob you of valuable time and money. Instead, archive ALL of your
organization’s messaging content the intelligent way with Smart HCM Internal Communication
& Archiving Solution.
Key Functions:
 Modular document management services can significantly boost efficiency and cut costs.
 Additional services such as archiving support you in managing the increase in data volumes.
 Clear benefits regarding faster processing of documents, security, compliance with
statutory retention periods, cost savings, and scalability.
 The rapid growth in unstructured content makes solutions for long-term storage,
accessibility and usage a must for businesses.
 Automation and digitization routine tasks such as archiving and processing incoming and
outgoing mail accelerates processes and saves paper at the same time.
 Certainty that data can be retrieved and read throughout the entire archiving period
 Digitization of all incoming documents and distribution to archives, enterprise applications
and employees

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5.16. SMART HCM - OFFICE SUPPORT PORTAL (OSP)

OSP is a game changer in turning IT, HR and support teams from daily fire-fighting to delivering
awesome customer service. It provides great visibility and central control in dealing with
different issues to ensure that employees suffer no more struggles for getting support. Even if
you need to involve outside contractor for any kind of support, OSP support this as well.
Key Functions:
 Building and office setup.
 Category and sub category for items.
 Sub category detail.
 Project management setup.
 Contractor employee setup.
 Category employee.
 Create ticket rights.
 Flexible fields & attachment options.
 Status and priority.

5.17. SMART HCM - SETTING & SECURITY

Setting is security module is actually backbone of Smart HCM which covers organization
hierarchical levels structure and geographical locations. It also deals with all security related
points such as user creation, rights assignation and user management.
Key Functions:
 Settings
 General Setup
 System Default
 Integration Configuration
 Menu Setups
 Menu Activities
 Menu Sequence
 Language Translation
 Message Setup
 Labels and Menu Translation
 Group
 User Group Setup
 Report Translation
 Dashboard
 Combo Static List
 Organization Structure
 Location Structure

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 Locations
 Security
 User
 Change My Password
 User Profile
 User Rights
 Audit Log
6.1. TECHNOLOGY PLATFORM OVERVIEW

Smart HCM leverages standard development capabilities to provide the required flexibility and
agility that help organizations succeed in today’s highly demanding market. Smart HCM is
developed on the most advance and secure technologies. It is based on modern architecture of
Web 2.0 powered by Oracle 12C Database, ASP.Net, EXT .Net and Hibernate.

Smart HCM is a flexible an easily extendible mobile and modular development platform that
helps companies to adapt for competitiveness:

 Improve decision making and visibility into employees performance with advanced
reporting tools
 Adapt to your security policies with a highly flexible security model
 Embrace mobility to improve operations and achieve higher business agility
 Leverage prior IT investments with an easy to integrate platform
 Reduce manual work and increase data quality with process automation tools
 Adopt an easy to extend and maintain fully modular platform
 Gain endless platform scalability and deployment flexibility

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6.1.1. User Interface

Quick Menus
Quickly launch new documents or swap between
existing documents. By simply entering the first couple
of letters of the name of the document type, you will
be offered suggestions for the type of document you
are looking for.

Recent/Favorite Items

Give end users the flexibility to easily manage

their preferences such as adding item in favorite
item so he can open/ access it quickly, also they
recently used form will be displayed here so this
can be access quickly if required to open later.
Multitasking
Enable end users to increase productivity by
working simultaneously with multiple
transactions or documents on different tabs. Is it
the case that you have started to register a new
employee and you notice after entering some
data that related job is not created? Navigate
directly from the employee form to the job form
in a new tab, create your job and use it in your
employee document.

Self-Customizable Tools
Set Location Grade based rules with large number
of parameters; this can be done on allowances,
deduction, leave and so many other components.
This will help you managing your data where you
want to apply different rules for same item based
on different locations and grade. The solution is
self-customizable rules from Smart HCM.

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7.1. MULTI-LANGUAGE
Gain agility for your international operations with a full multi-language capability.
Translation modules can be done even from front end to enable you to use the system in
different languages. Multiple languages can be installed at a same time to let users select
their working language.

8.1. EFFICIENT AND FAST PERFORMANCE

1. Minimum loading time and very Fast Payroll

2. Process, Leave Process and other processes.
3. Fast Reports due to data logic at server end which enable system to load only
relevant and required data without complete page refresh using Ajax

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